The simplest way to add a PDF to Word

You can place a PDF inside a Word document in three ways: embed it as an image (so it displays on the page), insert it as a link (so readers click to open it separately), or convert the PDF to Word first and paste the content directly. The method you choose depends on whether you want the PDF visible in the document itself or just accessible from it.

For most people, inserting the PDF as an image works best. This displays the PDF content right where you want it, and the file stays embedded even if you move the Word document to another computer. The trade-off is that embedded PDFs take up more file space and cannot be edited within Word — they are pictures of the original PDF.

Key Takeaways

  • Inserting a PDF as an image embeds it directly in the Word document so it displays on the page, but the file size grows and you cannot edit the PDF content.
  • Linking to a PDF keeps the Word file small and lets readers open the original PDF, but the link breaks if you move or delete the PDF file.
  • Converting a PDF to Word first lets you edit the content, but the conversion often scrambles formatting, especially if the PDF has images or complex layouts.
  • On Windows, use Insert > Pictures > This Device; on Mac, use Insert > Picture > Picture from File.
  • If you need the PDF editable within Word, converting it first is the only option, though you should expect to fix formatting afterward.

Inserting a PDF as an image on Windows

Open your Word document and click where you want the PDF to appear. Go to the Insert tab at the top of the screen, then click Pictures and select This Device. Navigate to the PDF file on your computer, select it, and click Insert.

Word will display the PDF as an image on the page. You can resize it by dragging the corners, move it around, and wrap text around it if needed. The PDF is now part of the Word file itself — if you email the document or move it to another computer, the PDF stays with it.

One limitation: if the PDF has multiple pages, Word inserts only the first page. If you need all pages visible, you must insert each page separately as its own image, which becomes tedious for long PDFs.

Inserting a PDF as an image on Mac

Click in your Word document where you want the PDF to go. Select the Insert menu at the top, then click Picture and choose Picture from File. Find the PDF on your computer, select it, and click Insert.

The PDF appears as an image in your document. You can resize and reposition it the same way you would any picture. Like the Windows version, Mac Word shows only the first page of a multi-page PDF, so inserting a full document requires multiple steps.

Linking to a PDF instead of embedding it

If you want readers to open the original PDF in a separate window rather than see it embedded in Word, insert a link instead. Highlight the text you want to turn into a link (for example, "read the full report"), then right-click and select Link (Windows) or Add Link (Mac).

Click This Device or Browse, navigate to your PDF file, and click Insert or Open. The text now appears as a blue underlined link. When someone clicks it, the PDF opens in their default PDF reader.

The advantage is that your Word file stays small and readers always see the original, uncompressed PDF. The disadvantage is that the link breaks if you move or delete the PDF file, or if you send the Word document to someone without also sending the PDF. For this reason, linking works best when both files live in a shared folder or cloud storage that everyone can access.

Converting a PDF to Word first

If you need to edit the PDF content within Word, you must convert it to a Word document before inserting it. Open your PDF in a PDF reader, then look for an export or save option. Many PDF readers (including Adobe Reader) have an option to export as Word format.

Alternatively, you can use an online converter: search for "convert PDF to Word" and use a free tool like Smallpdf or ILovePDF. Upload your PDF, read the converted Word file, and open it in Word. You can now edit the text, change fonts, and modify the layout.

Be prepared to fix formatting. PDF-to-Word conversion often scrambles spacing, moves images around, or loses special formatting like text boxes or columns. The more complex the original PDF, the more cleanup you will need to do. For straightforward text PDFs, the conversion is usually clean. For PDFs with images, tables, or unusual layouts, expect to spend time reformatting.

Choosing the right method for your situation

Use embedding as an image if you want the PDF visible in the document, do not need to edit it, and want to keep everything in one file. This works well for contracts, certificates, or reference documents that readers should see exactly as they are.

Use linking if the PDF is large, you want readers to see the original file, or you are sharing the document with others who will have access to the PDF file. This keeps your Word document lean and ensures readers always see the current version of the PDF.

Use converting to Word first only if you need to edit the PDF content and cannot accept formatting changes. Expect to spend time fixing the layout after conversion. If the PDF is image-heavy or has a complex design, this method may not be worth the effort.

Troubleshooting common problems

If the PDF does not appear after you insert it, the file may be corrupted or in an unusual format. Try opening the PDF in your PDF reader first to confirm it works. If it opens fine there, try inserting it again or restarting Word.

If the file size of your Word document suddenly becomes very large after inserting a PDF, that is normal — embedded images take up space. If the file is too large to email, consider linking to the PDF instead or compressing the image. Right-click the embedded PDF, select Compress Picture, and choose a lower resolution.

If you inserted a link and it no longer works, the PDF file has likely been moved or deleted. Check that the PDF is still in the location where you saved it. If you moved the Word document to a different folder, the link may break unless both files moved together. To fix this, delete the link and create a new one pointing to the PDF in its current location.

Frequently Asked Questions

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

No. When you insert a PDF as an image, it becomes a picture that cannot be edited within Word. If you need to change the PDF content, you must edit the original PDF file separately, then re-insert the updated version into Word. If you need to edit the content in Word itself, convert the PDF to Word format first.

What happens to the embedded PDF if I move the Word document?

The PDF stays embedded and moves with the document. Because the PDF is now part of the Word file, it does not depend on a separate file existing on your computer. This is different from linking, where the link breaks if you move either file.

Can I insert a multi-page PDF so all pages show in Word?

Not in one step. Word displays only the first page when you insert a PDF as an image. To show all pages, you must insert each page separately, which requires converting the PDF to individual image files first or inserting it page by page manually. For long PDFs, linking to the original file is usually faster.

Is there a file size limit for embedded PDFs?

Word documents can be quite large, but embedding high-resolution PDFs will noticeably increase file size. If your Word document needs to stay under a certain size (for email, for example), linking to the PDF instead of embedding it will keep the file smaller.

What is the difference between inserting a PDF and inserting a picture of a PDF?

When you insert a PDF through the Insert > Pictures menu, Word converts it to an image file automatically. You are not inserting the PDF itself — you are inserting a picture of what the PDF looks like. This is why you cannot edit the content and why only the first page appears.