The simplest way: insert the PDF as an image or object

Word does not treat a PDF the same way it treats a Word document. You cannot straightforward drag a PDF into Word and have it become editable text. Instead, you have three practical routes: insert it as an image (which shows what the PDF looks like but is not searchable), embed it as an object (which preserves the PDF but takes up file size), or convert it first (which requires a separate tool).

The fastest method for most people is to insert the PDF as an image. Open your Word document, go to the Insert tab, select Pictures, then This Device, and browse to your PDF file. Word will convert each page of the PDF into an image and place it in your document. This works well if you need the PDF visible in the document and do not need to edit its text.

If you have a multi-page PDF, Word will insert only the first page as an image by default. To include all pages, you will need to repeat this step for each page, or use the object method instead.

Key Takeaways

  • Inserting a PDF as an image shows the PDF content in your Word document but makes it a static picture you cannot edit or search.
  • Embedding a PDF as an object keeps the file intact inside Word but increases file size and requires the reader to have a PDF viewer installed.
  • Converting a PDF to Word format before inserting it allows you to edit the text, but conversion quality depends on how the PDF was created.
  • For multi-page PDFs, inserting as an image requires you to add each page separately, while embedding as an object preserves all pages at once.

Embedding a PDF as an object to keep it intact

If you want the entire PDF to stay inside your Word document without converting it, embed it as an object. This keeps the PDF file whole and lets someone open it directly from Word by double-clicking it, but it does increase your Word file size.

Go to the Insert tab, select Object (you may need to look under Text or a dropdown menu depending on your Word version), then choose Create from File. Browse to your PDF, check the box for Display as Icon if you want it to show as a clickable icon rather than a preview, and click Insert. The PDF is now embedded in your document.

Anyone who opens your Word document will see the embedded PDF, but to view it they will need a PDF reader installed on their computer. This method works best when you want to keep related files together in one document without actually merging their content.

Converting the PDF to Word format first

If you need to edit the text inside the PDF, inserting it as an image or object will not work. Instead, convert the PDF to a Word document first, then insert or copy the content into your main document.

Microsoft Word has a built-in PDF converter. Open Word, go to File > Open, and select your PDF file directly. Word will attempt to convert it to an editable document. The quality of this conversion depends on how the PDF was created — a PDF made from a scanned image will not convert to editable text, but a PDF created from a Word document or similar source usually will.

Once the PDF is open in Word as a converted document, you can copy sections of text and paste them into your main document, or save the converted version and insert it as a linked file. Be aware that formatting may shift during conversion, especially with complex layouts or multiple columns.

Linking to a PDF instead of embedding it

If your Word document is stored on a shared drive or cloud service like OneDrive or SharePoint, you can link to the PDF rather than embedding it. This keeps your Word file smaller and ensures everyone sees the most recent version of the PDF.

Go to Insert > Link (or Hyperlink), paste the path or URL to your PDF, and add display text like "View the PDF here." When someone clicks the link, the PDF opens in their default PDF viewer. This method works best for PDFs that change over time or when file size matters.

Linking requires that the PDF stays in the same location. If you move the PDF file or the link breaks, readers will see an error. For documents you plan to email or share offline, embedding or inserting as an image is more reliable.

Choosing the right method for your situation

Use insert as image if you need the PDF visible in the document, do not need to edit its text, and want to keep file size reasonable. This is the best choice for including screenshots, forms, or reference materials that readers should see but not modify.

Use embed as object if you want to keep the PDF file intact inside Word and readers may need to open it separately. This works well for contracts, reference documents, or files that need to stay together for archival purposes.

Use convert to Word first if you need to edit the PDF text or merge its content into your document. This is the only method that lets you work with the actual text from the PDF, but it requires the PDF to be text-based rather than scanned images.

Use link to the PDF if the PDF is stored on a shared drive and you want to keep your Word file small. This ensures readers always see the current version, but only works if the PDF stays in the same location.

Troubleshooting common problems

If Word cannot open your PDF directly, the file may be corrupted or in an older format. Try opening it in your PDF reader first to confirm it works. If it does, try converting it using an online PDF-to-Word tool, then opening the converted file in Word.

If the converted PDF text looks scrambled or the layout is broken, the PDF was likely created from a scanned image rather than digital text. In that case, you will need to either retype the content, use optical character recognition (OCR) software to extract the text, or insert the PDF as an image instead.

If your embedded PDF makes the Word file too large to email, switch to linking instead, or insert only the first page as an image and provide a link to the full PDF. You can also compress images in Word by going to Picture Format > Compress Pictures to reduce overall file size.

Frequently Asked Questions

Can I edit text inside a PDF after I insert it into Word?

Not directly. If you insert the PDF as an image or embed it as an object, it remains a static file you cannot edit. To edit PDF text, convert it to Word format first using Word's built-in PDF opener, or use dedicated PDF editing software. Keep in mind that conversion quality varies depending on how the PDF was originally created.

What is the difference between inserting a PDF and linking to it?

Inserting embeds the PDF inside your Word file, making the file larger but ensuring the PDF travels with the document. Linking creates a clickable reference that opens the PDF from its original location, keeping your Word file smaller but requiring the PDF to stay in the same place. Use linking for shared drives and inserting for documents you will email or move.

Why does my converted PDF look different in Word?

Word's PDF converter works best with PDFs created from digital documents like Word files. PDFs made from scanned images, or those with complex formatting, tables, or multiple columns, often lose formatting during conversion. If the result is unusable, insert the PDF as an image instead or use specialized PDF-to-Word conversion software.

Can I insert a multi-page PDF as a single object?

Yes, if you embed it as an object using Insert > Object > Create from File. The entire PDF stays intact inside Word. If you insert it as an image, only the first page converts, and you must repeat the process for each additional page.

Does embedding a PDF in Word make the file too large to email?

It depends on the PDF size and your email provider's limits. Most email services allow attachments up to 25 MB. If your Word file with embedded PDF exceeds that, compress the images in Word, link to the PDF instead of embedding it, or send the files separately. You can check file size by right-clicking the document and selecting Properties.