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How to Manage PDF Files

Applies toWindows 10Windows 11Microsoft EdgeAdobe Acrobat Reader
8 min fix Updated 8 Aug 2026

By , 10+ years in IT support and helpdesk How these guides are checked

Quick Answer

Open the PDF in Microsoft Edge. Use the toolbar at the top to click the Draw icon (pen) to sign your name, or the Highlight icon to mark text. Click the Save icon when finished.

Checked against Microsoft Learn - Windows release health and Microsoft Learn - end of support and retirement between 5 Aug 2026 and 12 Sep 2026. Nothing published in that period has been linked to this guide.

Summary ​

This article shows you how to perform the most common PDF tasks — combining multiple PDFs into one, adding a signature, annotating with highlights and comments, and compressing file size — using free tools already available on your computer, without needing a paid Adobe Acrobat Pro subscription.

Before You Start ​

  • A Windows 10 or Windows 11 computer.
  • Microsoft Edge browser (installed by default on Windows) or Adobe Acrobat Reader (free version).
  • The PDF file(s) you want to work with saved to your local computer or OneDrive.

Instructions ​

1. View and Annotate a PDF in Microsoft Edge ​

Microsoft Edge has a built-in PDF reader with annotation tools. No additional software is required.

  1. Open the PDF in Edge
    • Right-click the PDF file in File Explorer, select Open with, and choose Microsoft Edge.
    • Alternatively, drag and drop the file into an open Edge window.
  2. Use the Annotation Toolbar
    • The toolbar appears at the top of the PDF. Available tools include:
      • Highlighter — Select text and apply a color highlight.
      • Draw — Freehand draw on the page using a pen or touch input.
      • Add text — Click the T icon to place a text box anywhere on the page.
      • Eraser — Remove drawn annotations.
  3. Save Your Changes
    • Click the Save icon (or press Ctrl + S) to save annotations directly into the PDF.
    • To keep the original untouched, click the Save as icon and choose a new filename.

Warning: Annotating over text does not remove it. A highlight, a drawn shape, or a black box placed with Add text sits on top of the page, and the words underneath stay in the file — anyone can drag across the box, copy it, and paste it into Notepad. If your reason for covering something is that it must not be read, cover is the wrong tool: How to Redact Sensitive Information from a PDF takes the text out of the file and shows you how to confirm it is gone.

2. Add a Signature to a PDF ​

Two free tools sign a PDF, and which one you use depends on what is installed.

Option A: Sign in Microsoft Edge ​

  1. Open the PDF in Microsoft Edge.
  2. Click the Draw (pen) icon in the toolbar.
  3. Use your mouse or touchscreen to draw your signature directly on the document.
  4. Press Ctrl + S to save.

Option B: Sign in Adobe Acrobat Reader (Free) ​

  1. Open the PDF in Adobe Acrobat Reader.
  2. Click All tools in the left sidebar, then select Fill & Sign.
  3. Click Sign yourself at the top, then choose Add Signature.
  4. You can Type, Draw, or Upload an image of your signature.
  5. Click Apply, then click on the spot in the PDF where you want to place it.
  6. Drag the corners to resize, then click File > Save As to save the signed copy.

Tip: After creating your signature in Adobe Reader, it is saved for reuse in future documents — select Sign yourself and your saved signature will appear.

Note: Both options above place a drawn picture of your signature on the page. They carry no record of who signed or when, which is fine for internal forms and acknowledgements. For a contract, an offer letter, or anything a third party could dispute, you need an audit trail — see How to Sign a Document Electronically for the DocuSign and Adobe Acrobat Sign workflow and the certificate it produces.

3. Combine Multiple PDFs Into One File ​

Combining PDFs does not require a paid subscription. You can use the free Microsoft Print to PDF approach.

Option A: Use Microsoft Edge (Print Method) ​

  1. Open the first PDF in Microsoft Edge.
  2. Press Ctrl + P to open the print dialog.
  3. Set the Printer to Microsoft Print to PDF.
  4. Under Pages, select All and click Print.
  5. Save it with a new name (e.g., Combined_Document.pdf).
  6. Repeat this process for each additional PDF, then use a free online tool (e.g., smallpdf.com or ilovepdf.com) to merge them if Edge alone is not sufficient.

Option B: Use a Free Online Tool ​

  1. Navigate to a trusted free tool such as smallpdf.com/merge-pdf or ilovepdf.com/merge_pdf.
  2. Upload the PDF files you want to combine.
  3. Arrange them in the desired order.
  4. Click Merge and download the combined file.

DANGER

Only use trusted, well-known online tools for merging PDFs. Never upload confidential or sensitive company documents to unknown websites. When in doubt, contact IT for an approved tool.

4. Compress a PDF to Reduce File Size ​

Large PDF files can exceed email attachment limits. Compressing them reduces the file size while keeping the content readable.

  1. Navigate to a free compression tool such as smallpdf.com/compress-pdf or ilovepdf.com/compress_pdf.
  2. Upload the PDF file.
  3. Choose a compression level (e.g., Recommended for a balance of quality and size).
  4. Download the compressed file.
  5. Verify the output looks correct before sending or uploading.

Tip: If your PDF contains high-resolution images, compression can often reduce the file size by 50–80% with no visible quality loss.

5. Save Any Document as a PDF (Print to PDF) ​

You can convert Word documents, Excel spreadsheets, web pages, and more into PDF format using the built-in Microsoft Print to PDF printer.

  1. Open the document or web page you want to convert.
  2. Press Ctrl + P to open the print dialog.
  3. Set the Printer to Microsoft Print to PDF.
  4. Click Print and choose a save location and filename.

Troubleshooting ​

TIP

For most daily PDF tasks — viewing, highlighting, adding text, and signing — Microsoft Edge is all you need. Install Adobe Acrobat Reader only if you need advanced form filling or reusable saved signatures.

Symptom / ErrorPotential CauseSolution
PDF opens in the wrong appDefault app is not set correctlySee How to Open PDFs and Office Files in Desktop Apps Instead of the Browser to change your default PDF app.
Cannot edit or annotate a PDFThe PDF is read-only or password-protectedContact the document owner to unlock the file, or save a copy and annotate the copy.
Signature does not appear when savedAnnotations not saved before closingPress Ctrl + S or use Save As before closing the document.
PDF is too large to emailHigh-resolution images in the fileCompress the PDF using the steps in Section 4, or share via a OneDrive link instead. See How to Share Files and Folders via OneDrive.
Merged PDF pages are out of orderFiles uploaded in wrong sequenceRe-upload and rearrange the order before merging.
PDF prints blank, garbled, or with the edges cut offReader sending drawing instructions the printer cannot followOpen the file in Adobe Acrobat Reader, press Ctrl + P, click Advanced, and tick Print As Image. Fix a PDF That Won't Print Correctly covers that fix and six others.
"Microsoft Print to PDF" is missingFeature not enabled on this PCContact IT to enable the Windows optional feature.

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Frequently asked questions

Do I need to pay for Adobe Acrobat to sign a PDF?
No. Microsoft Edge has built-in, free tools for drawing signatures and highlighting text on PDFs. Right-click the PDF and select 'Open with > Microsoft Edge'.
How do I combine two PDFs into one?
You cannot combine PDFs using Edge or the free Acrobat Reader. You will need to use a company-approved tool (like Adobe Acrobat Pro) or a trusted online service if permitted by IT policy.