PDFs and Microsoft Word documents (.doc) are built for different purposes. Word lets you create and edit content easily. PDFs make sharing information easy across devices because it is a universal format that works across devices and with numerous applications. This guide explains how to make them work together: converting one to the other, inserting PDFs into Word docs, merging them, and editing both.

How to Insert a PDF into a Microsoft Word Document

One common way to work with PDFs and Word is inserting a PDF (or a page from a PDF) into a Word document. You might want to add a PDF brochure, contract, or image into a proposal, or combine pages from multiple documents into one.

Insert a single PDF page into Word

To insert a single-page PDF:

1. Open your Word document and place your cursor where you want the PDF to appear.
2. Select Insert > Pictures > Picture from this device (or “Pictures from file” depending on your Word version).
3. Navigate to your PDF file and select it.
4. Click Insert.

The PDF will appear in your document as an image. You can resize it by dragging the corners, and you can move it around like any other image in Word.

Note: Only the first page of a multi-page PDF will be inserted this way. If you need multiple pages, you’ll need to extract them, which we cover next.

Insert multiple pages from a PDF into Word

If you have a multi-page PDF and need to add specific pages to your Word document, you’ll need to extract those pages and save them as individual files. Here’s the workflow:

1. Use a PDF extraction tool (PDF.Live’s editor includes an extraction feature) to save the pages you need as separate PDFs.
2. Follow the single-page insertion steps above for each extracted PDF.
3. Arrange them in your document as needed.

For example, if you’re building a job application packet and want to include pages 2, 5, and 7 from a company handbook, extract those three pages, then insert each one into your Word doc.

Troubleshooting PDF insertion in Word

“I can’t insert my PDF” Older versions of Word (pre-2016) may not recognize PDFs as insertable files. If you see an error or the file type isn’t available, you can try converting the PDF to a JPEG first, then insert the JPEG.

“The PDF looks blurry or low quality after inserting” PDFs inserted into Word may appear lower resolution than the original. This is normal and doesn’t affect the original PDF file. If quality is critical, consider using the PDF directly rather than embedding it in Word.

“The PDF formatting looks broken” When you insert a PDF as an image, only the visual appearance transfers. The underlying structure (text boxes, links, form fields) may not carry over. If you need to preserve interactivity or edit the PDF content, use PDF.Live’s online editor instead of embedding it in Word.

How to Edit a PDF in Microsoft Word

You can open a PDF directly in Word and make edits, but it’s not the ideal approach. Here’s what happens and why you might want a better option.

Opening and editing a PDF in Word

When you open a PDF in Word, Word attempts to convert it automatically. This works for simple, text-based PDFs, but the conversion often introduces problems: text formatting shifts, images get repositioned, spacing changes, and interactive elements (like form fields or buttons) may disappear entirely. If you edit the document and save it as a Word file, you’ve essentially recreated the PDF’s content in a new format, but with formatting issues baked in.

If you really need to edit a PDF in Word, you can open the PDF file directly (File > Open, then select your PDF). Word will convert it and prompt you to save as a .docx. Make your edits, then save. But expect formatting loss.

Why editing PDFs in Word has limits

PDFs are designed to be static. They prioritize how a document looks over how it’s structured, which is the opposite of how Word works. When you convert a PDF to Word, Word has to guess at the structure — where paragraphs break, what’s a heading vs. body text, which elements are images vs. text. It often gets it wrong.

For small text edits on a simple PDF, opening it in Word might be fast enough. For anything more complex, you’ll spend more time fixing formatting than actually editing.

The better option: Convert PDF to Word, edit, and save

If you need to make real changes to a PDF, convert it to Word first using a PDF-to-Word converter tool (Word has a built-in converter, or you can use an online tool like PDF.Live). Then edit the Word document and save it.

If your goal is to create a new Word document that includes content from a PDF, this convert-edit two-step approach is cleaner than fighting with Word’s PDF opening feature.

If you need to edit the PDF itself

If you want to edit the actual PDF file (not convert it to Word), use an online PDF editor like PDF.Live. You can add, delete, or modify text and images directly in the PDF without conversion. This keeps the PDF as a PDF, which matters if you’re sending it to others or need it to stay in PDF format. Editing the PDF — rather than the Word document — also helps minimize formatting errors. 

How to Merge or Combine PDFs and Word Documents

You might need to combine content from multiple file formats — DOC and PDF — into a single document. We’ll explain how to merge PDF with Word into a Word document, then how to combine a Word document with a PDF using the PDF format.

Merging PDFs into a Word document

If you want to combine multiple PDFs into a single Word document, you’ll need to convert them first. Here’s the workflow:

1. Convert each PDF to Word using a PDF-to-Word converter tool.
2. Open one converted Word document.
3. Insert the content from the other converted documents (Insert > Object > Text from File, or copy and paste).
4. Arrange and format as needed, then save.

This works, but it’s time-consuming if you have many PDFs or mult-page PDFs. For large projects, consider whether keeping them as separate PDFs or creating a single merged PDF might be simpler.

Merging a Word document with a PDF

You cannot directly merge a Word document (.docx) and a PDF into a single file. Both files must be in the same format to merge. Convert Word to PDF, then merge with the other PDF. Use a Word-to-PDF converter tool, then merge the resulting PDFs together.

Answers to FAQs About PDFs and Microsoft Word

Can I edit a PDF directly without converting it to Word? 

Yes. Use an online PDF editor like PDF.Live to edit text, images, and other elements directly in the PDF. This keeps the file as a PDF and avoids the formatting issues that come with converting to Word.

What’s the best way to share a document—as a PDF or Word file? 

If you want others to view the document as you created it without risk of accidental changes, PDF is better. If you want them to edit it, share as Word. PDFs preserve formatting across all devices and applications, while Word files may display differently depending on the version someone has installed. Read more: How to upload and share PDFs online. 

Can I convert a Word document to PDF and keep it editable? 

No. When you convert a Word document to PDF, the result is a static file. To make it editable again, you’d need to convert it back to Word, which may introduce formatting changes. If you need an editable version, keep the Word file and share both — the Word version for editing, the PDF for viewing and sharing.

Why does my PDF look different after I insert it into Word? 

PDFs inserted into Word appear as images, so resolution may be lower than the original. If the PDF contains interactive elements (form fields, buttons, links), these may not work in Word. For interactive PDFs, keep them as separate PDF files rather than inserting them into Word.

Is it safe to convert PDFs containing sensitive information? 

Online conversion tools vary in how they handle files. PDF.Live keeps converted files in your account dashboard, so they’re accessible only to you as an active account holder. Other tools may delete files immediately after conversion. Check the privacy policy of whichever tool you use to understand how your files are stored and for how long. For highly sensitive documents with strict compliance requirements, desktop conversion tools that process files locally on your computer may be a better option.

What if the converted Word document has formatting errors? 

Formatting loss is common, especially with complex layouts, multi-column text, or scanned PDFs. After conversion, you may need to manually fix spacing, realign images, or rebuild tables. For documents with critical formatting, consider keeping them as PDFs rather than converting.

Can I merge a Word document and a PDF into a single file? 

Not directly. Files must be in the same format to merge. Convert one to match the other’s format first, then merge. You can convert Word to PDF (then merge with another PDF) or convert PDF to Word (then combine with your Word document).

Do I need special software to work with PDFs and Word? 

No. Word has a built-in PDF opener, and online tools like PDF.Live handle conversions in your web browser without requiring downloads. For advanced editing or batch processing, desktop software may be helpful, but it’s not required for basic tasks.

The post PDF and Word: How to Convert, Insert, Merge, and Edit appeared first on pdf.live.

You can find the W-9 form here. This form has been set up with fillable form fields to make it easy for non-employee workers to fill out. 

Disclaimer: PDF.Live is not providing legal, tax or related professional advice. For guidance on your specific situation, consult a qualified employment attorney or tax professional, as form requirements vary by jurisdiction and change frequently.

What is the Request for Taxpayer Identification Number and Certification Form?

The W-9 form collects the non-employee worker’s information, including their taxpayer identification number (TIN), Social Security number (SSN), individual taxpayer identification number (ITIN), or employer identification number (EIN). 

Businesses usually save W-9 forms to use the information at the end of the year when reporting taxes. They are not typically required to send W-9s to the IRS. The business checks the W-9 worker information and then reports how much they were paid that year on a separate 1099 form. 1099 forms are required if a worker or contractor earned more than $600 (as of 2026). 

What Goes in a W9 Form?

Line 1: Worker/entity name

Line 2: Business name (if different from entity name)

Lines 3a and 3b: The tax classification of the entity/individual. If it’s a worker, they’re an individual or sole proprietor. If it’s a vendor, it may be an LLC, partnership, or corporation. 

Line 4: The exemption code, only applicable to business entities, not individuals. If one of these codes is present, it means that the entity is exempt from backup withholding (a 24% tax if a correct TIN isn’t provided) or FATCA reporting (unreported/underreported interest/dividend income). Refer to page 3 of the W-9 form for the exemption codes. 

Line 5: The business or individual’s street address

Line 6: The business or individual’s city, state, and ZIP

Line 7: An account number, which is optional

Part I

The worker’s Taxpayer Identification Number (TIN), which is either a Social Security Number (SSN) or Employee Identification Number (EIN), goes in this space. For non-employee workers, the business uses the TIN for reporting taxes to the IRS. Individuals typically provide an SSN. Businesses typically provide an EIN. 

Part II

The worker uses this to certify the information on the W-9 is accurate. They sign and date the W-9. A signature certifies that the information on the form is correct, the worker is a U.S. citizen or U.S. person as defined on page 2, any exemption code listed is correct, and the worker is not subject to backup withholding. 

FAQs About W-9 Forms

Where can I get a blank W9 form online?

You can find a W9 form to fill out online in the PDF.Live forms library.

Where do I send a W-9 form?

If you are a contract employee or worker, send the W-9 form back to the employer. If you are an employer, keep W-9s on record for use when you complete 1099s at the end of the tax year. Businesses must keep W-9s on file for four years to reference if the IRS asks questions about the business or individual.  

What is the purpose of a W-9 form?

A W-9 form collects a taxpayer identification number (TIN) for an individual or business. When a business reports that they paid non-employee wages or vendor fees, they need a TIN so the IRS can correctly identify who was paid. 

Who needs to fill out a W-9 form?

Non-employee workers, contractors, and vendors need to fill out a W-9 form and return it to the business that’s paying them. Businesses provide the W-9s and then keep the completed forms on file. You can also access a fillable W-9 form online.

What is the difference between a 1099 and a W-9?

The main difference between a W-9 and 1099 is that the W-9 is an information-collection form and the 1099 is a reporting form. The worker or contractor completes the W-9 to provide their tax identification and other information. At year-end, the business uses that W-9 information to complete and issue the 1099-NEC form (non-employee compensation), which reports how much they paid the contractor. Contractors then use the 1099 to report the income on their tax return.

What is the difference between a W-9 and a W-2?

The key difference between a W-9 and a W-2 is that the latter is for wage reporting. W-9 is an information form to provide tax information from non-employee workers, contractors, and vendors to a business. Employees receive W-2s at the end of the year. They report wages, taxes and other withholdings. With a W-9, the contractor pays their own taxes; with a W-2, the employer handles withholding.

Should I keep a copy of my W-9?

You can keep a copy of your W-9, but you aren’t required to. It’s a good idea to keep a copy, so you can compare against your 1099. Employers keep them to use when they issue 1099s at the end of the year. 

The post What Is a W-9 Form? appeared first on pdf.live.

How to Find Your Local DMV or BMV Website

Each state has its own DMV portal, which you can search for “near me,” or go to the state’s DMV and look for local offices. As an example, the California DMV lets you search for locations by ZIP code, with options to search by distance, location type, and services needed. 

First, search the name of your state online followed by “DMV” to get to that state’s motor vehicle department website. The acronyms of each state’s DMV vary, so look for DMV, MVD, BMV, or similar motor vehicle abbreviations (taking care to choose the state’s official website). 

Second, look for the Forms area in the DMV’s website. This is typically in the main navigation. Most DMVs provide many forms online, and you can search for what you need by the form number or title. For example, “commercial driver license california form” should connect you to the form for a commercial driver license application. 

Because tracking down government forms can feel like cracking a code, PDF.Live has created a central website that houses DMV and other government forms in one easy-to-search place. 

Free DMV Forms on PDF.Live

PDF.Live has collected some of the most common DMV forms in our forms library. For example, our Pennsylvania DMV Forms page has forms including:

• Change of address form
• Vehicle registration form
• Disability parking placard application

You’ll find hundreds of forms like these and more, free to download with fillable form fields already created, which makes it easy to complete. We have DMV forms for many of the U.S. states, all searchable online, and we are adding new ones regularly. 

Check out the PDF.Live forms page and click your state name under the Jurisdiction tab. Then, select the DMV category. 

Common DMV Forms Drivers Need

Here are some of the most common forms that you may need. For sake of clarity, we are using “DMV” to refer to all departments, divisions and bureaus of motor vehicles:

Driver’s license forms

If you’re applying for, renewing, or changing the address of your driver’s license, you will need a separate state-specific form for each action. Some forms you may be able to fill out and submit online, and then continue your application at the DMV. Other forms, like a change of address form, may not require you to go into the DMV. Rules differ from state to state. Examples: California Notice of Change of Address 

Vehicle registration forms

The forms for registering a vehicle can be found on most DMV websites. If you’re renewing your registration, states that offer online DMV renewals should mail a renewal form, which can be mailed back, paid online, or taken to your local DMV location. When buying or selling a vehicle, you may need to submit an application for title transfer (if you are working with a dealership, they typically handle this). Example: Arizona title and registration form.

Bill of sale

Bill of sale forms identify a vehicle (with a VIN) that’s being sold, who’s selling it, and who’s buying it. It’s used by the DMV to establish ownership of vehicles and calculate the tax/registration fees. A bill of sale usually has an official template, but any form that contains the sale agreement may be acceptable, depending on your state’s rules. Example: Florida Notice of Sale HSMV82050

Learner’s permit forms

A learner’s permit or driver’s permit is what new drivers apply for so they may drive while learning, typically under supervision of a licensed driver. Each state handles learner’s permits differently, and it almost always requires a trip to the DMV. New drivers typically apply for a driver’s license or learner’s permit, then go to the DMV with their proof of identification and take a written exam. Example: Connecticut’s Application for Learner’s Permit

License plate renewal forms

A license plate form is an application for replacement plates in the case of a stolen or lost plate. If you’re getting a license plate for your vehicle for the first time, you need a vehicle registration form. For license plate tags, the vehicle registration renewal form is needed. Requirements vary by state. Example: Vermont Replacement Registration 

Disability placard application

A person with mobility issues can complete an application for a disabled person placard/plate form, which will likely need to be signed by a licensed medical provider. The medical provider gives information about the condition, disability, or disease that the applicant has that would qualify them for a disability placard. Example: Pennsylvania Disability Parking Placard Application

Miscellaneous DMV forms

Some states require miscellaneous forms to be submitted, such as the state of New York’s vision test report (it’s specific to drivers with vision limitations. Many states also offer some form of “transfer on death,” which allows a vehicle owner to designate an heir for a motor vehicle. Examples: New York vision test report and Texas affidavit of heirship for a motor vehicle 

FAQs About DMV Forms

Do I need to print and mail my DMV form, or can I submit it online? 

Yes, some DMV forms can be submitted online, but many DMVs require you to print and mail forms or present them in person, especially if providing any additional documents like identification and proof of insurance. Vehicle registration or driver’s license renewals can be submitted online, for example, depending on your state. The DMV may request additional information. Check their websites for rules pertaining to submitting forms. 

Can I use the same DMV form in multiple states? 

No, the same DMV form cannot be used in multiple states. Each state has its own form that you will need to find. 

How do I save a form after I’ve filled it out in PDF.Live? 

When you fill out a form using PDF.Live, you can download the completed form and save it to your device. If you are a paid subscriber to PDF.Live, a copy is automatically saved to your Studio dashboard. To save a form that’s being filled out without losing progress, click the Download or Save buttons at the top of the PDF.Live editor.

These forms can be filled out online and downloaded for free, but if you want to save your document online, you will need to make an account with PDF.Live. 

Alternatively, if you’re filling a form out in your web browser that’s been set up with fillable form fields, click the Print or Save icons at the top of the toolbar once you’ve filled out the form. 

Can I fill out PDF.Live’s DMV forms on my computer, or do I have to print them?

Yes, you can fill out all of PDF.Live’s DMV forms online. You do not have to print DMV forms unless required to mail them or bring them into a DMV office. PDF.Live allows you to save DMV forms on your computer if you can submit the form online. No printer needed, unless required.

Do I need to notarize my DMV form? 

Most of the common DMV forms do not need to be notarized. There are a few edge cases where vehicle titles are being transferred or replaced, or a vehicle title holder is released, where a notary is needed. But any form that needs to be notarized will be indicated as such. 

The post Where to Find DMV Forms Online appeared first on pdf.live.

To understand what file conversion is, you first have to understand what a “file” is. Files on your computer or device will generally contain information in a certain format. The definition of a file format is the file type, identified by its extension, that tells your computer what program to use to open it. Common examples include:

• .pdf, a portable document format
• .doc, a Microsoft Word document
• .xls, a Microsoft Excel spreadsheet
• .jpg, a JPEG image file (joint photographic experts group)

A digital file conversion involves changing a file format from one format to another, giving it a new use and, therefore, a new way to open and use it.   

What Changes When a File is Converted?

A file converter is a program that identifies the existing file type and converts it to a different file type.

The file converter must be able to recognize both the old and new formats. These converters are specific to their respective file formats. File converter examples include changing PDF to DOC and JPG to PDF. 

In actuality, the file conversion process duplicates the original, giving it a new format.  

For example, when you convert a Word doc into a PDF, you’ll retain your original .doc and have a second file with a .pdf extension. The new extension tells your computer how to store and open the file’s data.  

What changes when you convert a file? Well, in the background, the coding of the file changes. Sometimes, the appearance will change and functions will disappear. For example, when you change an Excel sheet to a PDF, you’ll lose the cell-by-cell functions and formulas; this type of conversion delivers a snapshot of a spreadsheet rather than the full functionality. This is why you may lose features when converting — different formats support different functions. 

Why Do You Convert File Formats?

There are four primary reasons to convert files:  

1. Some file formats are easier to share than others.

PowerPoint files, for example, are excellent for presentations but tend to be large files that aren’t practical for sharing. Converting a .ppt to a .pdf makes it more shareable. 

2. You may want to work with a file in a different program.

For instance, you might build a contract in Microsoft Word but need to send it to your legal team as a PDF so they can annotate and review it without altering the base document.

3. You may want to combine two or more files of differing types into a single file type.

JPGs are great for pictures, but you can have only one .jpg per file. If you want to create a digital photo album, you’ll need to convert the .jpg files and merge them into a single .pdf file.

4. Some formats can help protect the contents from being altered.

You might want to convert a file into a non-editable format, so you can share it without worrying about anyone changing the contents. Protecting the format of a document is a complicated process. Learn more about locking and unlocking PDFs.

How Do You Change File Format? 

You can convert your files in three ways: 

1. Save as… 

Using a file’s default program (like Microsoft Word with .doc files), open that file and select File → Save As. You’ll see a list of available formats, which varies depending on the program. In document editors, your options may be limited. In photo editors, you will be able to save an image as a JPG, TIFF, PNG or other image format. If you don’t see Save As, check for File → Export As or File → Download As.

2. Use a file converter service

File converter services convert your files from one format to another. Most file converter services operate within a web browser, so you don’t need to download and install special software. It’s especially helpful if you don’t have the original default program. You simply drag and drop your file, and download the result. This post explains how PDF.Live works. 

3. Rename the file with a different extension

Renaming a file and changing the extension manually may be an option for changing certain types of files. It won’t always work, as the type of data the file holds will need to be compatible with the app associated with the new file type. A couple of caveats: (1) changing a file extension does not duplicate the file — it modifies the original; (2) files may not work properly when you rename the extension, even if the data is technically compatible. Methods 1 and 2 are more fool-proof.

Quick Answers to FAQs About File Conversion

What is a PDF converter?

PDF converters change file formats to and from PDFs. For example, a PDF converter can reformat a PDF to a JPG or a PPT to a PDF. The converter translates the data within a file to a different format so that your computer can use a different program to open it. 

What is a file converter?

A file converter is a program that identifies your existing file type and converts it to a different format. The converter recognizes both the old and new formats, duplicates your original file, and gives the copy a new extension so you can open it with a different program.

What does it mean to convert a file from one format into another?

Converting a file means changing it from one format to another, giving it a new use and a new way to open it. The conversion process duplicates your original file and creates a copy with a different extension. You keep both the original and the converted version.

How do you change a file format?

You can change a file format three ways: (1) use your program’s Save As function and select a new format from the dropdown menu; (2) use a file converter service that operates in your web browser; or (3) manually rename the file extension (though this doesn’t always work and may cause compatibility issues).

The post What Is a PDF File Converter?  appeared first on pdf.live.

What is a PDF?

What is a PDF document? What does PDF mean?

PDF stands for portable document format, a digital file format meant for presenting and transferring information in an easy-to-share format, without losing the original formatting and design. When transferring documents across the web, the PDF you receive is exactly what the sender intends you to see.

The power of PDFs is in how universally they work. Not all of us have the software required to open and view hundreds of formats. PDF is like a common language that most people’s devices can work with. 

Why Use a PDF?

Why do we use PDFs? Here are some benefits to using a PDF:

• Convenience: PDFs generally have compact sizes and are easy to send, download, and read, although file size can vary depending on content (images are larger than pure text, for example).
• Graphically consistent: If your document has a lot of pictures or diagrams, the PDF will preserve the sizes and settings of the information so everything is exactly where you need it to be.
• Cross-program: Whether you’re using a Windows, Mac, or Linux computer, mobile device, you can open and view a PDF on anything.

How Are PDF Files Used?

PDFs are the most common format for transporting information that’s meant to be viewed and not edited by the recipient. Here are some common uses for PDFs:

Sharing documents

Open a PDF on any device and operating system without compatibility issues, no matter what software your recipients have. When sending documents over the web, you can send documents in their original forms, such as .doc or .docx files created in Microsoft Word. The difference between .docx vs .pdf is compatibility. With Word documents, there is no guarantee that the recipient will be using the same version as you.

Why does this matter? Your document editor may not have the same formatting settings as someone else’s editor. This could produce a confusing, unformatted document that will appear far different from what you intended. PDFs preserve formatting and pagination settings across any device. Any person who opens a PDF will see the same thing. This also means that PDFs aren’t as easy to edit as documents, but a dedicated web-based PDF editor can help with this.

Creating forms

Filling out documents online can be cumbersome if using a traditional file format like .doc or .docx. The person filling out the document may struggle to get the font size correct or position their cursor just right to enter responses.

For these reasons and more, PDFs are by far the most popular (and best!) option for creating fillable forms on the web. A PDF fillable form lets the author designate which areas they want the recipient to be able to fill out. To learn more about creating a fillable PDF form, check out our article on how to create a fillable form.

Securing documents

Not all documents should be accessible by everyone. Important medical forms, tax documents, and other sensitive information are often in PDF format but may be completely unsecured. Fortunately, there is a way to secure PDF documents.

PDFs can be password protected, so only someone with a password can open and view the document. When a PDF is password protected, it’s typically encrypted, so all the information is inaccessible without a password. Keep in mind that security levels vary by tool — not all password protection offers the same level of encryption or security features. Make sure you remember what the password is, though!

PDFs can also be locked to prevent copying and editing. On a Mac using Preview, this is found through File → Edit Permissions…

On a Windows PC, you’ll need to install a third-party tool to lock a PDF and its features.  

Preserving and storing documents

PDFs generally have smaller file sizes, and they take up even less room when they’re compressed. Additionally, as you switch and upgrade devices and document editors, your old PDFs will remain viewable. If you have old documents, such as tax documents, stored on your computer, consider converting them to PDFs for easier storage.

PDFs can be merged and compressed to make them easier to store on your computer. 

Collaborating on documents

Creating a document with a team? Need to send something to an editor? PDFs let you comment and annotate documents so you and others can collaborate. You can add shapes, lines, and text boxes to PDFs depending on how you like to edit them.

This can be especially useful for asynchronous editing, where you want to send someone a larger document over email and receive feedback from them later on.

Creating resumes

One of the most popular uses for PDFs is resumes for job applications.

Resumes are typically created with document editors like Microsoft Word or Google Docs, but should not be shared in those formats (unless specified by the employer). When applying for a job, most job-search platforms require you to upload your resume as a PDF so the formatting settings are preserved for potential employers.

Additionally, many larger organizations use applicant tracking systems (ATS) to scan resumes and sort applicants. Uploading your resume as a PDF ensures that these systems can scan and collect information for hiring managers to review.

Reducing clutter

PDFs allow you to store multiple documents as a single file with smaller file sizes, keeping your computer organized and making sharing easier. An example of this application might be, rather than storing 12 monthly bank statements for a year, merge them into a single bank statement PDF for that year.

What Are the Downsides of PDFs?

Perhaps the primary disadvantage to using PDFs is that you won’t have the same level of customizability and editing power that a document editor will afford you. This is intentional. PDF editors are intended to make minor changes and annotations, not to fully design documents. 

PDFs can also become large when they contain many embedded images or graphics, making them harder to share via email. 

Common PDF FAQs

How do you make a PDF?

When saving or downloading a document, you will likely see an option to “save as PDF” or “download as PDF.” Upon selecting this, the program may show you a preview. See How to Create a PDF.

Can you explain how to edit a PDF?

PDF.live has a PDF editor tool online that works with most devices. This tool allows you to edit and sign PDFs on any device, without downloading software. See how it works: How to Edit a PDF Online.

How do you open a PDF?

On most devices, you can right-click and select Open and then locate the PDF. Your default program will open the PDF. This post explains How to Open a PDF on Any Device — computer, tablet, or smartphone.

How do you reduce the file size of PDFs?

There are two different ways to reduce file size, and it’s important to know the difference: compression and zipping. This post explains How to Make PDFs Smaller.

Can you combine multiple PDFs?

Yes, there are tools that will help you merge PDFs. This post explains How to Combine (and separate) Multiple PDFs.

The post What Does PDF Stand For? What Are PDFs Used For? appeared first on pdf.live.

If you live in a state that has personal income tax, when you file your taxes, you need to fill out that state’s corresponding tax form. Texas, for example, does not have personal income tax, but many other states do. 

If you’re using tax software like Intuit, these forms may automatically be found for you. But if you do your own taxes, you might need help to find your state’s tax forms. Even beyond personal income tax forms, there are plenty of other important tax-related or official forms dependent on the state that you live in. So where do you find all of these?

State tax forms and more can be found in PDF.Live Forms section. We’ve gathered important tax forms in one place for easy downloading and filling. This forms section connects directly to the PDF.Live editor so that you can fill, sign, and download forms all in one place. 

In this guide, we’ll explain what forms you generally need to fill out, the common types of tax forms, how you know which tax form you need, and how to make sure you have the most up-to-date tax form. 

Disclaimer: PDF.Live is not a law firm, and we are not attorneys or CPAs. For guidance on your specific situation, consult a qualified employment attorney or tax professional, as form requirements vary by jurisdiction and change frequently.

What State Tax Forms Do I Need?

Forty-one states have separate tax forms for individual income. If you live in a state that doesn’t have individual income tax, you don’t need a state tax form. Every state’s workers are subject to federal income tax, but not every state collects a state income tax for its residents. There are currently 9 states that don’t have income tax*:

• Washington (taxes capital gains income)
• Nevada 
• Alaska
• Wyoming
• South Dakota
• Texas
• Tennessee
• Florida
• New Hampshire

If you live in one of these states, this post may not be for you! 

State income tax forms use your federally adjusted gross income, which is also found on the IRS Form 1040. Once you find your federally adjusted gross income, you fill out your state income tax form, calculating what you owe based on various state-specific deductions and adjustments. 

State income tax forms don’t follow a universal code or naming system, so it can be tricky to find the one that applies to you. PDF.Live makes it easy by organizing tax forms by state.

Where Do I Find State Tax Forms?

The Federation of Tax Administrators has a list of state tax forms online. This site lists all the current year’s tax forms by state. You can find the most up-to-date state income tax form by clicking the Current Year Tax Forms link, which will take you to the corresponding state’s tax website.

The method to fill out these forms varies from state to state. Some states have set up their income tax forms with fillable form fields so you can fill them out online. In others, you will need to print the form or fill it out with a PDF editor like PDF.Live. 

PDF.Live has a database of tax documents, all set up with fillable form fields. The PDF.Live tax form database features tax forms for each state. You can find general income tax documents, income tax return documents, and even state-specific tax documents. 

Click on one of these forms to view a preview of it. If it looks correct, you can begin filling it out with PDF.Live. Click Fill this Form to open it in the PDF.Live editor. 

In the editor, you can sign your tax form, fill out the form fields, and print or download it once you’re ready to submit it. 

FAQs About State Tax Forms

Disclaimer: We are not legal or financial experts. The answers are based on common knowledge and should be verified with your HR department, tax attorney, or accountant.

What if I work in one state but live in another?

State tax depends on whether you actually work in that other state, or your employer is just based there. If you’re fully remote and never physically work in your employer’s state, you’ll typically only file and pay income tax in your state of residence, even if your company is headquartered somewhere else, as Becker, an organization that prepares professionals for CPA and other exams, explains.

Where it gets more complicated is if you regularly travel across state lines for work, commute to an office in another state, or spend part of the year physically working there. In that case, you may need to file a return in both states: a resident return where you live, and a nonresident return for the state where you worked. You generally won’t be taxed twice on the same income. Many states have reciprocal agreements that let you pay tax only in your home state, and where there’s no agreement, you can typically claim a credit for taxes paid to the other state.

A handful of states (Arkansas, Delaware, Nebraska, New York, and Pennsylvania) also apply a “convenience of the employer” rule, which can require you to pay tax to the employer’s state even if you never set foot there, if you’re working remotely by choice rather than necessity.

Since the rules vary so much by state, and depend on your specific situation, it’s worth confirming the details with your state’s department of revenue or a tax professional before you file.

Are state tax forms different from federal tax forms?

Yes. Your federal tax form (Form 1040) and your state income tax form are two separate documents, and you’ll need to file both if your state collects income tax. Your state form pulls from your federal return — specifically your federally adjusted gross income — but the deductions, credits, and rates it applies are all state-specific. Filing federal forms doesn’t take care of your state taxes, and filing state forms doesn’t take care of your federal taxes. You need both.

Do state tax forms change every year?

Yes, most states update their tax forms annually to reflect new tax laws, adjusted brackets, or updated deduction amounts. Using last year’s form can lead to errors or a rejected return, so always double-check that you’re using the current year’s version before you file. PDF.Live’s forms database is kept up to date with the latest version for each state, so you don’t have to track down the current form yourself. If you’re ever unsure whether a form is current, your state’s department of revenue or taxation is the best place to confirm.

What state departments are responsible for tax forms?

Most states have a department of taxation or department of revenue where you can find information about state taxes. Other names include department of finance and administration, department of treasury, division of taxation. Another often-overlooked resource is your local library: Many local libraries offer physical copies of federal and state tax forms.

*As of July 2026.

The post What Are State Tax Forms? appeared first on pdf.live.

Today, it’s far more common for new hires to fill employment forms out electronically. This requires making a PDF a fillable form, which means that the recipient can open the PDF, type their information in the fields, and then save a copy with their information filled out. Employers can set up fillable forms online. PDF.Live provides several forms with built-in fillable fields. You can download these new hire forms for free and send them to your new hire to easily fill out on their computer or smartphone. 

So, which forms do you need for your new hire? What follows are four important employer forms.

Disclaimer: PDF.Live is not a law firm, and we are not attorneys or CPAs. For guidance on your specific situation, consult a qualified employment attorney or tax professional, as form requirements vary by jurisdiction and change frequently.

Form I-9

The I-9 form is the USCIS (U.S. Citizenship and Immigration Services) Employment Eligibility Verification form, and generally every employer must complete one for each new hire. Employers must keep the I-9 on file either physically or electronically so that they can present it to government officials from the Department of Homeland Security, the Department of Labor, or the Department of Justice. The USCIS website has detailed information on the I-9 requirements. 

An I-9 contains a new hire’s name, Social Security number, and citizenship information. The new hire provides documents that identify them and authorize them for employment. A document can do both, or just one, but new hires must provide enough documents to do both. Some examples are:

• A U.S. passport
• A foreign passport
• Driver’s license
• Government ID card
• Birth certificate

When the employee submits the forms with copies of the documents, it must also be filled out by the employer within three business days after the employee’s first day of employment. The employer must inspect the employee’s documents and verify that they’re eligible to work in the U.S. They then enter the pertinent information from the documents in the I-9. 

The I-9 also has supplemental sections for a preparer/translator and a verification section for rehire or in the event of a name change. 

Form W-4

The W-4 form is the IRS’s Employee’s Withholding Certificate form. It tells an employer how much federal income tax to withhold from an employee’s pay based on the employee’s financial situation. If an employee doesn’t submit one, the employer typically withholds at the default single rate, which usually means more tax comes out of each paycheck than necessary.

A W-4 form contains the employee’s identification information and other information:

• Single or married filing jointly
• How many dependents they claim
• Other income they’re receiving from other jobs
• Tax deductions
• Any extra withholding amount

The bulk of Form W-4 is filled out by the employee, as there are many different tax deductions. Employers don’t have to submit this form to the IRS (unless audited), as it’s only used for payroll.

Form W-2

The W-2 form is the IRS’s Wage and Tax Statement. Employers use the form to report the employee’s wages, tips, and other compensation, and tax withholdings. While not technically a new hire form, employers submit this form to the Social Security Administration (SSA) every year. They also provide the employee with a W-2 for filing taxes.

The W-2 form is pretty simple, as it just contains:

• Employee identification information
• Wages, tips, and other compensation
• How much was withheld for taxes
  • Federal income tax withheld
  • Social Security tax withheld
  • Medicare tax withheld

The employee usually submits their W-2 as part of filing their income taxes annually. An employer is legally required to submit a W-2 no later than January 31 every year. They must submit the form electronically or mail it to the SSA, as well as give their employee the form. 

Direct Deposit Form

A direct deposit authorization form isn’t required for every employment situation, but it is necessary to process payroll for employers who require direct deposit where it’s permissible to do so. The form identifies the employee and how to submit payment to their bank account. This isn’t an official government document, so it doesn’t have a standard form template, but commonly includes:

• Employer name, address and phone number
• Employee’s name, address and phone number
• Financial institution name, address and phone number
  • Account type (checking/savings)
  • Account number
  • Bank routing number
• Amount to be deposited (if depositing to different accounts or banks)
• Signature and date — employee’s authorization to deposit payments

A direct deposit form authorizes the employer to deposit wages into the employee’s account until employment is terminated. Employers also have to keep an employee’s information on file, which includes direct deposit information, for four years after filing for the IRS to review. It’s best practice to keep these records for seven years in the event of an audit, for example.

The post Government & Bank Forms For New Hires appeared first on pdf.live.

Of course, a few industries still use faxing for sending and receiving documents. These include:

• Education
• Healthcare
• Legal
• Real estate
• Government

These industries typically choose to use legacy fax systems because of security. It’s difficult to intercept a document while it’s being transmitted over a phone line. Faxes also can’t have suspicious clickable links, viruses, or malware attached, as is common with emails. 

So what do you do when you need to send documents to your doctor, lawyer, or school? Do you need to buy a fax machine? Rent one? 

New fax machines typically cost over $100 because they include multiple functions — phone, document scanner and copy abilities. Types of fax machines:

• Small personal faxes with a scanner and phone
• Medium-sized print/scan/fax machines
• Large, office-sized fax machines that also work as stand-alone scanners and printers

All of these fax machines require active phone lines to be connected to them so that they can transmit documents. All in all, having a dedicated fax machine is an expensive up-front cost followed by a monthly fee to keep the phone line operational. For businesses that don’t often use faxes, having a fax machine may not be worth it. So what are the alternatives?

Faxing Without a Fax Machine

You no longer need to own a fax machine to fax when you use online fax services that use Fax over Internet Protocol (FoIP) to transmit documents over the internet rather than the phone. We explain FoIP here: How faxing over the internet works.

Online faxing easily works alongside legacy machine-based fax systems so that the recipient won’t notice any difference between a document sent via fax machine versus one sent via internet fax. This makes FoIP the perfect solution for interacting with legacy systems, now that most people have swapped out phone lines for smartphones. 

Unlike a physical fax machine, internet faxing works with digital versions of your document: Upload a PDF to the fax service and enter your recipient’s fax number. Then, simply transmit! The screenshot below is an example of how simple PDF.Live’s digital fax service is.

Fax Machine Versus Fax Service: Cost Comparison 

Fax machine setup and operational cost

• Machine: Around $50 to $95 for a new fax machine to $200 to $400 for a multi-function fax-copy-printer (Source: CostHelper)
• Dedicated line: $20 – $40 a month for a physical phone line for your fax machine to plug into
• Pros of a fax machine: Access to a printer and scanner, unlimited faxing
• Cons of a fax machine: Setup cost, dedicated space for a physical printer near a phone line, purchasing paper and ink for printing

Digital fax service cost

• Service: $10 a month for 100 fax pages per month, in addition to unlimited use of PDF.Live’s full suite of PDF conversion and editing tools*
• Pros of online fax services: Less expensive, comes with a suite of PDF management tools, works with digital documents with no need to scan or print
• Cons of fax services: 100 pages a month limit for the base plan, but additional credits and enterprise pricing are available

Alternative Faxing Methods

If you need a fax machine but don’t want to buy one, there are a few options outside of digital fax services that you can try. Keep in mind, though, that some of these locations require you to hand over the documents to be faxed.

• Office supply stores: Stores like Staples and Office Depot offer printing, scanning, and faxing services. You usually pay by page to print or fax something (usually less than $1 per page). This is a low-cost solution for sending one-time faxes, but they may not offer the ability to receive faxes.
• Business services store: Some UPS and FedEx stores offer printing and faxing services. Similar to office supply stores, they charge fees, typically per-page. 
• Libraries: Libraries sometimes have fax machines and printers in their business centers. These are sometimes free, but it will depend on the library. 
• Friend or family business: Businesses you have close relationships with may be willing to allow you to use their fax machine at no cost. However, it may be difficult to repeatedly use their machine because you may not want to overuse the kindness of friends! 

If you want to try a convenient digital faxing service today, PDF.Live offers free 7-day trials of PDF.Live Studio, which includes a PDF faxing tool. Besides the suite of PDF editing and management tools available, you’ll have access to our digital faxing service, which takes PDFs and transmits them using FoIP. You can also receive faxes through the PDF.Live studio, add contacts for repeated faxing, and view a history of all documents sent and received. 

*Based on current pricing of $9.99/month for PDF.Live’s unlimited plan. Pricing is subject to change — check our terms and conditions for the latest details.

The post Do I Still Need a Fax Machine? appeared first on pdf.live.

Convert Bank Statement From PDF to Excel

1. Head over to PDF.Live’s PDF to Excel converter. Drag and drop your bank statement into the converter to get started. 

When your document is ready, you’ll see the message, “Upload Successful — Ready to convert!”

2. Click Convert to Excel. Your bank statement should be converted in under a minute, depending on the file size and your internet connection. 

3. Click Download file to download your Excel spreadsheet. 

You will need to create a PDF.Live account to download your converted bank statement.

Why do we ask you to create an account? Creating an account gives you access to PDF.Live’s full suite of tools during your free trial. It also saves your converted files to your PDF.Live dashboard, so you can come back and download them later instead of starting over.

4. Open the converted bank statement* in a spreadsheet viewer like Microsoft Excel or Google Sheets. Let’s see how it turned out:

The PDF-to-Excel converter did a good job at converting our sample statement to a spreadsheet! Although you may not need the header information with the bank name and statement information, the converter transferred it anyway. You can delete unwanted information, such as the bank’s logo, address and headers when you open it in your spreadsheet program (Excel or Google Sheets). 

How to Convert PDF Bank Statement to CSV

1. First, follow the above steps to convert your PDF bank statement to an Excel file. Then, open the spreadsheet in Excel or Google Sheets. 

2. In your spreadsheet program, select File and then Download. Select Comma Separated Values (.CSV) from the list of options. 

3. You will now have a CSV version of your PDF bank statement! You may want to rename it, though, as the name may have gotten messy from all of the conversions. 

Frequently Asked Questions About Bank Statement-to-Excel Conversions

Can I convert multiple bank statements into Microsoft Excel sheets?

Yes, you can convert multiple bank statements to a single spreadsheet. There are two different ways to go about this:

• Merge your bank statement PDFs into a single PDF. Then, convert the single large PDF to Excel. 
• Convert your bank statements individually using our PDF-to-Excel conversion tool. Then, copy the necessary cells into a new Excel spreadsheet or tab. 

Can I download my bank statements to Excel?

Yes, some online banking services allow you to download bank statements as Excel spreadsheets instead of PDFs. Check your bank’s website for a section like “My Documents” or “Statements.” Many banks offer options for preferred download formats — PDF, CSV or XLSX being the most common. Our bank-statement-to-Excel conversion option is a good backup plan if your bank’s option isn’t working or doesn’t offer CSV or XLSX downloads. 

How do I convert Excel spreadsheets to PDFs?

If you want to convert Excel spreadsheets back to a PDF, you can use PDF.Live’s Excel to PDF tool. Here’s an Excel document we converted back to a PDF using the conversion tool:

How do I convert a bank statement to a Google Sheet?

Use PDF.Live’s PDF to Excel conversion tool, download the XLSX file, then from Google Drive, select New >> File Upload >> select the file on your device and click Open. When Google Drive signals “upload complete,” double click to open the XLSX file. Select Open with Google Sheets. Google easily converts any Excel file to Sheets.  

*Source for the bank statement example: TemplateLab. 

The post How to Convert Bank Statements to Excel appeared first on pdf.live.

Your fax recipient won’t notice any difference with your document when you fax online! 

In this guide, we’ll walk you through online faxing with PDF.Live. This includes what you need to get started and how to use our online faxing. It works entirely through your web browser, so no software, apps, or downloads are required.

Step 1: Prepare Your Document

Before you fax, ensure that the document you want to transmit is a PDF. PDF.Live works only with PDFs, so you’ll need to convert it with: Word to PDF, Excel to PDF, or PowerPoint to PDF. Otherwise, in your document editor of choice, save a copy of your document as a PDF or select Print and choose Save to PDF. 

If you’ve used PDF.Live before to edit documents, you can fax any document saved in your PDF.Live Studio dashboard instead of uploading a new PDF. This streamlines your workflow, as you can make simple edits, sign, or split the pages of a PDF using the PDF.Live studio and then fax the new document you’ve created. 

Here are a few additional tips for faxing documents:

• Be aware of how many pages are in your document. More pages take longer to fax and use up more fax page credits
• To speed up transmission time, reduce the number of pages if possible, or remove images, as pictures use more data and will increase fax transmission time
• Make sure you have your recipient’s fax number, and not their telephone number. Both are the same format (555) 555-0123. This post from Fax.Live explains how to test a fax line. 
• It’s ok if your recipient does not use a digital fax service. Digital fax services transmit documents to analog fax machines and vice-versa.

Step 2: Create an Account

Create a PDF.Live account or log in to your existing PDF.Live account to fax. You can also create a PDF.Live account using your Google account. 

A PDF.Live account gives you a personal dashboard where your documents, sent faxes, and received faxes are stored securely in one place. It also helps us protect our faxing service from misuse, so you get a reliable experience every time. 

Our PDF faxing service is included in your PDF.Live subscription. It comes at no additional cost to you, and you can send or receive 100 pages per month. Additional credits can be purchased for super users. 

Step 3: Upload Your File

Head over to our PDF.Live Studio,  select Fax, and drag and drop your PDF into the online tool to upload it for faxing. 

Drag and drop your PDF.

Or, select a PDF that you’ve edited and saved to your Studio dashboard. 

Step 4: Enter Your Recipient’s Fax Information

Upon uploading your PDF, you’ll see a preview of the document displayed alongside the Fax Details tab. Enter your recipient’s fax number, which is required for transmitting faxes. 

You can also toggle the option to add a free cover page, which inserts an extra page in front of your document to help direct the fax to the right recipient. It’s also beneficial to your recipient, as they’ll be able to more easily identify who’s sending them a document and why. Cover pages are not required to send a fax. 

Step 5: Send Your Fax

Click Send Fax to begin faxing your document. Faxing can be slow, especially if you have a lot of images or pages in your document. Keep the fax window open in your web browser, as closing it may result in an error. 

The status of your fax will be displayed in this window. Faxing online usually takes a few minutes, and we’ll notify you via email when your fax has been successfully transmitted. 

The post How Online Faxing Works Through PDF.Live appeared first on pdf.live.