The three ways to add a PDF to Excel, and when to use each one
You can add a PDF to Excel in three different ways, depending on what you need to do with it. You can embed the PDF as an object that opens when clicked, insert an image of a PDF page, or link to a PDF file stored elsewhere. Embedding works best if you want the PDF to travel with your spreadsheet file. Inserting an image works if you only need to show what one page looks like. Linking works if the PDF lives in a shared folder and multiple people need access to the same version.
The method you choose depends on file size, how many people will use the spreadsheet, and whether the PDF needs to stay current. A 50-page PDF embedded in Excel will make your spreadsheet file very large and slow to open. A linked PDF stays small, but only works if everyone has access to the folder where it lives.
Key Takeaways
- Embedding a PDF as an object keeps it inside your Excel file, but makes the file much larger and slower to open.
- Inserting a PDF as an image shows what the page looks like, but you cannot search or edit the text inside it.
- Linking to a PDF keeps your Excel file small and ensures everyone sees the latest version, but only works if the PDF stays in the same folder location.
- On Windows, use Insert > Object > Create from File to embed; on Mac, use Insert > Picture > Picture from File to insert as an image.
Embedding a PDF so it opens from inside Excel
Embedding means the PDF becomes part of your Excel file. When someone opens the spreadsheet, they can double-click the embedded PDF to open it without leaving Excel. This works on both Windows and Mac.
On Windows: Click the cell where you want the PDF to appear. Go to Insert > Object. In the dialog box, click Create from File. Click Browse, find your PDF, and click Open. Check the box that says "Display as icon" if you want a small icon instead of a preview. Click OK. The PDF is now part of your spreadsheet file.
On Mac: Click the cell where you want the PDF. Go to Insert > Object. Click the dropdown and select PDF. Click Browse, find your PDF, and click Insert. The PDF appears as an icon in the cell.
The downside: your Excel file will become much larger. A 10-page PDF can add 2 to 5 megabytes to your file size. If you email the spreadsheet or share it on a network, the larger file takes longer to send and open. If you embed many PDFs, the file may become too large to email at all.
Inserting a PDF as an image to show what it looks like
If you only need to show what a PDF page looks like — not make the text searchable or editable — you can convert it to an image and insert that instead. This keeps your file smaller than embedding, but you lose the ability to interact with the PDF content.
First, open the PDF in your PDF reader (Adobe Reader, Preview on Mac, or Windows Photos). Take a screenshot of the page you want to show. On Windows, press Print Screen or Shift + Windows Key + S. On Mac, press Shift + Command + 4 and drag to select the area. Paste the image into a graphics program like Paint (Windows) or Preview (Mac) and save it as a .jpg or .png file.
Then go to Insert > Pictures > Picture from File in Excel, find your image file, and click Insert. The image appears in your spreadsheet. You can resize it by dragging the corners. The file size stays much smaller than an embedded PDF, but you cannot search or copy text from the image.
Linking to a PDF file instead of embedding it
Linking means Excel stores only a reference to the PDF, not the PDF itself. The actual file lives in a folder on your computer, a shared network drive, or cloud storage like OneDrive or Google Drive. When someone clicks the link in Excel, the PDF opens in their PDF reader.
To create a link, first make sure the PDF is saved in a location everyone who uses the spreadsheet can reach. If it is on your computer only, others will not be able to open it. If it is on a shared drive or cloud storage, everyone with access to that folder can open it.
In Excel, select the cell where you want the link. Go to Insert > Link (or press Ctrl + K on Windows, Command + K on Mac). In the dialog box, click "Place in This Document" or "Existing File or Web Page" depending on your version. Click Browse, find your PDF, and click OK. Type the text you want to appear in the cell — for example, "Project Budget PDF" — and click OK again. The text now appears as a blue underlined link. Anyone who clicks it will open the PDF.
The advantage: your Excel file stays small, and if you update the PDF in the folder, everyone sees the new version automatically. The disadvantage: if someone moves the PDF to a different folder or deletes it, the link breaks and shows an error.
Comparing file size and sharing for each method
| Method | File Size Impact | Best For | Main Drawback |
|---|---|---|---|
| Embedding | Adds 2–5 MB per PDF | Single-user files or when the PDF must travel with the spreadsheet | Large file size; slow to open and email |
| Image Insert | Adds 100–500 KB per page | Showing what a page looks like without interaction | Cannot search or copy text; only shows one page at a time |
| Linking | Almost no impact | Shared files where everyone needs the latest version | Link breaks if PDF is moved or deleted |
Fixing broken links and moving files safely
If you move a PDF to a different folder after linking it in Excel, the link breaks. Excel will show an error message when someone tries to click it. To fix this, right-click the link in Excel and select Edit Link. Click Change Source, browse to the PDF's new location, and click OK.
To avoid broken links, keep PDFs in a permanent location before you create links to them. If you use a shared drive or cloud storage, the link stays good as long as the folder structure does not change. If you must move a PDF, update all the links in any spreadsheets that reference it.
If you embedded a PDF and later want to replace it with a newer version, right-click the embedded PDF icon in Excel and select Open. This opens the PDF in your reader. You cannot edit it from there. Instead, close it, delete the embedded object from Excel, and embed the new PDF file using the same steps as before.
When to use each method: a decision guide
Use embedding if: You are the only person using the spreadsheet, or you need to send the file to someone and want them to have everything in one place. The PDF is short (under 10 pages). You do not plan to update the PDF often.
Use image insertion if: You only need to show what the PDF looks like, not let people interact with it. You want to keep the file small. You only need one or two pages visible.
Use linking if: Multiple people share the spreadsheet on a network drive or cloud storage. The PDF is long or you update it often. You want everyone to see the same current version. File size matters — you are emailing the spreadsheet or sharing it on a slow connection.
Frequently Asked Questions
Can I edit the PDF after I embed it in Excel?
No. Embedded PDFs open in read-only mode. If you need to edit the PDF, open it separately in your PDF editor, make changes, save it, and then re-embed the updated version in Excel. Linking avoids this problem because the PDF stays separate and you can edit it anytime.
What happens if I email an Excel file with an embedded PDF?
The recipient gets the entire file, including the embedded PDF. They can open it without needing the original PDF file. However, the email attachment will be large, and it may take longer to send and download. If the PDF is over 10 pages, consider linking instead and sharing the PDF separately.
Can I link to a PDF on the internet?
Yes. In the Insert Link dialog, paste the full web address (URL) of the PDF instead of browsing for a file. Anyone who clicks the link will open the PDF in their browser. Make sure the URL stays the same — if the website moves the PDF, the link breaks.
Why is my Excel file so slow to open after I embedded a PDF?
Embedded PDFs add significant file size. Each PDF can add 2 to 5 megabytes or more. If you embedded multiple PDFs, the file may be 20+ MB, which slows down opening, saving, and sharing. Consider deleting embedded PDFs and using links instead, or split the content across multiple smaller spreadsheets.
Can I embed a PDF on a Mac the same way as Windows?
The steps are slightly different. Mac Excel uses Insert > Object, but the dialog looks different and has fewer options. On Mac, inserting a PDF as an image (using Insert > Picture) is often simpler and more reliable than embedding.