Document Editing Problems

How to Draw and Highlight PDFs on a Desktop Without Losing Formatting

Phi Hung Vo Sep 25, 2026 870 views

Question details

The user wants to annotate a PDF document with drawings and highlights on a desktop computer without altering its original layout or damaging existing annotations.

How to Draw and Highlight PDFs on a Desktop

Product: PDF, Microsoft Word, Microsoft Edge
Device & OS: Windows
Scenario: Marking up and annotating a PDF file on a desktop PC.
Observed behavior: Attempting to highlight or draw on a PDF by opening it in Microsoft Word converts the file into an editable text document, which often breaks the original formatting and damages existing annotations.

Before you start

Before you begin, locate the PDF file on your computer and consider duplicating it if you wish to keep a clean, unannotated original version.

Solution 1Recommended

Use Microsoft Edge to Draw and Highlight PDFs

Microsoft Edge has a built-in PDF viewer that allows you to add highlights and drawings directly to the file without converting it, preserving the original layout.

Microsoft Word for Windows is not designed to edit PDFs directly. When you open a PDF in Word, it converts the file, which frequently alters formatting, misaligns images, and ruins previous annotations.

To avoid this, Windows users can utilize Microsoft Edge, which provides reliable drawing and markup tools without converting the file.

Open the PDF with Microsoft Edge

Right-click your PDF file, hover over 'Open with', and select 'Microsoft Edge' from the context menu.

Select the Draw or Highlight Tool

On the top toolbar in Microsoft Edge, click the 'Draw' pen icon to make freehand annotations, or the 'Highlight' marker icon to emphasize text.

Customize Your Tool

Click the small drop-down arrow next to the Draw or Highlight tool to adjust the ink color and line thickness according to your preference.

Apply Annotations

Click and drag your mouse over the text to highlight it, or use your mouse (or touchscreen) to draw directly onto the PDF pages.

Save the Marked-Up PDF

Once you are finished annotating, click the 'Save' icon (floppy disk) on the toolbar to overwrite the file, or click 'Save as' to create a new copy with your markups.

Use Microsoft Edge to Draw and Highlight PDFs

Preserve Formatting: Saving your edits in Microsoft Edge perfectly preserves the original layout of the PDF while permanently embedding your drawings and highlights.

Professional PDF Editor

Draw and Highlight PDFs Easily with WPS Office

WPS Office offers a dedicated, lightweight PDF editor that allows you to easily highlight text, add freehand drawings, and insert comments. Unlike word processors, WPS PDF preserves your original layout entirely while offering rich annotation tools.

1. Open your PDF in WPS Office: Launch WPS Office, click on 'Open', and browse your desktop to select the PDF file you want to annotate.
2. Access the Comment Tab: Navigate to the 'Comment' tab located on the top ribbon to reveal the PDF markup tools.
3. Choose the Highlight or Draw Tool: Click on 'Highlight' to select text you want to emphasize, or choose the 'Draw' tool to add freehand notes and shapes.
4. Save Your Annotations: Click the 'Save' icon in the top left corner or press Ctrl+S to embed the highlights and drawings into your PDF.

Dedicated PDF markup tools for highlighting, drawing, and commenting without format loss.Fully compatible with Microsoft Office formats and standard Adobe PDF files.Lightweight application that runs smoothly on all desktop environments.All-in-one suite allows you to manage Word, Excel, PowerPoint, and PDF files seamlessly.

microsoft office alternative - wps office

Frequently Asked Questions

Why shouldn't I use Microsoft Word to highlight PDFs?

Opening a PDF in Microsoft Word forces the file to convert into an editable Word document. This conversion process often fails to recognize complex PDF layouts, which can alter text formatting, misalign images, and damage any existing annotations.

How do I remove a highlight or drawing I made by mistake?

In Microsoft Edge or dedicated PDF editors like WPS Office, you can use the 'Eraser' tool located in the top toolbar. Simply select the Eraser and click on the specific drawing or highlight you want to delete.

Will annotations made in Edge be visible in other PDF readers?

Yes. When you save the file after drawing or highlighting in Microsoft Edge, the annotations are embedded into the PDF structure. They will be fully visible when the file is opened in standard viewers like Adobe Acrobat or WPS Office.

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