The two ways to put a PDF into Word, and when each one works

You can put a PDF into a Word document in two different ways, and which one you use depends on what you need to do with it afterward. The first method links to the PDF file — Word displays a preview or icon, but the actual document stays separate on your computer or in cloud storage. The second method embeds the PDF — the entire file becomes part of the Word document itself, so you only have one file to send or store.

Linking works best when the PDF is large, when multiple people need to edit the same document, or when you want the PDF to stay current if the original file changes. Embedding works best when you need a single self-contained file, when you are sending the document to someone who may not have access to the original PDF, or when you want to make sure the PDF cannot be accidentally moved or deleted.

Both methods take less than a minute. The steps differ slightly depending on whether you are using Word on Windows, Mac, or the web version, so this guide covers all three.

Key Takeaways

  • Linking a PDF keeps the file separate and is faster when the PDF is large, but requires the original file to stay in the same location.
  • Embedding a PDF makes Word the only file you need to send, but increases the file size and works best with smaller PDFs.
  • On Windows and Mac, you insert a PDF through the Insert menu; on Word Online, you upload it as an image instead.
  • After embedding, you can right-click the PDF in Word to open it in a separate window or edit it with other programs.

How to link a PDF in Word on Windows

Linking a PDF means Word shows the document but does not store it inside the file. Open your Word document and place your cursor where you want the PDF to appear. Go to the Insert tab at the top, then click Object (you may need to click a small arrow next to it to see the full menu). A dialog box will open.

In the dialog, click the Create from File tab. Click Browse and navigate to the PDF file on your computer. Select it and click Open. Before you click OK, check the box next to Link to file — this is what creates the link instead of embedding. Click OK and Word will insert a preview or icon of the PDF into your document.

The linked PDF will update automatically if someone changes the original file. If you move the PDF to a different folder or delete it, the link will break and Word will show an error instead of the preview. To avoid this, keep the PDF in a permanent location before you create the link.

How to embed a PDF in Word on Windows

Embedding a PDF stores the entire file inside your Word document. Open your Word document and place your cursor where you want the PDF to appear. Go to the Insert tab and click Object. In the dialog that opens, click the Create from File tab.

Click Browse, find your PDF file, select it, and click Open. This time, do not check the Link to file box — leaving it unchecked embeds the PDF instead of linking it. Click OK. Word will insert the PDF into your document, and the file is now part of the Word document itself.

The embedded PDF will not change if the original file is edited or moved, because Word has its own copy. Your Word document file will be larger — usually by the size of the PDF — so embedding works best with PDFs under 5 MB. If you send the Word document to someone else, they will see the embedded PDF without needing the original file.

How to embed a PDF in Word on Mac

The process on Mac is nearly identical to Windows. Open your Word document and click where you want the PDF to go. Click the Insert menu at the top of the screen, then select Object. A dialog will appear with two tabs: Create New and Create from File.

Click Create from File, then click Browse to find your PDF. Select the file and click Insert. If you want to embed the PDF (not link it), leave the Link to file checkbox unchecked. If you want to link it instead, check that box. Click OK and the PDF will appear in your document.

On Mac, the file size and performance considerations are the same as Windows — embedding works best with smaller PDFs, and linking is better for large files or when you need the PDF to stay current.

How to embed a PDF in Word Online

Word Online (the web version you access through Office.com or Microsoft 365) does not have an Object insertion option like the desktop versions. Instead, you can insert a PDF by converting it to an image first, or by uploading it as a file that readers can read.

To insert a PDF as an image, open your Word document online and click Insert. Click Pictures, then From this device. Navigate to your PDF file — Word Online will treat it as an image and insert the first page. This method works for straightforward cases but does not preserve the full PDF; readers will only see a static image of the first page.

For a better result, click Insert, then look for File or Attachment options (these vary by your Microsoft 365 subscription level). Some versions let you insert a link to a PDF stored in OneDrive or SharePoint instead. If your version does not support these options, read the document to your computer, use the desktop version of Word to embed the PDF using the steps above, then upload it back to Word Online.

What to do after you embed or link a PDF

After the PDF appears in your document, you can right-click it to see your options. You can open the PDF in a separate window to view it full-size, or open it with another program if you have one installed. You can also delete the PDF from the document by clicking it once and pressing Delete.

If you embedded the PDF and later want to extract it as a separate file again, right-click the PDF and select Open or Edit. Some versions of Word let you save the embedded PDF back to your computer from this menu. If that option does not appear, you can take a screenshot of the PDF or print it to a new PDF file instead.

When you save your Word document, any embedded PDFs are saved with it automatically. If you linked a PDF, Word saves only the link, so make sure you keep the original PDF file in the same location, or update the link if you move it.

When embedding causes problems and what to do instead

Embedding a large PDF can make your Word document slow to open or difficult to email. If your PDF is over 10 MB, linking is usually the better choice. You can also compress the PDF before embedding it — many free online tools let you reduce PDF file size without losing much quality.

If you are sharing the document with others and they need to edit the PDF separately, linking is better because everyone can work on the same source file. If you embed the PDF, each person who edits the Word document ends up with their own copy of the PDF inside it, which can create confusion about which version is current.

Another option is to save the PDF as an image (JPG or PNG) and insert that instead. This makes the file smaller and gives you more control over how it looks in the document, but you lose the ability to click links or search text inside the PDF.

Frequently Asked Questions

Can someone edit the PDF after I embed it in Word?

Not directly in Word. They can right-click the embedded PDF and open it in a separate program like Adobe Reader or another PDF editor, make changes there, and save it as a new file. But the changes will not automatically update the PDF inside the Word document. If you need people to edit the PDF and have those changes reflected in Word, linking is better than embedding.

What happens if I move the original PDF file after I link it?

The link will break and Word will show an error or blank space instead of the PDF preview. You can fix this by right-clicking the broken link and selecting Update Link, then navigating to the PDF's new location. To avoid this problem, keep linked PDFs in a permanent folder before you create the link.

Is there a size limit for embedded PDFs?

There is no hard limit, but Word documents with embedded files over 10 MB can become slow and difficult to share. Most email services reject files over 25 MB. If your PDF is very large, linking is the better choice, or you can split the PDF into smaller sections and embed each one separately.

Can I embed a PDF in Word on my phone or tablet?

The mobile versions of Word (on iPhone, iPad, or Android) do not support embedding or linking PDFs the way the desktop and web versions do. You can take a screenshot of the PDF and insert it as an image, but you will lose the ability to interact with the PDF. For full PDF embedding, use Word on a computer.

How do I know if a PDF in my document is embedded or linked?

Right-click the PDF. If you see an option to Update Link or Edit Link, it is linked. If those options do not appear, it is embedded. You can also check the file size — if your Word document is much larger than it should be, you probably have an embedded PDF.