How to Add Bookmarks to a PDF for Easier Navigation

Navigating long PDFs without bookmarks is like scanning Wikipedia without a table of contents. Let's just say it's frustrating and inefficient.

Here, we'll show you these main ways to add bookmarks to a PDF:

• Mac Preview: The built-in app for macOS lets you add simple, page-level bookmarks directly in your PDFs.
• Microsoft Word Conversion: Convert your PDF to a Word document, create bookmarks using Word’s “Insert > Bookmark” feature, then save it back as a PDF.
• Word Headings to Bookmarks: Automatically generate bookmarks from Word headings when exporting to PDF.

What Are PDF Bookmarks?

PDF bookmarks are digital placeholders that act like a table of contents for your document. They're clickable navigation tools that let you jump instantly to specific pages or sections without scrolling through the entire PDF.

Think of bookmarks as shortcuts to the most important parts of your document—whether it’s chapters in an ebook, sections in a report, or key findings in a research paper.

Benefits of Adding Bookmarks to PDFs

Adding bookmarks to your PDFs makes them way more user-friendly. Here's why they're worth the effort:

• Instant navigation: Jump to any section with one click.
• Better accessibility: Screen readers can use bookmarks to help visually impaired users navigate.
• Professional presentation: Bookmarked PDFs look more polished and organized.
• Time-saving: No more endless scrolling through long documents.
• Mobile-friendly: Especially helpful when viewing PDFs on smaller screens.

Don’t have access to Adobe Acrobat? No problem. There are free and easy ways to add bookmarks to a PDF using online tools or built-in software.

Bookmark PDF Pages in Preview (Mac)

If you're a Mac user, you can use the built-in Preview app to add basic bookmarks to PDF documents.

Here's how to create bookmarks in a PDF on Mac:

1. Open your PDF in Mac's Preview.
2. Go to the page you want to bookmark.
3. Click “Tools” > “Add Bookmark” (or ⌘D).

This will add a bookmark to the current page you're on. This is indicated with a red bookmark icon in the top-right of the PDF page.

How do you show navigation in a PDF on Mac?

To view your PDF bookmarks, go to “View” > “Bookmarks.” Your bookmarked pages will appear in the sidebar. Click the page you want to jump to and off you go.

To return to the overview where you can see all of your PDF pages, go to the View menu > Thumbnails.

If you're looking for the free pdf reader that can add bookmarks, Mac Preview is an easy one. It’s limited, but it's still a handy feature to quickly mark pages you want to return to later.

Add Bookmarks to a PDF on Windows With Smallpdf

For Windows users, it’s not quite as straightforward to automatically add bookmarks to a PDF. But there is a workaround using Microsoft Word.

First, you’ll need to convert your PDF to a Word document with a free online tool like Smallpdf’s PDF to Word Converter.

After you have your PDF in Word file format:

1. Open your Word document.
2. Select the title or phrase you wish to bookmark.
3. Click the “Insert” tab in the ribbon, then “Bookmark.”
4. In the Bookmark dialog box, name your bookmark and click “Add.”
5. In the File menu, click “Save As” and select ‘PDF’ (but don’t click ‘Save’ yet!).
6. Under Options, select “Word bookmarks” under “Create bookmarks using.”
7. Click “OK” to close the Options box, then “Save.”

Yes, it takes a few steps, but it is an option.

Note that any file conversion process—from Word to PDF or vice versa—will work better for documents with simple layouts and formatting. With more complex formatting including tables and images, layouts may shift during conversion.

Some Windows users ask about adding PDF bookmarks in the Edge browser. Currently, it’s not possible to add bookmarks to a PDF without Adobe Acrobat in Edge without additional extensions.

Other add-ons can be found to add navigation to PDFs online, but most are paid and offer limited functionality or poor user experience.

Create Bookmarks Automatically From Word Headings

If you're starting with a Word document, you can automatically generate bookmarks from your headings. Here's the smartest way to do it:

First, you'll need to convert your PDF to a Word document with a free online tool like Smallpdf's PDF to Word Converter.

After you have your PDF in Word file format:

1. Open your Word document.
2. Make sure your headings use Word's built-in heading styles (Heading 1, Heading 2, etc.).
3. Go to “File” > “Save As”and select “PDF.”
4. Click “Options” before saving.
5. Under “Create bookmarks using,” select “Headings."
6. Click “OK,” then “Save.”

This method automatically creates a bookmark for every heading in your document—perfect for long reports or ebooks.

Create a Bookmark Hierarchy (Sub-Bookmarks)

For complex documents, you can create nested bookmarks with parent and child relationships. This creates an outline structure that mirrors your document's organization.

For example:

• Chapter 1: Introduction (parent)
  • 1.1 Overview (child)
  • 1.2 Objectives (child)
• Chapter 2: Methods (parent)
  • 2.1 Data Collection (child)
  • 2.2 Analysis (child)

Edit and Manage PDF Bookmarks

Once you've created bookmarks, you might need to edit, reorder, or delete them. Here's how to manage your bookmarks effectively.

Delete Bookmarks

To remove unwanted bookmarks, right-click on the bookmark in the panel and select “Delete.” You can also select multiple bookmarks and delete them at once.

Create Bookmarks When Combining Files

When merging multiple PDFs, most editors will preserve existing bookmarks and let you organize them into a master outline. This is especially useful when combining chapters or sections from different documents.

Tagged Bookmarks (Advanced)

Tagged bookmarks are connected to the document's structure and update automatically if you modify the content. They're mainly used in accessible PDFs and complex documents with structured formatting.

Navigation Best Practices With Bookmarks

Want to make the most of your PDF bookmarks? Here are some pro tips:

• Set bookmarks to open automatically: In your editor, go to “File” > “Properties” > “Initial View” and set “Show” to “Bookmarks Panel and Page.”
• Use descriptive names: “Chapter 1: Getting Started” is better than just “Chapter 1.”
• Keep it organized: Use a logical hierarchy that matches your document structure.
• Test on different devices: Make sure your bookmarks work well on both desktop and mobile.
• Consider alternatives: For simple navigation, thumbnails or a clickable table of contents might work better.

Making Long PDFs Even More Useful with Smallpdf

Now that you've got your PDF bookmarked, what else can you do with it?

Here's a few suggestions using Smallpdf that will help you get the most out of your PDFs.

• Edit PDFs: Add comments, images, annotations, and more to turn PDFs into collaborative documents.
• Summarize PDFs: No need to read the whole document—get a quick AI-powered summary instead. Then use those bookmarks to hop in for a deeper dive.
• Compress PDF: If your PDF has bookmarks, it's likely a long one. Shrink it down for easy sharing and space saving.

Start Your Free Trial to Access All Smallpdf Tools

Ready to create professional PDFs with bookmarks and more? Smallpdf offers a complete suite of PDF tools, including advanced editing features, bookmark creation, and document organization—all in your browser.

Try Smallpdf Pro free for 7 days and see how easy PDF management can be.

FAQs

How do I add bookmarks to a PDF for free?

You can add bookmarks for free using Mac Preview, Smallpdf's online editor (with limitations), or by converting through Word. For full functionality, consider a free trial of professional PDF software.

Can I add bookmarks to a scanned PDF?

Yes, but you'll need to use OCR (Optical Character Recognition) first to make the text searchable. Most PDF editors, including Smallpdf, offer OCR features to convert scanned documents into editable text.

How many bookmarks can I add to a PDF?

There's no technical limit to the number of bookmarks you can add. However, for usability, keep your bookmark list organized and avoid creating too many nested levels.

Do PDF bookmarks work in all PDF viewers?

Most modern PDF viewers support bookmarks, including Adobe Reader, browser PDF viewers, and mobile apps. However, some basic viewers might not display the bookmarks panel.

What's the difference between bookmarks and links in PDFs?

Bookmarks appear in a navigation panel and provide document-wide navigation, while links are embedded in the content and can point to external websites, other documents, or specific pages within the same PDF.

To sum it up, not only can you bookmark PDFs to navigate with ease, you've also got a set of free online PDF tools to create dynamic documents for every need.