How to Create a List of Words Before Applying PDF Redactions
Question details
The user needs a way to extract or keep a record of specific words prior to applying redactions in a PDF document.
- Product
- PDF Editor
- Device & OS
- not provided
- Scenario
- Preparing to redact sensitive information in a PDF document while needing to maintain an internal reference list of the targeted terms.
- Observed behavior
- Once a PDF is redacted and sanitized, the underlying text is permanently destroyed and cannot be extracted normally.
Ensure you have a complete backup copy of your original, unredacted PDF document safely stored before you begin applying and finalizing any redaction marks.
Search and Manually Record Matches Before Redacting
Identify and save your target words using the search function before applying any redaction marks.
Because redaction permanently removes text from a PDF, the safest method to retain a list of redacted words is to extract them before the sanitization process occurs.
Open your PDF document and press Ctrl+F (or Cmd+F on Mac) to open the Search panel. Enter the specific terms you plan to redact.
Copy the matching terms and paste them into a separate text file or spreadsheet to create your reference list.
Navigate to the Protect or Redact tab, select the text you just recorded, and mark it for redaction.
Click 'Apply Redactions' to permanently sanitize the document, knowing your word list is safely backed up.
Copy Matched Text into Redaction Comments
Add the redacted text to the redaction annotation comments so it can be extracted later if needed.
Safely Redact and Manage PDFs with WPS Office
WPS Office provides advanced PDF editing tools that allow you to quickly search, highlight, and securely redact sensitive information without losing track of your important data.
- 1. Open your PDF: Launch WPS Office and open your PDF document containing the sensitive data.
- 2. Search and document terms: Use the built-in search tool to find the words you plan to redact, and copy them to a WPS Spreadsheet for safekeeping.
- 3. Apply Redactions: Navigate to the Protect tab and select the redaction tool to securely obscure and sanitize the text.
Frequently Asked Questions
Can I recover redacted text after the document is saved?
No. Once redactions are applied and the document is sanitized and saved, the original text is permanently removed from the file code and cannot be recovered unless you have a backup of the original unredacted file.
Why is it important to create a list of words before redacting?
Creating a list helps maintain an internal record or audit trail of what information was removed. This is often necessary for legal, compliance, or archival purposes, as the text cannot be extracted from the document post-redaction.
Does blacking out text with a highlight or drawing tool work like redaction?
No. Drawing a black box or using a black highlighter merely covers the text visually. The underlying text remains fully searchable and can be easily copied. Only proper redaction tools permanently destroy the underlying text data.
