Filling out forms online: Your top 20 questions answered

Quick answers:

• What tools are available for filling out PDF forms? pdfFiller offers vast editing tools, including typing text, inserting images, adding checkmarks, highlighting, and smart navigation between fields.
• Can I fill out a PDF form online for free? Yes, many solutions offer free trials or basic free plans (pdfFiller offers a 30-day free trial).
• Can I fill out and sign PDF forms on my mobile phone or tablet? Yes, pdfFiller works in mobile browsers and offers robust iOS and Android apps.
• How do I fill out non-fillable PDFs (flat forms)? You can use the manual text overlay tool or employ OCR (Optical Character Recognition) conversion to make static PDFs fillable.
• Can I create my own fillable PDF forms from scratch? Yes. pdfFiller allows you to create custom fillable forms from scratch, adding various PDF elements and interactive fields.

Filling out forms shouldn’t be hard—or risky. Whether you’re onboarding vendors, collecting HR data, or handling healthcare intake, digital forms save time and reduce errors. This article answers 20 FAQs on filling out PDF forms with pdfFiller. It covers PDF form filling basics, troubleshooting, security, and advanced features, so you can simply select the right workflow for your team and your compliance needs.

Part 1: Form Editing & Accessibility

1. What form editing tools does pdfFiller offer?

pdfFiller provides you with vast PDF editing tools that simplify online form filling and submission. You can type in your responses in the text fields, insert images, add check or cross marks, or highlight text. When you open a fillable PDF, the Fill out feature also appears in the toolbar. This tool, combined with smart PDF navigation, acts as an online form-filling guide, tracking required fields and offering clear hints on necessary actions, such as “Enter text,” “Select a checkbox,” or “Add a signature.”

pdfFiller’s user-friendly editing toolbar that offers tools for adding text, images, eSignatures, highlighting details, etc.

2. Can I fill out a PDF form online for free without downloading any software?

Yes, you can fill out PDF forms online at no cost without downloading any additional software. Many PDF editing solutions offer free trial options or free plans (which are often limited to basic tools only). For example, pdfFiller guarantees a 30-day free trial, enabling you to test and leverage the platform as a free PDF form filler before being charged for a chosen subscription plan. 

3. What are the best online tools to complete PDF forms digitally?

The best online form-filling tools combine ease of use, security, and advanced editing capabilities. Look for platforms that offer:

• Browser-based editing (no installations)
• ​​Intuitive drag-and-drop interface
• Cloud storage for document management
• Form building capabilities and field customization
• Legally-binding eSignatures and multi-signer routing
• Strong encryption and compliance certifications
• Integration with popular business tools (cloud storage services, CRMs, HRIS, etc.)

pdfFiller provides all these features, meeting the needs of everyone—from individuals to small businesses and large enterprise teams.

4. Can I fill out and sign PDF forms on my mobile phone or tablet?

Yes. pdfFiller works in mobile browsers and offers robust mobile applications for iOS and Android devices. These apps have all the main platform’s features you need to complete forms digitally. You can add text, images, checkmarks, create electronic signatures, and submit forms from your phone or tablet. For heavy editing or large forms, a desktop screen is more comfortable, but mobile is fully supported for quick completion and approvals.

5. Is it possible to fill out a PDF form online and email it without downloading?

Yes. Most online PDF editors include built-in sharing and email features that eliminate the need to download files to your device. In pdfFiller, once completed, you can send documents to your recipients via email, fax, or SMS with a link to your document, generate shareable links, or export the paperwork to shared folders in your cloud storage service.

pdfFiller enables you to share documents via email, SMS, or fax, and use features like LinkToFill to easily collaborate on paperwork with others.

6. What are the limitations of free online PDF form fillers compared to paid ones?

Free PDF form fillers typically impose several major restrictions compared to paid, subscription-based solutions, like pdfFiller.

Free tools may suffice for occasional personal use. However, businesses and frequent users benefit significantly from paid subscriptions that offer efficiency, professionalism, and compliance features.

7. Can I edit a filled PDF form after submission?

It largely depends on how the form was saved or submitted.

• If you shared a document link and allowed editing, you can reopen and modify it until you finalize it.
• If you flattened or password-protected the file, edits may be restricted.
• For compliance, treat signed/flattened documents as final and create a new version for corrections.

Part 2: Troubleshooting

8. How do I fill out a non-fillable (flat) PDF form online?

Non-fillable PDFs are simply images of forms without interactive fields. You have two primary options for completing them:

• Option 1: Manual text overlay. Use the text tool in a PDF editor like pdfFiller to click anywhere on the document and type information. This places text boxes over the form fields, which you can resize, reposition, and format to match the form’s appearance.
• Option 2: OCR conversion. Use Optical Character Recognition (OCR) technology to convert the static PDF into an editable, fillable form. OCR scans the document, recognizes form fields, and automatically creates interactive elements.

9. Why can’t I type or edit text in a PDF form?

Several issues can prevent text editing in PDF documents:

• The form may be locked or protected. Document owners can apply restrictions that prevent editing. You’ll need to remove the PDF password to unlock it or request an editable version from the sender.
• The PDF may be flattened. Once a form is flattened, all interactive elements become part of the static image. Use OCR tools to recreate fillable fields.
• The form fields may be corrupted. Re-download the original file or contact the form provider for a fresh copy.

10. How do I save changes to a filled-out PDF form so they don’t disappear?

Changes disappear when forms aren’t properly saved or when using incompatible viewers. Platform-based editors like pdfFiller automatically save changes as you work, eliminating the risk of data loss. You can also duplicate a PDF in your pdfFiller Dashboard to preserve both the original and edited versions of your document. 

11. What should I do if the PDF form fields are not interactive?

If the fields on your PDF file aren’t interactive, you’re likely working with a flat form. To easily fill it out, upload the document to a PDF editing platform like pdfFiller. You can use the Text, Check, Date, Initials, and Sign tools to provide the requested information in the document lines and boxes. If you can’t fill out a PDF form online, ensure that the document doesn’t have security settings restricting editing and form filling.

12. How do I clear or reset a partially filled PDF form?

Most PDF editors include a reset button that clears all field entries at once, making it easy to start over when filling out forms. In pdfFiller, you can use the Undo button to cancel recent actions while managing a PDF form. This feature allows you to easily correct mistakes or revert changes without losing your progress, providing greater control and flexibility when editing documents.

Part 3: Security&Compliance

13. Is it secure to fill out healthcare PDF forms online?

Yes, completing healthcare documents online is secure, but only if the platform you use is specifically designed for healthcare data and adheres to standards like the Health Insurance Portability and Accountability Act (HIPAA). A compliant service ensures your Protected Health Information (PHI) is protected with end-to-end encryption, safeguarding data both in transit and at rest. pdfFiller offers an ideal solution for healthcare providers, as it ensures security and complies with HIPAA regulations.

14. Does pdfFiller comply with major security standards?

pdfFiller is part of the airSlate platform and is designed to support business-grade security and legal eSignature workflows. The platform ensures robust security with 256-bit SSL encryption and stores its data in the AWS cloud, which is encrypted at rest and in transit. 

pdfFiller also adheres to stringent privacy standards, including:

• GDPR (General Data Protection Regulation)
• HIPAA (Health Insurance Portability and Accountability Act)
• FERPA (Family Educational Rights and Privacy Act)
• PCI DSS (Payment Card Industry Data Security Standards)

15. How can I password-protect a PDF after I have finished filling it out?

In pdfFiller, setting an opening password to your documents is a quick and straightforward process. Here’s a quick guide:

1. Log in and upload your document to our PDF editor.
2. Fill out your PDF form online and make other necessary edits.
3. Click menu at the top right corner of the screen and choose the file-sharing option.  
4. Customize sending details and proceed to Advanced or More settings, where you can set a secure password for document access. 

To access the document, your recipients will need to enter the secret combination you’ve set—be sure to share it with them.

Part 4: Advanced features

16. How can I digitally sign a PDF form using an online editor?

Popular PDF editors offer different eSignature methods: typed, drawn, and uploaded signatures. Some platforms even support digital signatures that require a digital ID certificate issued by a trusted Certificate Authority.

Here’s a quick guide for you to create a legally-binding electronic signature in pdfFiller:

1. Click Add new to upload a PDF file from your device or cloud storage.
2. Fill out the PDF form online, using the built-in document navigation, then click Sign.
3. Choose your signing method: type it, draw it, upload an image of your scanned signature, or use a web camera to sign a PDF. 
4. Click Save and sign, then place the signature on the page, resize it, and simply click OK to apply it to the document.

pdfFiller’s tools for creating secure and legally-binding electronic signatures.

17. Can I convert a scanned document into a fillable PDF form online?

Yes, you can convert a scanned PDF into an editable and fillable form. This process requires a PDF editor with OCR (Optical Character Recognition) technology. OCR recognizes text and form elements and automatically detects form fields, text areas, and signature blocks, creating interactive elements with appropriate field types. Once converted, you can complete scanned forms digitally, route them through approval workflows, and store them digitally. 

18. How can I add checkboxes, radio buttons, or dropdowns in a PDF form?

Adding interactive form elements transforms static PDFs into dynamic, user-friendly forms. Here’s how you can add these elements to your document using pdfFiller:

1. Upload a static PDF file from your device, Google Drive, or another cloud storage to our editor.
2. Click Add fields to switch from editing to form creation mode. Choose Text, Checkbox, Dropdown, Radio button, and other field types, and drop them to the desired location within the document.
3. In the Options panel on the right, customize each field’s properties, providing its title, hint information, and placeholders.
4. Set your fields as required, read-only, or conditional.

19. How can I request file attachments during PDF completion?

Advanced form builders allow you to accept file uploads together with the completed PDFs, which is crucial for tasks like employment applications, insurance claims, permit applications, and expense reports.

In pdfFiller, this option becomes available when you send PDFs via the LinkToFill option. After you fill out and edit the form, click the menu and activate the LinkToFill feature, then click More settings > Select access and notification settings > Collect additional documents. Enter the names of documents you request the recipients to submit along with your PDF form.

A screenshot showcasing how to manage PDF access permissions, set up notifications, and ask recipients for more documents using LinkToFill’s advanced settings in pdfFiller.

20. How can I create my own fillable PDF form from scratch using online tools?

Creating custom fillable forms can be a complex task, but pdfFiller simplifies the process.

1. Create a new form by clicking Add new > Create blank > Select page preset > Create.
2. Design the main document blocks using the Text box, Image, Table, and Line tools from the editing toolbar.
3. Click Add fields and drop Text, Email, Phone, Company, Radio button, Checkbox, Signature, and other field types to the designated PDF area.
4. Customize field properties and set them as required, read-only, or conditional.
5. In the Order tab, set the document filling order to ensure recipients complete the form in the sequence you’ve specified.
6. Click Done to finish PDF form creation.

pdfFiller is an ideal solution for creating professional forms with conditional logic, calculations, and custom branding without coding.

Final thoughts

Modern work runs on documents, and every delay in filling, signing, or routing a PDF slows down your business. Filling out PDF forms online has evolved from a convenience to a necessity. 

pdfFiller combines powerful editing capabilities with enterprise-grade security, making it a perfect solution for individuals and businesses alike. The platform offers a comprehensive solution for all your PDF needs, from basic form filling to advanced features like interactive form building and real-time collaboration.

Ready to streamline your document workflows? Start your free trial with pdfFiller today and experience the difference that professional-grade PDF editing can make. 

Glossary

• Non-fillable (flat) PDF: A static document that is essentially an image of a form, requiring a text overlay tool or conversion technology to add information.
• OCR (Optical Character Recognition): Technology that converts static document images, like a non-fillable PDF, into an editable document by recognizing and recreating text and form fields.
• Fillable form fields: Interactive elements within a digital form, such as text boxes, checkboxes, or dropdown menus, designed for users to input data directly.
• HIPAA (Health Insurance Portability and Accountability Act): A U.S. law that sets strict standards for protecting sensitive patient health information, which compliant platforms must adhere to when handling healthcare forms.