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 insert the PDF as an image, which makes it part of the document but not editable. You can embed it as an object, which lets someone open it inside Word without leaving the file. Or you can link to it, which keeps the PDF separate but lets readers access it with one click. Each method has a different result, and Word does not always handle PDFs the way you might expect.
The most important thing to know upfront: Word cannot convert a PDF into editable text the way it can with a .docx file. If you need to edit the content of the PDF, you will need to convert it first using a PDF editor or an online tool — Word will not do that for you. But if you just need the PDF to appear in or alongside your document, one of these three methods will work.
Key Takeaways
- Inserting a PDF as an image embeds it permanently in your Word file but makes it uneditable and can increase file size significantly.
- Embedding a PDF as an object lets readers open and view it within Word, but the PDF stays locked and cannot be edited inside the document.
- Linking to a PDF keeps your Word file smaller and lets you update the PDF without resaving the Word document, but the PDF must stay in the same folder location.
- Word does not convert PDF text into editable Word text — if you need to edit the content, you must convert the PDF first using a separate tool.
Inserting a PDF as an image (the simplest method)
The easiest way to add a PDF to Word is to insert it as an image. This embeds the PDF pages directly into your document so they appear as pictures. Open your Word document, go to the Insert tab, click Pictures, then select This Device. Navigate to your PDF file and click Insert. Word will convert the PDF pages to images and place them in your document.
This method works reliably and the PDF will always display the same way, but there are two drawbacks. First, if your PDF has multiple pages, Word inserts only the first page by default — you would need to insert the file multiple times to add all pages. Second, the file size of your Word document will grow noticeably because images take up more space than text. If your PDF is 500 KB, inserting it as an image might add 2 to 5 MB to your Word file depending on the PDF's resolution.
Use this method when you need a straightforward, permanent record of what the PDF looked like and you do not mind the larger file size.
Embedding a PDF as an object (for interactive viewing)
Embedding lets someone open the PDF right inside Word without switching to a separate program. Go to Insert, click Object (you may need to click the small arrow next to it), then select Create from File. Click Browse, find your PDF, and click Insert. Check the box for Display as icon if you want a clickable icon instead of a preview, then click OK.
When someone opens your Word document, they will see either a preview of the PDF or an icon labeled with the filename. They can double-click it to open the PDF in their default PDF reader. The PDF itself is not editable inside Word — it opens in a separate window — but this method keeps the PDF bundled with your Word file so nothing gets lost or separated.
The file size increase is smaller than inserting as an image, usually 100 to 300 KB depending on the PDF. Use this method when you want readers to be able to view the full PDF without leaving Word, but you do not need to edit it.
Linking to a PDF (when the file stays in one place)
Linking creates a clickable reference to a PDF file without embedding it in Word at all. This keeps your Word file small and lets you update the PDF later without resaving the Word document. Go to Insert, click Link, then select your PDF file. Word will create a hyperlink — usually showing the filename — that readers can click to open the PDF.
The catch is that the PDF must stay in the same folder location. If you move the PDF to a different folder or delete it, the link breaks and readers will get an error. This method works best when you are sharing a folder of related files — for example, a proposal document linked to supporting PDFs in the same folder — or when you are storing files on a shared drive where the path stays constant.
Use this method when file size matters, when you plan to update the PDF later, or when the PDF is something readers might want to open in their own PDF reader rather than inside Word.
When to use each method: a comparison
| Method | File Size Impact | Editable in Word | Works if PDF Moves | Best For |
|---|---|---|---|---|
| Insert as Image | Large (2–5 MB per page) | No | Yes | Single-page PDFs, printed documents, permanent records |
| Embed as Object | Small (100–300 KB) | No | Yes | Multi-page PDFs, readers who want to view in Word |
| Link to PDF | None | No | No | Shared folders, files you plan to update, keeping Word file small |
Why Word cannot edit PDF text directly
A common expectation is that Word can convert a PDF into editable text the way it converts a .docx file. It cannot. PDFs are designed to look the same on every device, which means they lock the layout and formatting. Word treats a PDF as a finished product — an image or object — not as a document it can reformat and edit.
If you need to edit the text inside a PDF, you have two options. You can use a dedicated PDF editor like Adobe Acrobat, Nitro, or free tools like PDFtk or LibreOffice Draw. Or you can use an online PDF-to-Word converter, which extracts the text and reformats it as a .docx file — though this often requires manual cleanup because the conversion is not always perfect, especially with complex layouts or images.
Troubleshooting common problems
If you insert a PDF as an image and only the first page appears, Word is working as designed. You will need to insert the PDF file multiple times, once for each page you want to include. Some users insert the PDF, then use the crop tool to show different sections of the same image, but the simplest approach is to insert it once per page.
If you embed a PDF and it does not open when clicked, the person reading the document may not have a PDF reader installed, or their PDF reader may not be set as the default. Embedding works best when you know your audience has Adobe Reader or another standard PDF viewer. If you link to a PDF and the link breaks, check that the PDF file is still in the same folder and that you have not renamed it. Moving the Word file to a different folder will not break the link as long as the PDF moves with it and stays in the same relative location.
Frequently Asked Questions
Can I edit text inside a PDF after I embed it in Word?
No. Embedding a PDF in Word lets you view it, but the PDF remains locked. To edit the text, you must open it in a PDF editor or convert it to a Word document first using a PDF-to-Word tool or dedicated PDF software.
What happens to my embedded PDF if I move the Word file to a different computer?
Embedded PDFs travel with the Word file, so moving the document to another computer will not break anything. Linked PDFs, however, will break unless the PDF file moves to the same relative location or you update the link path manually.
Will inserting a PDF as an image make my Word file too large to email?
It depends on the PDF and how many pages you insert. A single-page PDF inserted as an image typically adds 2 to 5 MB. If your email provider has a size limit (Gmail allows 25 MB), inserting multiple pages could exceed it. Linking or embedding uses less space and is better for large files.
Can I search for text inside an embedded PDF in Word?
No. Word's search function only searches the text in the Word document itself, not inside embedded objects. If you need searchable text, you must extract it from the PDF using a converter or PDF editor first.
What is the best way to add a multi-page PDF to Word?
Embedding as an object is usually best for multi-page PDFs because it keeps file size reasonable and lets readers open the full PDF with one click. Inserting as an image requires you to insert the file once per page, which is tedious. Linking works if the PDF will stay in a fixed location.