Preview can fill many PDF forms without printing them. Start by saving a working copy, then check whether the document contains editable form fields or needs text placed over the page.

Choose the right entry method

Open the PDF in Preview and click a field. If it accepts text, enter a short sample and check that the font and line wrapping remain readable. If the page does not permit direct entry, Apple's guide describes adding a text box from the form-filling tools.

Position text boxes carefully so answers sit beside the correct questions. A form that looks aligned at one zoom level can reveal overlapping labels when reopened or viewed at full page size.

Review any automatic contact information before accepting it. Shared Macs and multiple contact cards can produce the wrong person's address or phone number. Enter only the information the form requests.

Add a signature only when appropriate

Preview offers signature capture using a trackpad, camera or compatible nearby iPhone or iPad. Use your own signature, choose the correct saved version and resize it to fit the intended field without obscuring surrounding text.

Check the recipient's instructions first. If they require a particular signing platform, certificate or witnessing process, do not assume a signature image placed in Preview satisfies that requirement.

Save the completed copy with a distinct filename, close it and reopen it. Inspect every page for missing answers, clipped text, an incorrect date and signature placement. Check the saved copy rather than relying only on what appeared before saving.

If you will attach it to a message or upload it, preview the selected attachment once more before submission. Keep the blank form and your completed record separate. This final check catches the common mistake of sending an untouched original or an earlier draft with a similar name.

Source: Apple's Preview form and signature instructions.

For help with your Mac, contact AEPC in East Auckland or call 027 908 8880 to discuss your requirements.