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PDFs can be edited directly in FYI to markup and refine documents without leaving the platform, so you don't need to export the PDF from FYI to make changes. When editing a PDF in FYI, you can edit text and hyperlinks, view and print the PDF, and save changes using password protect.
PDF editing features may be restricted for password-protected, digitally signed, or certified PDFs, depending on the document's security settings and permissions.
PDFs larger than 50 MB can't be edited in the FYI PDF Editor.
Editing a PDF
To edit a PDF in FYI:
- Select a PDF from any Documents list.
- Select the Edit icon or select Edit in FYI from the drop-down.
Select Open in OneDrive or Open in FYI Desktop only when opening a PDF outside FYI using a third-party PDF editing application. - The FYI PDF Editor will open in a new tab.
- The name of the document will be displayed on the PDF toolbar and on the browser tab.
- Use View to navigate the PDF, or Edit to change text and hyperlinks.
You can also use the PDF Editor to annotate and organise PDF pages, and redact sensitive information. - Select the Save icon to save your changes, then close the FYI PDF Editor. If changes haven't been saved, a warning displays.
- Alternatively, click the drop-down and select either:
- Save and Close to save and navigate back to the Documents workspace.
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Save, Close and Password Protect to apply a password to the PDF
- From the PDF Document drawer, select I'm finished editing to sync the changes back to FYI.
Saving Changes and Password Protecting a PDF
You should save changes regularly when editing a PDF. If changes haven't been saved and you try to close the FYI PDF Editor, a warning displays.
When a PDF is opened for editing, FYI creates a new version of the document. Each time you select Save while editing, FYI saves the changes to the current version and updates the Modified On date of the PDF.
Once editing is complete, complete one of the following steps to make the PDF available for other users to edit:
Save and Close
Choosing to Save and Close a PDF will save the document, but will not require a password to re-open the PDF. The PDF can be opened by any other user, and can be shared without requiring a password.
- From within the PDF Editor, click Save and Close to save and navigate back to the Documents workspace.
- From the PDF Document drawer, select I'm finished editing.
The PDF automatically syncs with FYI.
Save, Close and Password Protect
When saving a PDF, you can choose to password protect it to prevent unauthorised access to the PDF.
Once password protection has been applied, anyone opening the PDF will need to enter the correct password to access it. They can view and annotate the PDF using the available tools in the FYI PDF Editor, provided no additional document restrictions prevent editing.
When applying a password, the following conditions apply:
- Passwords must be between 6 and 127 characters.
- Password and Confirm password must match.
- All special characters can be used, but passwords cannot contain only spaces.
- Passwords can be pasted into the fields, but can't be copied from them.
To password protect a PDF:
- From within the PDF Editor, click Save, Close and Protect from the drop-down.
- The Password Protect window displays.
- Enter the password you want to apply to the PDF. Click the Eye icon to hide the password. Click the eye icon again to check that the password has been entered correctly.
- Enter the password again to confirm it.
- Click Protect and Save to apply the password, and save and close the document.
- The PDF will be password protected, requiring the correct password to open it.
Saving a PDF as a new document
You may still have a PDF open for editing after it has been marked as finished editing in FYI. This can happen if "I am finished editing" is selected in another browser tab or on another device, or if another user saves the same document or checks in the document while you still have the PDF open.
If this happens, FYI prevents any further changes from being saved to the original PDF. A message will display to confirm that the PDF is no longer open for editing, and that your changes have not been saved. You can choose to:
- Save as a New Document. A copy of the PDF will be created with your changes, and leaves the original document unchanged.
- Discard changes. If you close the PDF editor with unsaved changes, your browser will warn you that the changes will be discarded.
Using the PDF Editor toolbar
The PDF Editor toolbar is always displayed when a PDF is open for editing. It provides access to viewing, navigation, annotation and editing options.
Hover over an icon to display its action. The following tools are listed in the order they appear in the toolbar, from left to right.
| PDF toolbar | Action |
| Back |
Select the back arrow to return to the Documents workspace. If changes haven't been saved, a warning displays. |
| PDF Name |
Displays the name of the PDF. Hover over the document name to display the full PDF name. |
| Panel |
Open the left panel using Panel to display page thumbnails and bookmarks. Keeping the side panel open when adding bookmarks provides a clear view of the document structure and makes it easier to move between pages. Select and drag the edge of the panel to adjust its width. |
| Zoom | Increase or decrease the magnification of the PDF to view more or less detail. |
| Pan |
Select and drag to move around the PDF without selecting or changing the content. When the Pan tool is active, the cursor displays as a hand. |
| Select | Select text within the PDF to copy or interact with actions. |
|
Select Print to select which pages to print, adjust the print quality, and choose whether to include annotations added to the PDF. The printing options available may vary depending on your browser and printer settings |
|
| Search |
Enter a word or phrase to display matching results in the PDF, then navigate between each result. Select the filter icon to use Case Sensitive or Whole Word and refine the search results. |
| Comments | Open the Comments panel to view, add or reply to comments associated with annotations. |
| Save |
Save changes made to the PDF, including edits and annotations. Click the drop-down and select from:
If the PDF Editor is closed without saving, the changes are lost. |
Viewing a PDF
Select View to read and navigate the PDF without displaying the annotation or editing tools.
In View mode, the document can't be modified, but the toolbar options remain available to navigate and adjust how the PDF is displayed.
Editing PDF content
Select Edit to insert, replace or delete text, or add hyperlinks to existing text.
After editing the PDF, deselect Edit before selecting another tool. Hover over an icon to display its action.
Replacing text
- Select and highlight the text to replace.
- Select the Replace text icon.
- The Replace text window opens.
- Use the tools in the Replace text window to:
- Replace the text.
- Format the new text by changing the colour or applying bold, italic or underline formatting.
- Add a hyperlink to the text.
- Select Replace.
Replacement text uses the Helvetica font, and the font can't be changed.
Deleting text
Deleting text removes it from view but doesn't permanently redact the underlying information.
To remove sensitive or confidential information, use the redaction tool.
- Select and highlight the text to delete.
- Select the Delete text icon. A warning displays.
- Select Delete.
- The text is deleted and replaced with a white background.
Inserting text
- Click on the PDF where you want to insert text.
- Select the Insert text icon.
- The Insert text window displays.
- Use the Insert text tools to:
- Add the text.
- Format the new text by changing the colour or applying bold, italic or underline formatting. Inserting text uses the Helvetica font, and the font can't be changed.
- Add a hyperlink to the text.
- Select Insert.
- Select the location on the page where the text should be inserted.
Once inserted, text can't be repositioned. To move the inserted text, select Undo, then repeat the steps and insert the text in the required position.
Adding a hyperlink
You can add hyperlinks to existing text to provide access to related websites, documents or information.
- Select and highlight the text for the hyperlink.
- Select the paperclip icon.
- Enter the URL, or select Page to link to a page within the PDF.
- Select Link.
- The linked text displays with a blue underline.
Printing a PDF
You can print a PDF document directly from the FYI PDF Editor without downloading or opening the document in another application. The Print function allows you to select which pages to print, adjust the print quality, and choose whether to include annotations added to the PDF.
Watermarks will be included in the printed PDF. If the document contains comments, the comment icon will also be printed, but the text of the comments will not be included.
To print a PDF:
- From the PDF Editor, select Print from the toolbar.
Alternatively, press Ctrl + P on your keyboard to open the Print settings window. - The Print settings window displays.
- Configure the print settings as required:
- Pages to print: select whether to print all pages or specify individual pages or a page range.
- Include Annotations: select whether to include annotations, such as highlights, notes, and other markups, in the printed document.
- Print Greyscale: choose to print the PDF in shades of grey instead of colour.
- Print Quality: select the quality of the printed document. Higher-quality settings provide greater detail but may take longer to process and print.
- Click Print to continue to your browser's print window. From here, select the printer and configure any additional printing options, such as paper size, orientation, and number of copies.
Undoing and redoing changes
When editing a PDF, you can use the Undo and Redo tools to quickly reverse or restore your changes before the PDF has been saved.
- Undoing a change: Click the back arrow icon to reverse your most recent change. Continue clicking Undo to reverse additional changes.
- Restoring a change: Click the forward arrow icon to restore a change you previously undid. Continue clicking Redo to restore additional changes.