The simplest way to embed a PDF in Word

You can insert a PDF into a Word document in three ways: as an embedded object that opens in Word, as a linked file that opens in your PDF reader, or as an image. The method you choose depends on whether you want the PDF to stay editable, whether readers need to see it inside Word, and how much file size matters.

The most common approach is embedding the PDF as an object. This keeps everything in one file and lets readers open the PDF by double-clicking it inside the document. The PDF itself does not become editable text — it stays as a PDF — but it travels with your Word file instead of sitting in a separate folder.

If you only need to show what the PDF looks like without letting readers interact with it, converting it to an image is faster and creates a smaller file. If the PDF needs to stay separate and update on its own, linking it instead of embedding it is the right choice.

Key Takeaways

  • Embedding a PDF as an object keeps it inside your Word file and lets readers open it by double-clicking, but the PDF itself stays read-only.
  • Converting a PDF to an image and pasting it into Word creates a smaller file and works on any device, but readers cannot interact with the PDF.
  • Linking a PDF instead of embedding it means the file stays separate, takes up less space in Word, and updates automatically if the original PDF changes.
  • On Windows, use Insert > Object > Create from File to embed; on Mac, use Insert > Object and browse for the file.
  • If your PDF has forms or interactive elements, embedding preserves them, but linking is the only way to keep them fully functional.

Embedding a PDF as an object in Windows

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 the dropdown arrow next to it). A dialog box will open with two tabs: Create New and Create from File. Click Create from File.

Click Browse and navigate to the PDF file on your computer. Select it and click Open. You will see the file path appear in the dialog box. If you want the PDF to appear as an icon that readers can click to open, check the box labeled Display as icon. If you leave it unchecked, Word will try to show a preview of the first page. Click OK.

The PDF is now embedded in your document. Readers can double-click it to open it in their PDF reader. The file size of your Word document will increase by roughly the size of the PDF, since the entire PDF is now stored inside it. If you move or delete the original PDF file later, the embedded copy in Word stays intact.

Embedding a PDF on a Mac

Click in your Word document where you want the PDF to go. Open the Insert menu and select Object. A dialog will appear. Click the Create from File button (it may be labeled differently depending on your Word version). Click Browse to find your PDF file.

Select the PDF and click Insert. You will return to the Object dialog. Check Display as icon if you want readers to see an icon instead of a preview. Click OK. The PDF is now embedded and will travel with your document.

Mac versions of Word sometimes show the PDF preview differently than Windows does. If the preview does not display correctly, checking Display as icon is usually the most reliable option.

Linking a PDF instead of embedding it

Linking keeps the PDF separate from your Word file. The Word document stores only a reference to the PDF's location, not the PDF itself. This makes your Word file much smaller, and if the original PDF updates, the link automatically shows the new version.

On Windows, go to Insert > Object > Create from File. Browse to your PDF. Before clicking OK, check the box labeled Link to file. This tells Word to reference the PDF rather than copy it into the document. Click OK.

On Mac, the process is the same: Insert > Object > Create from File, then check Link to file before confirming. The trade-off is that if you move the PDF to a different folder or send the Word document to someone else without also sending the PDF, the link will break and readers will see an error instead of the PDF.

Converting a PDF to an image and pasting it

If you only need to show what the PDF looks like without letting readers open it or interact with it, converting it to an image is the simplest approach. Open your PDF in any PDF reader, take a screenshot of the page you want, and paste it into Word. This creates a much smaller file and works on any device without requiring a PDF reader.

For a more polished result, use a free tool like ILovePDF or Smallpdf to convert the PDF to JPG or PNG format. read the image file, then in Word go to Insert > Pictures and select the image file. You can resize it and position it like any other image in your document.

The downside is that the image is static — if the original PDF changes, the image in Word does not update. This method also works poorly for multi-page PDFs, since you would need to convert and insert each page separately. Use this approach only when you need a quick visual reference, not when the PDF content is critical or frequently updated.

When embedding, linking, or converting makes sense

Embed the PDF when you want everything in one file, readers need to open the PDF to read it fully, and the PDF does not change often. This is the most common choice for contracts, reference documents, or forms that travel with your Word file.

Link the PDF when the original file is stored in a shared location (like a company server or shared drive), the PDF updates regularly, or you need to keep your Word file as small as possible. This works well for documents that reference policies, procedures, or data that change frequently.

Convert to an image when you only need to show what the PDF looks like, the PDF is short, and file size matters. This is useful for newsletters, presentations, or documents where the PDF is supplementary rather than essential.

Troubleshooting common problems

If the embedded PDF shows only a blank space or icon instead of a preview, this is normal behavior in Word. Readers can still double-click it to open the full PDF. If you want to see a preview while editing, try converting the PDF to an image instead.

If a linked PDF shows an error message like "Cannot find the linked file", the original PDF has been moved or deleted. Either move the PDF back to its original location, or re-embed it as an object instead of linking it. To fix the link, right-click the PDF in Word, select Edit Link, and browse to the new location.

If your PDF contains forms or interactive elements and they do not work after embedding, the PDF may require a full PDF reader to function. Linking the PDF instead of embedding it usually preserves full functionality, since readers will open it in their PDF reader rather than inside Word.

Frequently Asked Questions

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

No. An embedded PDF stays as a PDF — it does not become editable text in Word. If you need to edit the content, edit the original PDF file first, then re-embed it. If you want the content to be editable text in Word, you need to copy and paste the text from the PDF instead of embedding the PDF itself.

Will the embedded PDF work if I send the Word document to someone else?

Yes, embedded PDFs travel with the Word file. The person who receives the document can double-click the PDF to open it. Linked PDFs will not work unless you also send the original PDF file and it is in the same folder structure.

How much does embedding a PDF increase the file size?

The Word file will increase by roughly the size of the PDF. A 2 MB PDF will add about 2 MB to your Word document. If file size is a concern, link the PDF instead of embedding it, or convert it to an image.

Can I embed multiple PDFs in one Word document?

Yes. Repeat the Insert > Object > Create from File process for each PDF. Your file size will grow with each one, so if you are embedding many large PDFs, consider linking them instead or storing them in a separate folder and referencing them.

What happens if I delete the original PDF after embedding it?

The embedded copy in Word stays intact. Deleting the original file does not affect the PDF inside your document. If you had linked it instead, the link would break and readers would see an error.