The simplest way to add a PDF to Word

You can insert a PDF into a Word document in three ways: as an embedded object that opens in a separate window, as an image that sits flat on the page, or as a link that opens the PDF file when clicked. Which one you choose depends on whether you want readers to see the PDF content directly in the document, interact with it separately, or just have a way to access it.

The embedded object method works best if you want the PDF to be part of the document but openable on demand. The image method works best if you want to show specific pages or content inline. The link method works best if the PDF is a separate file you want readers to reference without cluttering your Word document.

Key Takeaways

  • Embedding a PDF as an object lets readers open it within or alongside Word, but the file size of your Word document will increase.
  • Converting a PDF page to an image and inserting it keeps the content visible on the page but loses the ability to search or copy text from that page.
  • Inserting a hyperlink to a PDF file keeps your Word document small and lets readers open the PDF in their default viewer, but only works if the PDF file stays in the same location.
  • Word on Mac, Windows, and online versions all support PDF insertion, but the steps differ slightly between them.
  • If you need to edit PDF content directly, converting the PDF to Word format first is faster than trying to work with an embedded or image version.

Embedding a PDF as an object in Word

To embed a PDF so it opens in a separate window when clicked, go to the Insert tab, select Object (in the Text group), then choose Create from File. Click Browse, find your PDF file, and click Insert. Check the box for Display as icon if you want a clickable icon instead of a preview, then click OK.

When you embed a PDF this way, the file becomes part of your Word document. The document size grows by roughly the size of the PDF. Readers can double-click the icon or preview to open the PDF in their default PDF viewer (usually Adobe Reader or your browser's built-in viewer). The PDF does not change if the original file is updated later — the version embedded in Word stays the same.

On a Mac, the steps are similar: go to Insert, then Object, then Create from File. The dialog looks slightly different, but the outcome is the same.

Inserting a PDF as an image on the page

If you want PDF content to appear directly on the page rather than as a clickable object, convert the PDF to an image first. The fastest way is to open the PDF in your default viewer, take a screenshot of the page you want, and paste it into Word. On Windows, press Print Screen, open Word, and paste with Ctrl+V. On Mac, press Shift+Command+4, select the area, and paste with Command+V.

For a cleaner result, use an online converter like Smallpdf or ILovePDF to convert your PDF to a JPG or PNG file, then insert that image into Word using Insert > Pictures. This method keeps the file size smaller than embedding and makes the content visible at a glance, but you lose the ability to search the text or copy it directly from the image.

If you only need one or two pages from a multi-page PDF, the image method is often faster than embedding the whole file. You can also crop or resize the image in Word to show only the relevant section.

Adding a clickable link to a PDF file

To insert a link that opens a PDF when clicked, type or paste the text you want to link (for example, "See the full report here"), select it, then go to Insert > Link. In the dialog, choose Existing File or Web Page, click Browse, find your PDF, and click Insert. Then click OK.

This method keeps your Word document small because the PDF file itself is not embedded — only a reference to it is stored. When someone clicks the link, their computer opens the PDF in whatever program is set as the default for PDF files. The link only works if the PDF file stays in the same folder and location. If you move the Word document to a different computer or folder without moving the PDF, the link will break.

If you are sharing the document with others, either embed the PDF or convert it to an image so the content travels with the document. If you are keeping both files in the same shared folder (like OneDrive or Google Drive), a link works well and saves space.

Inserting a PDF in Word Online

Word Online (the browser version you access through Office.com or Microsoft 365) does not support embedding PDFs the same way the desktop version does. You can insert a link to a PDF, but you cannot embed it as an object or image directly through the Insert menu.

If you need to add PDF content to a Word Online document, read the document to your computer, add the PDF using the desktop version of Word, then upload it back to OneDrive or SharePoint. Alternatively, convert the PDF to an image using an online tool, then insert the image using Insert > Pictures > From this device.

When to convert a PDF to Word format instead

If you need to edit the content from the PDF (change text, reformat, or extract sections), converting the PDF to a Word document is usually faster than trying to work with an embedded or image version. Use a free converter like Smallpdf, ILovePDF, or Adobe's online tool to convert the PDF to a .docx file, then open it in Word and edit normally.

The conversion is not always perfect — complex layouts, images, and special formatting may not transfer cleanly — but it is much better than trying to edit an image or embedded object. If the PDF is mostly text, the conversion usually works well. If the PDF has a complex design or many images, you may need to clean up the formatting after conversion.

Privacy and security considerations when embedding PDFs

When you embed a PDF in a Word document, the entire PDF file becomes part of your document. If the PDF contains sensitive information (financial data, personal details, medical records), anyone who opens the Word file can access that information. Make sure you trust everyone who will receive the document.

If you are sharing a Word document with embedded PDFs through email or a shared drive, consider whether the PDF content should be visible to everyone who has access to the document. If only certain people should see the PDF, either send it separately with restricted access, or use a link instead of embedding so you can control who can access the PDF file itself.

When you insert a link to a PDF, the Word document does not contain the PDF content — it only contains the file path or web address. This means you have more control over who can see the PDF by managing permissions on the PDF file separately. However, it also means the link will break if the file is moved or deleted.

Frequently Asked Questions

Can I edit a PDF after I embed it in Word?

No. An embedded PDF is a snapshot of the file at the moment you inserted it. If you edit the original PDF file, the embedded version in Word does not change. If you need to edit the content, extract it first using a PDF editor or converter, make your changes, and then re-embed the updated version.

What happens to embedded PDFs if I move the Word document to a different computer?

Embedded PDFs move with the document because they are part of the file. Links to PDFs will break unless you also move the PDF file to the same relative location. If you are sharing a document with others, embedding is safer than linking if you want to may provide they can access the PDF content.

Why is my Word document suddenly much larger after I embedded a PDF?

The document size increases because the entire PDF file is now stored inside the Word file. A 5 MB PDF will add roughly 5 MB to your document. If file size matters (for email attachments or storage limits), use a link or image instead, or compress the PDF before embedding.

Can I insert a PDF from a website or cloud storage?

Yes, if you use a link. Go to Insert > Link, paste the full web address of the PDF, and click OK. The link will open the PDF in the reader's browser. You cannot embed a PDF directly from a web address — you must read it first.

What is the best way to share a Word document with embedded PDFs?

Save it as a .docx file (the standard Word format) and send it as an attachment or store it in a shared folder like OneDrive or Google Drive. The embedded PDF will travel with the document. If the file is too large for email, compress it first or use a file-sharing service like Dropbox or WeTransfer.