The three ways to add a PDF to Word, and what each one does
You can add a PDF to a Word document in three different ways, and which one you choose depends on what you want to do with the PDF afterward. You can embed it as an object (so it stays a separate file inside the document), insert it as an image (so it becomes part of the Word layout), or link to it (so Word points to the file but doesn't contain it). Each method has different trade-offs for file size, editability, and what happens when you share the document.
Word does not convert a PDF into editable text automatically — if you need the words from the PDF to be editable in Word, you will need to copy and paste the text manually, use a separate PDF-to-Word converter, or retype it. The methods below are for keeping the PDF visible inside or alongside your Word document.
Key Takeaways
- Inserting a PDF as an object embeds the whole file inside your Word document, making the file larger but keeping everything in one place.
- Inserting a PDF as an image converts each page to a picture, which works well for display but makes the file much larger and prevents any text copying.
- Linking to a PDF keeps your Word file small but requires the PDF to stay in the same folder and accessible when someone opens the document.
- Word cannot edit PDF text directly — if you need editable text from a PDF, you must copy it manually or use a separate conversion tool.
- The method you choose affects file size, shareability, and whether the PDF stays current if the original file changes.
Embedding a PDF as an object (keeps it in one 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 (in the Text group). A dialog box will open — click the Create from File tab, then Browse to find your PDF on your computer. Select the PDF and click Insert, then OK.
The PDF will now appear as a small icon or preview in your Word document. When someone opens the document, they can double-click the icon to view the PDF inside Word. The PDF is now part of the Word file itself, so the Word document will be larger, but you only have one file to send or store. If you move or delete the original PDF file, the embedded version stays in the Word document.
One limitation: if the PDF is very large, embedding it can make your Word file slow to open or difficult to email. Also, the embedded PDF does not update if the original file changes — you would need to delete the old one and embed the new version.
Inserting a PDF as an image (for display only)
Place your cursor where you want the PDF to appear. Go to Insert, then click Pictures and choose From This Device. Navigate to your PDF file and select it. Word will convert the PDF pages into image files and insert them into your document.
This method works well if you want the PDF to look exactly as it does in the original — the layout, fonts, and formatting all stay the same. However, the images take up a lot of space, so your Word file will become noticeably larger. You also cannot select or copy text from the PDF once it is converted to an image. If you need to extract words from the PDF, this is not the right method.
If your PDF has multiple pages, Word will insert each page as a separate image, which can make your document very long. You may need to resize the images or adjust spacing to keep the document readable.
Linking to a PDF (keeps your file small)
Place your cursor where you want the link to appear. Go to Insert, then click Hyperlink. In the dialog box, click Browse and navigate to your PDF file. Select it and click OK, then OK again. Word will create a clickable link to the PDF — when someone clicks it, the PDF opens in their default PDF reader.
This method keeps your Word file small because the PDF itself is not stored inside the document. Instead, Word just remembers the location of the PDF file. This works well if you are sharing documents with people who have access to the same folder or network drive.
The downside is that the link only works if the PDF stays in the same location. If you move the PDF to a different folder or delete it, the link will break and the document will no longer open it. If you email the Word document to someone without also sending the PDF, they will not be able to open the link.
Comparing file size and portability
| Method | File Size | Works When Shared | Text Selectable |
|---|---|---|---|
| Embed as object | Larger (PDF inside Word) | Yes, if sent together | No |
| Insert as image | Much larger (multiple images) | Yes, if sent together | No |
| Link to PDF | Small (link only) | Only if PDF stays accessible | No (opens separately) |
What to do if you need editable text from the PDF
If your goal is to copy words from the PDF and edit them in Word, none of these three methods will help. Embedding, inserting as an image, and linking all keep the PDF as a separate, non-editable object.
Your options are to copy and paste text manually (open the PDF in a separate window, select the text you need, and paste it into Word), or to use a PDF-to-Word converter tool. Many free online converters exist, though they work better on straightforward PDFs with clean text and worse on PDFs with complex layouts, images, or scanned pages. If the PDF is a scanned image of a document, you will need optical character recognition (OCR) software to convert it to text at all.
Choosing the right method for your situation
Use embed as object if you want to keep everything in one file and do not mind a larger document. This is useful for contracts, reference documents, or anything you want to archive together with your Word file.
Use insert as image if the PDF needs to look exactly as it does in the original and you are not worried about file size. This works well for displaying certificates, official forms, or design samples.
Use link to PDF if you want to keep your Word file small and the PDF will stay in a shared location that everyone can access. This is common in workplaces where files are stored on a network drive or shared folder.
Frequently Asked Questions
Can I edit the PDF after I embed it in Word?
No. Embedding, inserting as an image, and linking all keep the PDF as a read-only object. If you need to change the PDF content, you must edit the original PDF file separately using a PDF editor, then re-embed or re-link it in Word.
What happens if I move the Word document to a different folder?
If you embedded the PDF or inserted it as an image, it stays in the Word document and moves with it. If you linked to the PDF, the link will break unless the PDF is in the same relative location. For example, if both files are in a folder called "Documents," moving the folder together keeps the link working.
Will the file size be a problem if I embed a large PDF?
Yes. A large PDF can add several megabytes to your Word file, making it slow to open and difficult to email. If file size matters, use a link instead, or ask yourself whether you really need the PDF in the Word document at all.
Can I convert a PDF to editable Word text automatically?
Word cannot do this directly. You can copy and paste text manually from a PDF, or use a separate PDF-to-Word converter tool. These tools work better on PDFs with clean, typed text and worse on scanned images or complex layouts.
What if the PDF has multiple pages?
Embedding as an object or linking will include all pages in one icon or link. Inserting as an image will create a separate image for each page, making your document much longer. If you only need one page, you can extract it from the PDF using a PDF editor before inserting it into Word.