By Brian Turner, Will Dalton
Find the office software to best manage your files
REASONS TO BUY
REASONS TO AVOID
REASONS TO BUY
REASONS TO AVOID
The best document editing and management software can provide a simple way to administrate and organize your team's files.
Document editing and management software has become increasingly common as businesses continue to promote working from home (opens in new tab). This means employees being able to work remotely while still being able to collaborate and save the same documents they are working on.
While there are a number of office suites and document storage options available, not all work well when it comes to collaboration (opens in new tab). It's not simply the case that employees need to be able to share files as much as work on the same files in real time, such as spreadsheets and documents.
This means the best document editing and management software needs to be able to account for this while still maintaining a proper system of filing and archiving, while keeping such files available for team editing as required. Often this will involve cloud document storage (opens in new tab) services being built into the software, or at least available as an option.
The overall result is a software platform which not only make it easy for teams to work with, but also ensures safe and secure storage of documents.
We'll therefore feature the best document editing and management software currently available.
We've also featured the best cloud storage.
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Best document editing and management software of 2022 in full:
1. Microsoft 365
The original and best office productivity suite
Reasons to buy
+ Market leader Essential office tools Cloud based
Essential office tools+
Microsoft Office is probably the platform most people think of first when it comes to office productivity suites, with the cloud-based Microsoft 365 (previously named Office 365) being the latest incarnation.
What ensured that Office became a market leader is the comprehensive way data can be covered by different applications and moved between them, making working more efficient and hassle-free. With Word (opens in new tab), Excel (opens in new tab), PowerPoint (opens in new tab), and Outlook (opens in new tab) forming the core programs, these cover everything from documents, spreadsheets, presentations, and emails - in effect covering most essential office needs. In addition to that, OneDrive offers online saving and backups to keep your files safe.
While there are alternatives to Microsoft 365 (opens in new tab), most rivals attempt to play catch-up with Microsoft rather than provide innovative new features, and Microsoft 365 still remains the office suite with the most comprehensive range of features. And even if you do use one of these alternatives, the chances are you are going to be working with document formats created specifically for MS Office, and handle data from customers and suppliers who are using the MS Office platform.
While Microsoft 365 does have its critics, the bottom line is that nobody does office productivity better than Microsoft, and the core applications in Office have yet to be bettered.
Read our full Microsoft 365 review.
King of the note taking
Reasons to buy
+ Processes hand written notes Easy collaboration Good range of app integrations
Processes hand written notes+
Good range of app integrations
Scaling down the canvass a little, Evernote, as its name suggests, specializes in note taking, filing and sharing, and has been widely adopted in the work place (and by individuals) for a number of years.
Despite its digital makeup, it can process hand written notes as well as receipts and audio files and makes everything accessible on both desktop and mobile devices. It also has the collaboration factor, with users able to work on shared notebooks that update instantly on editing.
Evernote is available for businesses with basic, plus and premium models. This expands storage on the free offering, and makes it easy to share content, digitize important documents, capture image-centric brainstorms, and keep track of finances.
You may well be thinking that Evernote would work well in addition, rather than instead of, your current word processing and productivity tools. Such a demand has been noted – pun intended – and the service can be fully integrated with Google Drive, Outlook, Slack, Salesforce and others.
Read our full Evernote review.
3. WPS Office
A powerful free mobile office suite
Reasons to buy
+ Powerful range of features Supports wide range of file types PDF manager Free to use
Powerful range of features+
Supports wide range of file types+
Free to use
WPS Office is an all-in-one office productivity suite with a full range of document editing and management features.
Although it's available for download to Windows PCs, it has found particular success as a mobile office suite for iOS and Android.
While the PC version has a basic free version and a more advanced paid version, the mobile version of WPS Office is free and supported by non-intrusive ads though you can pay a subscription to remove them.
Where WPS Office comes into its own is the vast number of types of different files that can be edited or managed, from the wide range of document types to additional file formats such as PDF and XML, as well as a number of programming file types.
It's easy to convert office files between types, whether relating to documents, spreadsheets, or presentations, and there's a fully functional PDF editor and manager included for free.
Files can be automatically saved to the cloud via various services, not least Google Drive, DropBox, and OneDrive.
Read our full WPS Office review.
Document management to boost your bottom line
Reasons to buy
+ Special features for business and sales Easy to manage, organize and reuse assets
Special features for business and sales+
Easy to manage, organize and reuse assets
Reasons to avoid
- No live collaboration option on documents
No live collaboration option on documents
Sales-focused document manager PandaDoc describes itself as ‘the future of documents’, and it reports statistics that apparently show the difference it makes to your business’s bottom line. According to the service, clients report 50% less paperwork, 30% higher close rates, and 15% higher value per closed rate thanks to PandaDoc.
Your sales team is salivating, but what exactly does the program do? Well, features include a document editor that comes with themed templates for consistent branding, content and image libraries to store reusable assets, cost and margin calculators, document analytics to show how long people spend on each item, a configure, price and quote (CPQ) tool and many more.
While workspaces are available for collaboration, multiple users are not able to access and work on a document at the same time, which feel likes a drawback. Nevertheless, the business-focus of PandaDoc will appeal to those who want to specifically manage sales and finance via their document manager, something the other services we’ve covered don’t offer.
5. Adobe Document Cloud
For comprehensive PDF management
Reasons to buy
+ Edit and manage PDFs esigning option Merge files
Edit and manage PDFs+
Reasons to avoid
- Limited to PDF files
Limited to PDF files
The Adobe Document Cloud works with the proprietary PDF file, rather than a range of common file types as some of the above listed software does. However, in business PDF files are ubiquitous, so it makes sense to have a dedicated software package that can not just work with these but also allow the widest range of editing features.
While many people will be familiar with the read-only PDF file, the Adobe Document Cloud allows the full range of creation and editing, even with existing PDF files. There are also additional features such as the ability to merge PDFs, password protect, as well as esign PDF documents for returning agreements.
This makes the Adobe Document Cloud both incredibly versatile and useful as a document editing and management platform, allowing full control of your files in ways that common document formats either do not support.
Additionally, because so many businesses scan documents into PDF format for their digital archives, this makes Adobe Document Cloud an even more essential part of your office software range, even if you also use other programs for different tasks.
And as documents can be commonly exported into PDF format by other office software, this can make the Adobe Document Cloud something of a master controller for all your document editing and storage.
Read our full Adobe Document Cloud review.
Also consider these document editors
Document overload in your business? eFileCabinet (opens in new tab) is here to help, by capturing, storing, managing and sharing files. It comes as a mobile app too, allowing users to click and upload pictures of documents then can then be processed and filed.
Microsoft wants to take care of your scribbles and shorter texts as well as your longer documents, with OneNote (opens in new tab) taking on Evernote in the world of note editing and management. Those already well embedded in the Office ecosystem may well opt for Microsoft’s version.
You may think we’ve covered everything you can do with a document by now, but no. Enter e-signature specialist DocuSign (opens in new tab), which lets businesses’ and their clients quickly and easily sign a full range of documents and forms online without the hassle of training or extra software to install.
We've also featured the best document editing and management software. (opens in new tab)
Which document editing and management software is best for you?
When deciding which document editing and management software to download and use, first consider what your actual needs are, as sometimes free platforms may only provide basic options, so if you need to use advanced tools you may find a paid platform is much more worthwhile. Additionally, free and budget software options can sometimes prove limited when it comes to the variety of tools available, while higher-end software can really cater for every need, so do ensure you have a good idea of which features you think you may require.
How we tested the best document editing and management software
To test for the best document editing and management software we first set up an account with the relevant software platform, whether as a download or as an online service. We then tested the service to see how the software could be used for different purposes and in different situations. The aim was to push each document editing and management software platform to see how useful its basic tools were and also how easy it was to get to grips with any more advanced tools.
Read how we test, rate, and review products on TechRadar (opens in new tab).
Brian has over 30 years publishing experience as a writer and editor across a range of computing, technology, and marketing titles. He has been interviewed multiple times for the BBC and been a speaker at international conferences. His specialty on techradar is Software as a Service (SaaS) applications, covering everything from office suites to IT service tools. He is also a science fiction and fantasy author, published as Brian G Turner.
Which software is best for documents editing? ›
- Adobe Acrobat DC.
- Microsoft Word.
- Dropbox Paper.
- Google Workspace.
- Foxit PDF Editor.
- Adobe Export PDF.
Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.What makes a good document management system? ›
An ideal document management system has an inbuilt enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. Also it allows you to create your own processes and manage them however you like.Which software is used for documents? ›
A software that is used to create text-based documents is called Word Processor.What's better than Microsoft Word? ›
The best alternative is LibreOffice - Writer, which is both free and Open Source. Other great apps like Microsoft Word are Google Docs, WPS Writer, Apache OpenOffice Writer and TextMaker. Microsoft Word alternatives are mainly Word Processors but may also be Note-taking Tools or Novel Authoring Tools.What is an example of a document management system? ›
PDF Readers are the best example of a Document Management System through which you can access the PDF file offline and store it to view and even print and publish it anytime at any place.What are the types of document management system? ›
- Content Management. Often referred to as web content management, this type of document management system focuses on creating, modifying, organising, and delivering content to users. ...
- Workflow Management. ...
- Record Management. ...
- Document Imaging. ...
- Enterprise Content Management.
Google Drive allows you to create documents, spreadsheets, presentations, and more within the application.What are the 5 basic filing systems? ›
- Filing by Subject/Category.
- Filing in Alphabetical order.
- Filing by Numbers/Numerical order.
- Filing by Places/Geographical order.
- Filing by Dates/Chronological order.
Document management and collaboration
The central benefits of SharePoint include a streamlined flow of information and cloud storage that can be accessed by mobile devices. Informed employees make better decisions, meet deadlines, understand the shared business strategy, and contribute better to it.
How good is SharePoint as document management system? ›
SharePoint is a great document management tool, but it requires a lot of work to maintain, especially for large and growing companies. You can use it effectively for a while by setting up an intuitive site structure and maintaining clear, logical content governance guidelines, but that will only take you so far.How can document management be improved? ›
- Say goodbye to papers. Consider moving beyond the traditional means of paper documentation. ...
- Get professional input. ...
- Establish clear roles. ...
- Automate the processes. ...
- Integrate with Training.
Answer. Explanation: Enterprise Content Management Systems manage and control digital documents created using Microsoft Office Suite and accounting software like CAD etc.What is the best word processor? ›
- LibreOffice – Best all-in-one processor.
- WPS Office – Best for PDF functionalities.
- Google Docs – Best for seamless collaboration.
- Etherpad – Best for customization.
- Dropbox Paper – Best for business documents.
Documentation can relate to two different types: products and processes. Product documentation describes the product under development and provides guidelines on how to execute actions with it. Process documentation, on the other hand, relates to all the material created during development.Which software is used in word processing? ›
Word Processing refers to the act of using a computer to create, edit, save and print documents. In order to perform word processing, specialized software (known as a Word Processor) is needed. One example of a Word Processor is Microsoft Word, but other word processing applications are also widely used.How can I edit a word document without word? ›
Just create a free Microsoft Account (if you already don't have one), upload the DOCX file to OneDrive, and double-click to open it in Word Online. You can then edit the document, collaborate on it with other Word users, and download a modified copy to local storage.
Word is one of the most widely used and familiar pieces of office software in the world. It has grown in power and complexity over the years, and its integration with Office 365 and Microsoft OneDrive makes it even more versatile for businesses, both large and small.Is Google Docs better than word? ›
User-friendly features make MS Word the most preferred processor for most people in educational areas. On the other hand, Google Docs is preferred by tech-savvy users who enjoy working online and require access to their documents on multiple devices at all times.What is the difference between document management and document control? ›
So while document management generally refers to the storing and handling of documentation, document control specifically refers to the control and management of documents normally for the purpose of submitting them to a customer at the completion of a project.
How do I start a document management system? ›
- Evaluate the Current Workflow in the Company. ...
- Dеfine the Requirements. ...
- Find the Solution/Contractor. ...
- Sеt up a Schеdule and Stick to It. ...
- Come Up With a Consistent Strategy. ...
- Organize Your Current Documents. ...
- Upskilling and Training.
Document management system is a software used to capture, store, manage, and easily retrieve digital documents within an organization. It provides the needed functionalities for businesses to digitize documents and automate their business processes.How do I sell my document management? ›
- 1) Talk About Automating Collaboration. ...
- 2) Explain How Centralized Document Repositories Work. ...
- 3) Present the Advantages of Taxonomy & Standardization. ...
- 4) Show the Value in Security & Permissions. ...
- 5) Explain the Benefits of Technology Integration. ...
- The Takeaway.
A document management system is used to automatically organize, secure, digitize and classify company documents, making them easy to access, edit and share.What are the disadvantages of Google Docs? ›
The biggest drawback to Google Docs is the presentation program. It is not the strongest presentation program and, in my opinion, is not close to being equal to PowerPoint. Google Docs' presentation program does not have a variation of styles/themes, templates, charts/graphs, and slide transitions.How do companies manage documents? ›
Document management is the process by which a company transfers paper documents into a digital format before placing them into organized categories in an electronic filing system.Is Google Drive a file manager? ›
Drive Files Manager - Google Workspace Marketplace. Allows users to list metadata about their drive files and store them in a spreadsheet. They can also edit file names and descriptions and get thumbnails of image files. If playback doesn't begin shortly, try restarting your device.What are 3 types of files? ›
The types of files recognized by the system are either regular, directory, or special. However, the operating system uses many variations of these basic types. All file types recognized by the system fall into one of these categories.What are the 4 types of file formats? ›
- JPEG (Joint Photographic Experts Group) ...
- PNG (Portable Network Graphics) ...
- GIF (Graphics Interchange Format) ...
- PDF (Portable Document Format) ...
- SVG (Scalable Vector Graphics) ...
- MP4 (Moving Picture Experts Group)
Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. In addition, you can separate each type of filing system into subgroups.
How many companies use SharePoint? ›
Who uses SharePoint? Since SharePoint offers a number of different functionalities, it's used by a wide range of businesses and organizations of all sizes. According to Microsoft, more than 250,000 organizations use SharePoint, including over 85% of Fortune 500 companies who use SharePoint Online as part of Office 365.Which is better SharePoint or Google Drive? ›
2)The main difference in the SharePoint Vs. Google Drive debate is the Microsoft ecosystem. Although Google Docs does allow users to store and open from the web, SharePoint actually has the capability for simultaneous editing with Microsoft Word.What is the difference between SharePoint and OneDrive? ›
OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.What should you not use SharePoint for? ›
- 1 Cost. There are so many things that SharePoint can do beyond file storage. ...
- 2 Poor Usability. ...
- 3 Document Visibility. ...
- 4 Document Duplication Woes. ...
- 5 Data Integrity. ...
- 6 URL Issues. ...
- 7 Navigation. ...
- 8 Can't Sort or Filter.
For example, you can use a document library on a site in SharePoint to store all files related to a specific project or a specific client. Adding files or moving files between folders is as easy as dragging and dropping them from one location to another.Can SharePoint be used for IT documentation? ›
SharePoint Server offers a range of features to help organize and store documents, from specialized sites to loosely structured document libraries for quick document creation and collaboration. Within a library, you can additionally organize content into folders and subfolders.What is KPI in document management? ›
'KPIs' stands for 'Key Performance Indicators' and it is a type of performance measurement. It evaluates the success of an activity, and in our case we can use them to monitor the efficiency and performance of Document Control in an organisation.How do you measure the success of a document management system? ›
At a minimum, you will want to track basic metrics such as the number of employee logons each month and the average monthly usage by employees. These will tell you if you need to do more education about the system, or perhaps you need to be stricter in your enforcement of the company's EDRMS policies.What are the key elements of document control? ›
- Be Sure Your System Accommodates Workflows for All Document Types. ...
- Ability to Configure Metadata. ...
- Integration with Microsoft Office. ...
- Intelligent Business Rules for Review and Approval. ...
- Integration with Training Management. ...
- Change Request, Revision Control and Obsolescence Processes.
Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.
What is the difference between a document and digital document? ›
Paper documents are difficult to search, carry, copy, and modify. Paper documents are easily damaged, misfiled or misplaced. Electronic documents are delivered by networks, disks, flash memory and CD/DVD and are stored on a file system. Multiple users can read and review electronic document simultaneously.How many types of digital documentation are there? ›
Four types of digital documents are: Structuring applications around a document interface Structuring interlinked textual & multimedia Documents. Structuring and encoding information using document-encoding standards Scanning documents for storage and faxing. Document imaging emulates microfiche and microfilm.What are document management skills? ›
- Excellent verbal and written communication skills.
- Proficient in Microsoft Office Suite or related software.
- Excellent organizational skills and attention to detail.
- Basic understanding of laws and regulations regarding document management.
- Excellent analytical and technical skills.
- Use the Default Installation Folders for Program Files. ...
- One Place for All Documents. ...
- Create Folders in a Logical Hierarchy. ...
- Nest Folders Within Folders. ...
- Follow the File Naming Conventions. ...
- Be Specific. ...
- File as You Go. ...
- Order Your Files for Your Convenience.
Every Windows folder provides easy access to common file and folder management tasks. When you open any folder on your computer, a list of hyperlinked tasks is displayed next to the folder contents. You can select a file or folder, and then click a task to rename, copy, move, or delete it.What is the best way to edit documents? ›
- Microsoft 365. The original and best office productivity suite. ...
- Evernote. King of the note taking. ...
- WPS Office. A powerful free mobile office suite. ...
- PandaDoc. Document management to boost your bottom line. ...
- Adobe Document Cloud. For comprehensive PDF management.
Click Edit Document > Edit in Word for the web to make changes to a document. When you open a document from OneDrive, Word for the web displays it in Reading view. To make changes to your document, switch to Editing view, where you can add and delete content and do other things, such as: Add tables and pictures.What is the best free app to edit documents? ›
- DocuSign. ...
- Evernote. ...
- FaxBurner. ...
- Notability. ...
- Dropbox. ...
- Microsoft Office. ...
- Google Drive. ...
- And now, it's over to you. After analyzing dozens of mobile apps for working with documents, I came to the conclusion that these are the very best ones for Android and iOS devices.
- Open a file in Acrobat.
- Click on the “Edit PDF” tool in the right pane.
- Use Acrobat editing tools: Add new text, edit text, or update fonts using selections from the Format list. ...
- Save your edited PDF: Name your file and click the “Save” button.
Document editing is, simply put, the process of having someone review your document to assess the writing quality and make suggestions or changes to improve it. These changes can vary in scope and substance depending on the specific type of editing you request or how well-written your document is.
Why is it so hard to edit a PDF? ›
To summarize, the reason it's nearly impossible to easily edit PDF files is that the files were not designed to be edited and the software used to edit them when it is possible requires one to learn a different skill set from the one they normally use to edit text documents. Because PDF is designed that way.How can I edit a PDF without losing formatting? ›
Step 1 Download and install Adobe Acrobat on your computer from the official website of Adobe. Step 2 Open a PDF file in Adobe Acrobat that you want to convert into Word without changing the format. Step 3 From the menu click on File and Export. Step 4 Now choose "Microsoft Word Document" as the text format.What are the 3 basic steps in editing? ›
There are three levels of editing. They are known as substantive, copyediting and proofreading.What is the first step before editing? ›
Step A: Read the text
The goal is to get an idea of what the text is about, what it involves, where it's going and so on.
- Adobe Acrobat DC.
- Foxit PDF Editor.
- pdfFiller by airSlate.
- Nitro PDF Productivity.
- FineReader PDF for Windows and Mac.
- Adobe PDF Pack.
If you need more advanced PDF editing tools, you can try Adobe Acrobat Pro free for seven days on your desktop, mobile device, or online. With Acrobat Pro for Mac or Windows, you can: Edit PDF text to fix a typo, change fonts, or add new content. Move, rotate, flip, or add images (JPG, PNG, and more)What is the best all document reader? ›
- Documents to Go. Documents to Go is one of the most popular document viewing app. ...
- Google Docs. Google Docs is now a part of Google Drive. ...
- Quick Office Pro. ...
- DropBox. ...
- Kingston Office.
To edit a PDF, open it in Word. This works best with PDFs that are mostly text. PDFs of book chapters or something that looks like a manuscript from a copier won't be formatted well in Word. Go to File > Open.Is there a free PDF editor? ›
PDFelement, Foxit PhantomPDF, Nuance Power PDF, Nitro Pro, and Acrobat Pro DC are our top recommended PDF editing tools. Sejda, PDFescape, AbleWord, and PDF Expert offer free plans. AbleWord is completely free software, even for commercial use.Can we convert PDF to Word? ›
- Open a PDF file in Acrobat.
- Click on the “Export PDF” tool in the right pane.
- Choose Microsoft Word as your export format, and then choose “Word Document.”
- Click “Export.” If your PDF contains scanned text, the Acrobat Word converter will run text recognition automatically.