The need to combine PDF documents arises frequently, whether for improved organization, streamlined sharing, or simply to consolidate related information. Apple Preview, a built-in application for macOS users, offers a convenient and free method for merging PDFs. This article will guide you through the step-by-step process of combining PDFs using Apple Preview, and also introduce you to an alternative solution: BreezePDF for even simpler PDF management.
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Combining multiple PDF files into a single document provides several advantages. It significantly simplifies the process of storing and reviewing related information, as all relevant pages are conveniently located in one place. This consolidation also streamlines sharing with coworkers, classmates, or family members, eliminating the need to send multiple attachments. Ultimately, merging PDFs reduces digital clutter and enhances overall document management.
Method 1: Combining PDFs Using Apple Preview
A. Overview of Preview
Preview is often an overlooked yet powerful application included with macOS. It functions as the default software for viewing and managing PDF files, offering a range of features beyond simple document viewing. Many users may not even realize the full extent of Preview's capabilities, making it a hidden gem for everyday tasks.
B. Combining Entire PDF Files
To merge entire PDF files, begin by opening the first PDF document in Preview. Next, enable the Thumbnails sidebar by navigating to View > Thumbnails or using the shortcut Option + Command + 2. In the sidebar, click to indicate the exact location where you wish to insert the second PDF. After indicating the insertion point, go to Edit > Insert > Page from File, select the secondary PDF, and click Open. To finalize the process, save the merged document by navigating to File > Export as PDF.
C. Combining Parts of PDFs
For combining specific sections of PDFs, start by opening both PDF documents in Preview and activating the Thumbnails view using View > Thumbnails. Press and hold the Command (⌘) key, then click on the thumbnails of the pages you want to combine. Drag and drop the selected thumbnails into the sidebar of the first PDF, positioning them where you want them to appear in the combined document. Finally, save the updated document by going to File > Export.
D. Important Considerations & Potential Issues
Be aware that Preview automatically saves changes, so it's advisable to duplicate your original files before combining them to avoid accidental overwriting. You can easily reorder pages after combining by dragging the thumbnails in the sidebar to the desired sequence. In some instances, Preview might freeze during the merging process; if this occurs, try re-reading and re-writing the files, which can often resolve the issue. If the freezing continues after multiple attempts, consider using BreezePDF.
Method 2: Combining PDFs Using Finder Quick Actions
A. Overview: "Create PDF" Quick Action
Since the introduction of macOS Mojave, Finder Quick Actions offer an even more streamlined method for combining PDF files. This feature provides a convenient alternative to Preview, especially for users who prefer a faster, more direct approach. The "Create PDF" Quick Action is particularly useful for quickly merging multiple PDF documents directly from Finder.
B. Steps
To combine PDFs using Finder Quick Actions, first select the desired PDF files in Finder, ensuring they are arranged in the desired order by command-clicking them. Right-click on the first selected file, then navigate to Quick Actions > Create PDF. A new PDF document will appear on your Desktop, containing all the selected PDF files merged in the order you specified. This simple process offers a quick and efficient way to combine PDF files without needing to open Preview.
Method 3: A Breezy Alternative: Combining PDFs with BreezePDF
BreezePDF presents a user-friendly online tool designed for effortless PDF combination. Unlike traditional desktop software, BreezePDF eliminates the need for downloads or installations, operating directly within your web browser. One of the key benefits of using BreezePDF is the enhanced focus on privacy; all processes happen on your device and none of your PDFs are sent to a server. It also offers a streamlined experience with easy drag-and-drop functionality, convenient reordering options, and a straightforward merging process.
Using BreezePDF to merge PDFs is incredibly simple. Just drag and drop your PDF files into the designated area on the website. Reorder the files as needed to ensure the correct sequence. Finally, click the 'Merge' button to combine them into a single PDF. In addition to merging you can add fillable boxes to your merged PDF. With its intuitive interface and cloud storage capabilities, BreezePDF offers a convenient and efficient solution for all your PDF merging needs.
What to Do After Combining PDFs
A. Splitting PDFs
After combining PDFs, you might sometimes need to split them again into smaller documents. Preview can be used to split pages by opening the PDF, accessing the thumbnail view, and selecting the pages you wish to extract. You can then drag and drop these selected pages to a new location, effectively creating a new PDF from the chosen pages. BreezePDF offers similar capabilities, providing an easy way to manage and organize your PDF documents after merging.
B. Compressing PDFs
Large PDF files can be difficult to share due to size limitations. Compressing your combined PDF can make it easier to email, upload, or store. There are numerous online tools available for compressing PDFs, reducing their file size without significantly compromising the document's quality.
C. Editing PDF
After combining PDFs, you might want to further edit the document to add text, images, or signatures. BreezePDF allows you to easily edit your PDF documents to add your signature or add fields to your PDFs for free. These tools provide a user-friendly way to refine your merged documents to meet your specific requirements.
Alternatives to Preview and BreezePDF
A. Adobe Acrobat Online Tools:
Adobe Acrobat Online Tools are another option for combining PDFs. Users can upload their files to the Adobe website, reorder them as needed, and then combine them into a single PDF. While Adobe Acrobat offers a comprehensive set of features, it often comes with a subscription fee.
B. Adobe Reader
Adobe Reader can be used to combine PDFs but requires an upgraded subscription in order to access. Similarly to the Adobe Acrobat Online Tools, users can use the desktop application to combine PDFs after upgrading to a subscription.
Conclusion
This article has explored several methods for combining PDFs on a Mac, including using Apple Preview in two different ways, leveraging Finder Quick Actions, and utilizing BreezePDF. While Preview and Finder offer convenient built-in options, BreezePDF stands out as a particularly user-friendly and feature-rich alternative. Its online accessibility, privacy focus, and intuitive interface make it an excellent choice for users seeking a hassle-free PDF combining and editing experience. Give BreezePDF a try today and discover how easy PDF management can be.