The fastest way: insert the PDF as an image

The simplest method is to insert your PDF as a picture. 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 PDF pages into images and place them in your document.

This works well when you want the PDF content to look exactly as it appears in the original file — logos, formatting, and all. The downside is that the text inside the PDF image cannot be edited or searched within Word. If you need to change anything, you will have to edit the original PDF file and insert it again.

Each page of the PDF becomes a separate image in your document. If your PDF has ten pages, you will see ten images stacked in your Word file. This can make your document very large, so check the file size before sending it to someone else.

Key Takeaways

  • Inserting a PDF as a picture is the fastest method and preserves the exact appearance of the original, but the text cannot be edited within Word.
  • Embedding a PDF as an object lets you open and view it inside Word, but requires the reader to have a PDF viewer installed.
  • Converting the PDF to Word format beforehand gives you editable text, though formatting may shift depending on how complex the original PDF is.
  • Linking to a PDF file instead of embedding it keeps your Word document smaller, but the PDF must stay in the same folder location for the link to work.

Embedding a PDF so it opens inside Word

If you want readers to open the PDF without leaving your Word document, you can embed it as an object. Click the Insert tab, then Object (usually found under a dropdown menu labeled Text or near the bottom of the Insert ribbon). Choose Create from File, browse to your PDF, and click Insert.

The PDF will appear as an icon or thumbnail in your Word document. When someone opens the document and double-clicks that icon, the PDF opens in a separate window or viewer. This keeps your Word file smaller than inserting the PDF as images, and the PDF stays in its original format.

The catch is that the person reading your document needs to have a PDF viewer installed on their computer — most do, but not all. If they do not, they will see an error message instead of the PDF opening. Test this with someone else before relying on it for important documents.

Converting the PDF to Word format first

If you need the PDF content to be editable text inside Word, convert it to a Word document before inserting it. Many free online converters exist — search "convert PDF to Word" — or you can use Microsoft Word's built-in conversion. Open Word, go to File > Open, select your PDF file, and Word will attempt to convert it to editable text.

This method works best with PDFs that contain mostly text and simple formatting. Complex layouts, multiple columns, or unusual fonts often shift or break during conversion. After Word converts the file, you can copy the text and paste it into your main document, or save the converted file and insert it as a linked file.

The conversion is not always perfect. Check the result carefully before using it in an important document. If the formatting is too damaged, go back to inserting the PDF as an image or object instead.

Linking to a PDF instead of embedding it

Instead of putting the PDF inside your Word document, you can create a link to it. Highlight the text where you want the link to appear, go to Insert > Link, and browse to your PDF file. When someone clicks that text in your Word document, the PDF opens in their default viewer.

This keeps your Word file small and lets you update the PDF without re-saving the Word document. However, the PDF file must stay in the same folder as your Word document, or the link will break. If you move the Word file to a different computer or folder without moving the PDF, the reader will see an error.

Linking works well when you are sharing documents with people on the same network or in the same organization. For documents you are emailing to people outside your workplace, embedding or inserting as an image is safer because the PDF travels with the Word file.

Choosing the right method for your situation

Use Insert as Picture when you want the PDF to look exactly as it does in the original file and you do not need anyone to edit the text. This is common for contracts, official forms, or certificates.

Use Embed as Object when you want readers to see the PDF inside Word but also be able to open it in full-screen if they need to. This works for reference documents or supplementary materials.

Use Convert to Word format when the PDF contains text you need to edit or when you want to merge the PDF content with your existing Word document. Be prepared to fix formatting issues afterward.

Use Link to the PDF when you want to keep your Word file small and you control where both files are stored. This is useful for internal company documents or shared network folders.

Fixing common problems

If the PDF appears very small or hard to read in your Word document, you inserted it as an image. Right-click the image and select Size and Position to make it larger. Keep in mind that enlarging an image can make it blurry.

If the link to your PDF is broken, the PDF file has been moved or deleted. Check that the PDF is still in the same folder as your Word document. If you moved the Word file to a different location, move the PDF with it or re-create the link.

If the PDF embedded as an object will not open, the reader may not have a PDF viewer installed. Ask them to install Adobe Reader (free) or use a different method like inserting as a picture instead.

If the converted Word document looks wrong, the original PDF had complex formatting that Word cannot fully translate. Try inserting the PDF as an image or object instead of converting it.

Frequently Asked Questions

Can I edit text inside a PDF that I inserted into Word?

No, not if you inserted it as a picture or embedded object. The PDF remains in its original format. To edit the text, you must convert the PDF to Word format first, though formatting may shift. Alternatively, edit the original PDF file separately and insert the updated version.

Will the PDF file size make my Word document too large?

Yes, inserting PDFs as images can significantly increase file size, especially with multi-page documents. Embedding as an object is smaller. Linking to the PDF keeps your Word file smallest, but the PDF must stay in the same folder. Test the file size before sending it to others.

What happens if I email a Word document with a linked PDF to someone else?

The link will break because the PDF is not included in the email — only the Word document is. The recipient will see an error when they try to open the PDF. Send the PDF file separately, or use embedding or inserting as a picture instead.

Can I insert multiple PDFs into one Word document?

Yes. Repeat whichever method you chose for each PDF. Keep in mind that inserting many PDFs as images will make your document very large. Consider linking to them instead, or embedding them as objects.

Does Word work the same way on Mac and Windows?

The steps are nearly identical, though menu names and button locations may differ slightly. On Mac, look for the same tabs and options in roughly the same places. If you cannot find a button, check the Help menu or search the ribbon for the feature name.