How to Insert a PDF Into a Word Document

Yes, you can insert a PDF into Word, but how it works depends on what you want to do with it

You can place a PDF file inside a Word document in three different ways, and each one behaves differently. You can embed it as an object (so it stays as a separate file inside the document), insert it as an image (so it becomes a picture you can resize), or link to it (so Word opens the PDF in a separate window when you click). Which method works best depends on whether you need people to edit the PDF content, whether file size matters, and whether the PDF needs to stay connected to the original file.

The most common reason people want to insert a PDF is to include a form, a certificate, or a reference document alongside their own writing. Word handles each of these situations differently, and choosing the wrong method can create frustration later — either the file becomes too large to email, or the PDF content doesn't display the way you expected, or the link breaks when you move the document to a different folder.

Key Takeaways

Embedding a PDF as an object keeps the PDF inside your Word file, but the file size grows and most people cannot edit the PDF content from within Word.
Inserting a PDF as an image converts it to a picture, which makes the file smaller and easier to share, but you lose the ability to interact with form fields or clickable links inside the PDF.
Linking to a PDF keeps your Word file small and the PDF stays editable in its original program, but the link breaks if you move either file to a different folder.
Windows and Mac versions of Word have slightly different steps, and older versions of Word may not support all three methods.

Embedding a PDF as an object inside Word

When you embed a PDF, the entire file becomes part of your Word document. This means the Word file gets larger — sometimes significantly — because it now contains both your document and the PDF data. On Windows, go to the Insert tab, select Object, choose Create from File, browse to your PDF, and check the box that says "Display as icon" if you want a clickable icon instead of a preview. On Mac, the steps are similar: Insert menu, Object, then navigate to your PDF file.

The advantage is that the PDF travels with your Word document — you can email the Word file and the PDF is already inside it. The disadvantage is that most people cannot edit the PDF content directly from Word. If someone opens your Word document and double-clicks the embedded PDF, it usually opens in their default PDF reader (Adobe Reader, Preview on Mac, or whatever they have set up), and any changes they make happen in that separate program, not in Word. The file size also becomes a real problem if your PDF is large or if you are embedding multiple PDFs.

Inserting a PDF as an image

Converting your PDF to an image and inserting it into Word is the method that creates the smallest file and works most reliably across different computers. Go to Insert, select Pictures, then choose "From this device" and navigate to your PDF. Word converts the PDF pages into image files and inserts them into your document. If your PDF has multiple pages, Word inserts each page as a separate image.

This method works well when you need to include a reference document, a scanned form, or a certificate that people will read but not interact with. The file size stays manageable, and the images display consistently on any computer. The trade-off is that the PDF becomes a picture — you cannot click links inside it, fill out form fields, or copy text from it the way you could from the original PDF. If you need to make changes to the content, you have to edit the original PDF and re-insert it.

Linking to a PDF instead of embedding it

A link keeps your Word document small and the PDF stays in its original form, editable in whatever program created it. To create a link, type the text you want people to click, select it, go to Insert, choose Link, and browse to your PDF file. When someone clicks that text in your Word document, the PDF opens in their default PDF reader.

This method is best when the PDF is a separate document that might change — a policy manual, a reference guide, or a form that gets updated regularly. Because the PDF stays separate, you can update it without touching the Word document. The downside is that the link only works if both files stay in the same folder structure. If you move the Word document to a different folder or send it to someone without the PDF, the link breaks and people see an error message instead of the PDF.

File size and email considerations

Embedding a PDF can quickly make your Word document too large to email. A 5-page PDF might add 2 to 5 megabytes to your Word file, depending on the PDF's resolution and content. Most email systems reject attachments larger than 20 to 25 megabytes, so if you are embedding multiple PDFs or large image-heavy PDFs, you may hit that limit fast.

If file size is a concern, insert the PDF as an image instead — this compresses the content and usually keeps the file under 1 megabyte per page. If you need the PDF to stay editable and you do not need it inside the Word document, use a link instead. You can also compress the PDF before embedding it using free tools like Smallpdf or ILovePDF, though this reduces image quality.

Differences between Windows and Mac Word

The three methods work on both Windows and Mac, but the steps are slightly different. Windows Word has a dedicated Object option under the Insert tab that makes embedding straightforward. Mac Word also has an Object option, but it is sometimes harder to find — you may need to look under Insert and then scroll to find it, or use the menu bar at the top of the screen.

Inserting a PDF as an image works almost identically on both systems: Insert, Pictures, select your file. Linking to a PDF also works the same way on both. If you are using an older version of Word — anything before 2016 on Windows or before 2016 on Mac — some of these options may not be available, and you might need to use a workaround like copying and pasting the PDF content or using a third-party converter.

What happens when someone opens your Word document

If you embedded a PDF, the person who opens your document will see either a preview of the first page or an icon labeled with the filename, depending on which option you chose during embedding. They can double-click it to open the PDF in their PDF reader, but they cannot edit it inside Word itself.

If you inserted the PDF as an image, they will see the pages as pictures. They can view them, resize them, or move them around in the document, but they cannot interact with any form fields or links that were in the original PDF.

If you linked to the PDF, they will see clickable text. When they click it, the PDF opens in their default PDF reader — but only if they have the PDF file in the same location. If the link is broken, they will see an error message asking them to locate the file.

Frequently Asked Questions

What if my PDF has multiple pages?

If you embed the PDF as an object, Word inserts the entire file as one object — people see only the first page in the preview, but the whole PDF is there. If you insert it as an image, Word converts each page into a separate image and stacks them in your document, which can make the file very long. Linking to a PDF keeps all pages together in the original file.

Can I edit the PDF content after I insert it into Word?

Not directly from Word. If you embedded it, you have to double-click it to open it in a PDF reader, make changes there, and save it — but those changes do not automatically update the embedded copy in Word. If you inserted it as an image, you cannot edit the content at all. If you linked to it, you can edit the original PDF file, and the link will always point to the updated version.

Why is my Word file suddenly huge after I inserted a PDF?

You probably embedded the PDF as an object. Embedded files add their full size to your Word document. Try deleting it and inserting the PDF as an image instead, which compresses it. Or use a link if the PDF does not need to travel with the Word document.

Can I insert a PDF form and have people fill it out in Word?

Not reliably. If you embed or insert the PDF, people cannot interact with the form fields from within Word — they have to open the PDF separately to fill it out. If you need an interactive form in Word, you should create a Word form using the Developer tab instead of inserting a PDF.

What if the person I send the document to does not have the PDF file?

If you embedded it, they have it — it is inside the Word document. If you linked to it, they do not have it, and the link will be broken. If you inserted it as an image, they have it as a picture inside the document. For sharing with others, embedding or inserting as an image is safer than linking.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.