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How to Edit PDF Files on Linux with ONLYOFFICE Docs

PDFs are the universal standard for sharing documents—but editing them on Linux has long been a pain point. Most Linux PDF tools (like Evince or Okular) excel at reading but lack robust editing features. Proprietary alternatives (e.g., Adobe Acrobat) require costly subscriptions, and open-source options often feel clunky.

Enter ONLYOFFICE Docs: a free, open-source solution that brings powerful PDF capabilities to Linux—when connected to a ONLYOFFICE Docs server. Whether you need to view PDFs, add annotations, create fillable forms, or collaborate with a team, ONLYOFFICE has you covered.

In this guide, we’ll walk you through everything—from installing ONLYOFFICE on your Linux distro to mastering advanced PDF features. Let’s dive in!

Last Updated: 2026-03

Table of Contents#

  1. Why Choose ONLYOFFICE for PDF Editing on Linux?
  2. Installing ONLYOFFICE on Linux
  3. First Steps: Launching ONLYOFFICE and Opening PDFs
  4. Basic PDF Editing with ONLYOFFICE
  5. Advanced PDF Features
  6. Collaborating on PDFs with ONLYOFFICE
  7. Integrating ONLYOFFICE with Linux Ecosystem Tools
  8. Troubleshooting Common Issues
  9. Conclusion
  10. References

Why Choose ONLYOFFICE for PDF Editing on Linux?#

Before we install anything, let’s answer the big question: why ONLYOFFICE?

  1. 100% Free & Open-Source:
    ONLYOFFICE Desktop Editors (the Linux app we’ll use) is free to download and use. Its source code is available on GitHub, so you can audit or modify it to fit your needs.

  2. Full-Featured PDF Toolkit:
    Unlike “viewer-only” tools, ONLYOFFICE lets you add comments, forms, insert new images, and manage pages—all in one app. No more switching between tools for basic tasks.

  3. Linux-First Integration:
    It works with every major distro (Debian, Ubuntu, Fedora, Arch) and integrates with self-hosted cloud services like Nextcloud—tools Linux users love.

  4. Collaboration Ready:
    When connected to ONLYOFFICE Docs server or through integrations like Nextcloud, you get real-time co-editing, comments, and version control. Perfect for teams.

  5. Familiar Interface:
    The ribbon-style menu (like Microsoft Office or LibreOffice) minimizes the learning curve. You’ll be editing PDFs in minutes.

Installing ONLYOFFICE on Linux#

ONLYOFFICE supports all major Linux distros. Choose your flavor below:

Debian/Ubuntu and Derivatives#

For Debian, Ubuntu, Linux Mint, or Pop!_OS:

  1. Update your system: 
    sudo apt update && sudo apt upgrade
  2. Install dependencies: 
    sudo apt install curl gnupg2 software-properties-common
  3. Add the ONLYOFFICE GPG key: 
    curl -fsSL https://download.onlyoffice.com/GPG-KEY-ONLYOFFICE | sudo gpg --dearmor -o /usr/share/keyrings/onlyoffice.gpg
  4. Add the repository: 
    echo "deb [signed-by=/usr/share/keyrings/onlyoffice.gpg] https://download.onlyoffice.com/repo/debian squeeze main" | sudo tee /etc/apt/sources.list.d/onlyoffice.list
  5. Install ONLYOFFICE: 
    sudo apt update && sudo apt install onlyoffice-desktopeditors

Launch ONLYOFFICE from your application menu!

RHEL/CentOS/Fedora#

For RHEL 8+, CentOS 8+, or Fedora:

  1. Update your system: 
    sudo dnf update
  2. Add the ONLYOFFICE repository: 
    sudo tee /etc/yum.repos.d/onlyoffice.repo <<EOF
[onlyoffice]
name=onlyoffice
baseurl=https://download.onlyoffice.com/repo/rpm/main/x86_64
gpgcheck=1
repo_gpgcheck=1
gpgkey=https://download.onlyoffice.com/GPG-KEY-ONLYOFFICE
EOF
  3. Install ONLYOFFICE: 
    sudo dnf install onlyoffice-desktopeditors

Arch Linux/Manjaro#

Use the AUR (Arch User Repository) with an AUR helper like yay:

  1. Install yay (if you don’t have an AUR helper): 
    sudo pacman -S --needed git base-devel && git clone https://aur.archlinux.org/yay.git && cd yay && makepkg -si
  2. Install ONLYOFFICE: 
    yay -S onlyoffice-desktopeditors-bin

Flatpak/Snap Packages#

For distros with limited package support (e.g., elementary OS):

  • Flatpak: 
    flatpak install flathub org.onlyoffice.desktopeditors
  • Snap: 
    sudo snap install onlyoffice-desktopeditors

First Steps: Launching ONLYOFFICE and Opening PDFs#

Once installed:

  1. Launch ONLYOFFICE: Find it in your application menu (search for “ONLYOFFICE”).
  2. Open a PDF: Click File > Open and select your PDF file.
  3. Edit Mode: ONLYOFFICE opens PDFs in Edit Mode by default, allowing you to add comments, annotations, and fill forms. Blue bounding boxes indicate form fields and comments.

Interface Tour#

Here’s a quick breakdown of the key UI elements:

  • Ribbon Menu: Top bar with tabs like File, Home, Insert, and Review (all editing tools live here).
  • Sidebar: Left pane with page thumbnails (for reordering) and cloud storage links.
  • Document Area: Main workspace where your PDF appears.
  • Status Bar: Bottom bar showing page count, zoom level, and editing mode.

Basic PDF Editing with ONLYOFFICE#

Let’s start with the fundamentals—editing text, images, and pages.

Editing Existing Text#

Editing embedded text in PDFs directly requires a ONLYOFFICE Docs server connection. With the Desktop Editors app alone, you can:

  1. Select Text: Click and drag to select text for commenting or highlighting.
  2. Add Comments: Use Review > New Comment to attach feedback to selected text.
  3. Highlight: Use Comment > Highlight to emphasize passages.

Pro Tip: For direct text editing or OCR of scanned content, connect to ONLYOFFICE Docs server or use dedicated PDF editing tools.’ll need a ONLYOFFICE Docs server or cloud connection for this.

Inserting Images and Annotations#

Want to insert a logo, screenshot, or annotation?

  1. Insert Image: Go to Insert > Picture and select your file (JPG, PNG, SVG).
  2. Resize/Move: Drag the corners to resize; drag the center to move.
  3. Edit Properties: Right-click the image → Picture Properties to adjust brightness, contrast, or crop.
  4. Delete: Select the image and press Delete.

Note: To edit existing images embedded in a PDF, you will need dedicated PDF editing tools. The Desktop Editors app supports adding new images and annotations, but not modifying already-embedded image content.

Managing Pages (Add, Delete, Reorder)#

Advanced page management—including adding, deleting, and reordering pages—requires a ONLYOFFICE Docs server connection. When connected to a server, you can:

  • Add a Page: Page Layout > Insert Page (choose "Before" or "After" the current page).
  • Delete a Page: Select the page thumbnail → Page Layout > Delete Page (or press Delete).
  • Reorder Pages: Drag-and-drop page thumbnails in the left sidebar.

The Desktop Editors app alone provides annotation and form features for pages, including:

  • Rotate a Page: Select the page → Page Layout > Rotate Left/Right (or Ctrl+Left/Ctrl+Right).
  • Page Setup: Use Page Layout > Page Setup to adjust margins, size, or orientation (portrait/landscape).

Advanced PDF Features#

Now let’s level up with forms, comments, and security.

Creating Fillable Forms#

Fillable PDFs are perfect for surveys, applications, or invoices. Here’s how to make one:

  1. Open Your PDF: Or start with a blank document (File > New > PDF).
  2. Enable Forms Tab: Go to View > Tabs > Forms to show the forms toolbar.
  3. Add Fields: Use the Forms tab to insert:
    • Text Fields: For names/emails (e.g., “user_name”).
    • Checkboxes: For multiple-choice questions.
    • Radio Buttons: For single-choice answers.
    • Dropdown Menus: For predefined options.
    • Signature Fields: For digital signatures.
  4. Customize Fields: Click a field → Properties (right sidebar) to:
    • Mark fields as Required.
    • Restrict input (e.g., numbers only, date format).
    • Name fields for data collection (e.g., “user_email”).
  5. Test the Form: Switch to View Mode (View > Editing Mode > View Mode) to ensure it works.

Use Case: Create a job application PDF with text fields for contact info, checkboxes for skills, and a signature field for consent.

Adding Comments and Track Changes#

Collaborate with your team using feedback tools:

  • Add a Comment: Select text → Review > New Comment. Type your feedback and click Post.
  • Reply to Comments: Click the comment in the right sidebar → type your response.
  • Track Changes: Enable Review > Track Changes—all edits (deletions, additions) will be highlighted.
  • Resolve Comments: Click Resolve on a comment once feedback is addressed.

Pro Tip: Use Review > Show Markup to toggle comment visibility—great for finalizing the document.

Securing PDFs (Passwords, Digital Signatures)#

Protect sensitive PDFs with these security features:

  • Encrypt with Password: Go to File > Protect > Encrypt with Password. Set:
    • Document Open Password: Requires a password to open the PDF.
    • Permissions Password: Restricts editing, printing, or copying.
  • Digital Signature: If you have a digital certificate (from a CA like DigiCert), go to Insert > Digital Signature. Click the area to sign → select your certificate → confirm.
  • Unlock a PDF: If the PDF is locked, use File > Protect > Unlock and enter the password.

Important: The ability to edit a secured PDF depends on its permission settings. Store passwords/certificates securely—losing them means losing access to your PDF!

Collaborating on PDFs with ONLYOFFICE#

ONLYOFFICE shines for team work. Here’s how to collaborate:

Real-Time Co-Editing#

To edit a PDF with others in real time:

  1. Upload to Cloud/Server: Store the PDF in ONLYOFFICE Cloud, Nextcloud, or your own ONLYOFFICE Docs server.
  2. Invite Collaborators: Click File > Share → enter email addresses. Assign roles:
    • Viewer: Can only read the PDF.
    • Commenter: Can add comments but not edit.
    • Editor: Can make changes.
  3. Co-Edit: All users see changes in real time. Use the Review tab for feedback.

Version History and Rollbacks#

Messed up a change? No problem:

  1. Access History: Click File > Version History to see all previous versions.
  2. Preview/Restore: Select a version to preview. Click Restore to revert.

Sharing Documents#

Share PDFs directly from ONLYOFFICE:

  • Link Sharing: File > Share > Get Link → choose “Public” (anyone with the link) or “Private” (invited users only).
  • Email: File > Share > Email to send the PDF as an attachment (or a link if stored in the cloud).

Integrating ONLYOFFICE with Linux Ecosystem Tools#

ONLYOFFICE plays nice with the tools Linux users rely on.

Cloud Storage (Nextcloud, ownCloud, Seafile)#

Linux users love Nextcloud for self-hosted cloud storage. Here’s how to connect:

  1. Install ONLYOFFICE on Nextcloud: Log in to your Nextcloud instance → Apps > Office & Text → install ONLYOFFICE.
  2. Link ONLYOFFICE to Nextcloud:
    • Open ONLYOFFICE → click the Cloud icon (sidebar) → select Nextcloud.
    • Enter your Nextcloud URL, username, and password.
  3. Open/Save PDFs: Access Nextcloud PDFs via Cloud > Nextcloud; save edited PDFs back to Nextcloud via File > Save As > Nextcloud.

Supported Services: ownCloud, Seafile, Google Drive, and Dropbox work the same way.

Command-Line Integration#

For terminal fans, open PDFs with ONLYOFFICE using:

onlyoffice-desktopeditors /path/to/your/file.pdf

Batch Open: Open all PDFs in a folder:

for pdf in *.pdf; do onlyoffice-desktopeditors "$pdf"; done

Alias: Add this to your .bashrc or .zshrc for faster access:

alias ooffice='onlyoffice-desktopeditors'

Now open PDFs with:

ooffice my-document.pdf

Troubleshooting Common Issues#

Even the best tools have glitches. Here’s how to fix them:

PDF Won’t Open#

  • Permissions: Ensure you have read/write access: 
    ls -l /path/to/file.pdf  # Check permissions
chmod +rwx file.pdf      # Grant full access
  • Corrupted PDF: Repair it with pdftk: 
    sudo apt install pdftk  # Install pdftk
pdftk input.pdf output repaired.pdf
  • Outdated App: Update ONLYOFFICE: 
    sudo apt update && sudo apt upgrade onlyoffice-desktopeditors  # Debian/Ubuntu

Formatting Glitches#

  • Missing Fonts: Install the font used in the PDF (e.g., Microsoft fonts): 
    sudo apt install ttf-mscorefonts-installer  # Debian/Ubuntu
  • Scanned Text: OCR functionality requires a ONLYOFFICE Docs server connection or third-party OCR tools.
  • Locked Elements: Unlock the PDF via File > Protect > Unlock.

Performance Slowdowns#

  • Clear Cache: Delete temporary files: 
    rm -rf ~/.config/onlyoffice/desktopeditors/cache
  • Close Background Apps: Use htop to kill resource-heavy processes: 
    sudo apt install htop && htop
  • Compress Large PDFs: Use pdfcompress to reduce file size: 
    sudo apt install pdfcompress  # Debian/Ubuntu
pdfcompress large.pdf small.pdf

Conclusion#

Editing PDFs on Linux no longer requires sacrifices. With ONLYOFFICE, you get a free, open-source, feature-rich tool that integrates seamlessly with your Linux workflow—whether you’re a solo user or part of a team.

From basic text edits to advanced forms and collaboration, ONLYOFFICE covers every use case. Best of all, it’s constantly improving thanks to the open-source community.

Ready to get started? Download ONLYOFFICE for your distro here: ONLYOFFICE Desktop Editors.

Happy editing!

References#

  1. ONLYOFFICE Desktop Editors Download
  2. ONLYOFFICE Docs Server Installation Guide
  3. ONLYOFFICE GitHub Repository
  4. Nextcloud ONLYOFFICE Integration
  5. OCR Feature Documentation
  6. Arch Linux AUR Package