The simplest way: embed the PDF as an object

Open your Word document 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 it and click Open, then OK. Word will insert the first page of the PDF as an image you can resize.

This method works on both Windows and Mac versions of Word. The PDF stays embedded in the document, so you can email or share the Word file without worrying about a separate PDF file getting lost. The trade-off is that only the first page shows in the document itself, though the full PDF opens if someone double-clicks it.

Key Takeaways

  • Embedding a PDF as an object (Insert > Object > Create from File) shows the first page in your document and lets readers open the full PDF by double-clicking.
  • Linking to a PDF instead of embedding it keeps your Word file smaller, but the PDF file must stay in the same folder or the link breaks.
  • Copying and pasting content from a PDF into Word gives you editable text, but you lose the original formatting and page layout.
  • If you need the PDF to look exactly as-is in your document, take a screenshot of each page and insert it as an image instead.

Linking to a PDF instead of embedding it

If you want to keep your Word document file size small, link to the PDF instead of embedding it. Go to Insert > Object > Create from File, find your PDF, then check the box labeled Link to File before clicking OK. Word will insert a preview of the first page, but the actual PDF stays separate on your computer.

This saves space in your Word document, but it creates a dependency: if you move the PDF to a different folder or delete it, the link breaks and the preview disappears. This method works best when you control both files and know they will stay in the same location. If you plan to email the document to someone else, embed it instead so they can still see the PDF.

Copying text and images from a PDF

If you only need specific content from the PDF—a table, a paragraph, an image—you can copy it directly into Word. Open the PDF in your PDF reader (Adobe Reader, Preview on Mac, or your browser), select the content you want, copy it, then paste it into your Word document.

Text will paste as editable text, but formatting often changes: bold may disappear, spacing may shift, and multi-column layouts flatten into single columns. Images paste as separate objects you can move and resize. This method gives you the most control over what appears in your document, but it requires manual work for each piece of content and works best for small excerpts rather than whole documents.

Taking screenshots when you need the exact layout

If the PDF contains a form, a chart, or a design that must look exactly as-is, screenshot it instead. On Windows, press Print Screen or use the Snipping Tool (search for it in the Start menu). On Mac, press Shift + Command + 4 and drag to select the area. Then paste the screenshot into Word as an image.

Screenshots preserve the exact visual appearance of the PDF, including colors, fonts, and spacing. The downside is that the content becomes an image, so it is not searchable and takes up more file space than text. This method works best for single pages or small sections that need to look identical to the original.

Why embedding usually works better than linking

Embedding and linking both show a preview of the PDF in your Word document, but they behave differently when you share the file. An embedded PDF travels with the Word document—anyone who opens it will see the preview and can open the full PDF without needing the original file. A linked PDF requires the separate file to stay in the same location, which breaks the link if you email the document or move files around.

The main reason to link instead of embed is file size. A Word document with an embedded PDF can be several megabytes larger than the same document with a link. If you are sending the file over email or uploading it to a system with size limits, linking saves space. Otherwise, embedding is simpler and more reliable.

What happens when someone opens the embedded PDF

When you embed a PDF in Word, readers see a thumbnail of the first page in your document. If they double-click that thumbnail, the full PDF opens in their default PDF reader (usually Adobe Reader or Preview). They can then scroll through all pages, search, and print the PDF just as if they had opened the file directly.

The embedded PDF does not change the original file on your computer. If you edit the Word document later, the embedded PDF stays the same unless you delete it and insert a new version. This means you can safely update your Word document without worrying about accidentally changing the PDF content.

Frequently Asked Questions

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

No. The embedded PDF is a copy of the original file at the moment you inserted it. If you need to change the PDF, edit the original file in a PDF editor, then delete the old embedded version from Word and insert the updated PDF. Changes to the original file do not automatically update the embedded copy.

What if the PDF is too large to embed?

Word has no hard limit on embedded file size, but very large PDFs (over 50 MB) can slow down your document or cause it to fail to save. If you hit this problem, link to the PDF instead, or break the PDF into smaller pieces and embed each one separately.

Does embedding a PDF work the same way on Mac and Windows?

Yes. The Insert > Object > Create from File method works on both. Mac Word may show slightly different dialog box labels, but the steps are the same. Both versions let you embed or link to a PDF the same way.

Can I search inside an embedded PDF from Word?

No. Word's search function searches only the Word document text, not the content inside an embedded PDF. To search the PDF, double-click it to open it in your PDF reader, then use that reader's search feature.

What if I want multiple pages of the PDF to show in my Word document?

Embedding shows only the first page as a preview. To show multiple pages, either embed the PDF multiple times (once for each page you want visible), take screenshots of each page and insert them as images, or copy and paste the text content directly into Word.