The simplest way: insert the PDF as an image

The fastest way to add a PDF to a Word document is to insert it as an image. Open your Word document, go to the Insert tab at the top, click Pictures, then This Device, and select your PDF file. Word will convert the first page of the PDF into an image and place it in your document.

This method works well if you only need one or two pages and don't plan to edit the content. The PDF appears as a picture you can resize, move, or crop like any other image. However, you cannot edit the text inside it — if the PDF contains text you need to change, this approach won't work.

If your PDF has multiple pages, Word will only show the first page. You'll need to insert each page separately if you want them all in your document.

Key Takeaways

  • Inserting a PDF as an image is the quickest method and works in all versions of Word, but you cannot edit the text inside it.
  • Embedding a PDF as an object lets you open and view the full document within Word, though it takes up more file space.
  • If you need to edit PDF text, copy and paste the content directly into Word instead of inserting the file itself.
  • Word on Mac has fewer PDF options than Word on Windows, so Mac users may need to convert the PDF to another format first.

Embedding the PDF so readers can open it inside Word

If you want someone to be able to open and read the entire PDF without leaving your Word document, you can embed it as an object. Click Insert, then Object (you may need to click the arrow next to it to see more options), then Create from File. Browse to your PDF, select it, and click Insert.

The PDF will appear as an icon or thumbnail in your Word document. Anyone who opens the document can double-click that icon to view the full PDF inside Word. This is useful when you want to include a reference document or attachment without making the Word file itself enormous.

The downside is that embedded objects make your Word file larger, and the PDF must be available on the computer where the file was created for the embedding to work properly. If you email the document to someone else, they may not be able to open the embedded PDF unless they have the original file.

Copying and pasting PDF text if you need to edit it

If the PDF contains text you need to modify or reformat, copying and pasting is often simpler than inserting the file. Open the PDF in your PDF reader (Adobe Reader, Preview on Mac, or your browser), select the text you need, copy it, then paste it into Word.

Once the text is in Word, you can edit it, change the font, adjust spacing, or reformat it however you need. This method works best for small amounts of text — a paragraph, a table, or a few lines. For large PDFs with complex layouts, the pasted text may lose its original formatting and require cleanup.

Some PDFs are locked or scanned as images, which means you cannot select or copy the text. If you encounter this, you'll need to use the image insertion method instead, or convert the PDF to a different format first.

Using Word's PDF import feature on Windows

Newer versions of Word on Windows can open PDF files directly. Click File, then Open, and change the file type dropdown to show All Files or PDF Files. Select your PDF and click Open. Word will convert the PDF into an editable Word document.

This conversion is not perfect — complex layouts, images, and special formatting may not translate exactly. However, the text becomes editable, and you can modify it as you would any other Word document. Once you've made your changes, save the file as a .docx (Word format) to keep your edits.

This feature is available in Word 2019 and later versions on Windows. If you have an older version of Word or are using a Mac, this option won't appear in your File menu.

What to do on a Mac

Word on Mac does not have the same PDF insertion tools as Windows. Your best options are to insert the PDF as an image (using Insert > Pictures) or to copy and paste text from the PDF directly into your document.

If you need to embed a PDF on Mac, you can try using Insert > Object, but the feature is less reliable than on Windows. For complex PDF work on Mac, consider opening the PDF in Preview, exporting it as a different format, or using an online PDF converter before bringing it into Word.

Reducing file size when PDFs make your document too large

Embedded PDFs and image insertions can make your Word file much larger, especially if you're adding multiple PDFs. If your document becomes too large to email or share, you have a few options.

First, try compressing the images in your document. Click File, then Info, then Compress Pictures. Choose a lower resolution — Email or Screen quality usually works fine for documents you're sharing digitally.

Second, consider linking to the PDF instead of embedding it. Rather than inserting the file, you can type a sentence like "See the attached PDF" and let readers open it separately. This keeps your Word file small and ensures people always see the most current version of the PDF.

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, it becomes a picture you cannot edit. If you embed it as an object, you can open it to view, but editing happens inside the PDF viewer, not in Word. To edit PDF text within Word, copy and paste the text content instead of inserting the file.

Why does my PDF look blurry or low quality in Word?

When Word converts a PDF to an image, it may reduce the resolution to keep file size manageable. If quality matters, try inserting the PDF at a larger size in your document, or use the PDF import feature on Windows to convert it to an editable Word document instead.

What if the PDF won't insert or shows an error?

The PDF file may be corrupted, locked, or in a format Word doesn't recognize. Try opening the PDF in another program first to confirm it works. If it does, try converting it to a different format using an online converter, then insert the converted file into Word.

Can I insert multiple PDF pages at once?

No. If you insert a PDF as an image, only the first page appears. You'll need to insert each page separately. If you embed the PDF as an object, the entire document is included but appears as a single icon. For multi-page content, copying and pasting text or using the PDF import feature may be faster.