The three ways to add a PDF to Word, and when to use each one
You can insert a PDF into a Word document in three different ways, depending on what you need the PDF to do. You can embed it as an object (so it opens inside Word when clicked), insert it as an image (so it displays as a picture on the page), or link to it (so clicking opens the file separately). The method you choose depends on whether you want the PDF visible on the page, whether you need people to edit it, and whether the file needs to stay separate or live inside the Word document.
Each method works differently in older and newer versions of Word, and the steps vary slightly between Windows and Mac. This guide covers the most common approach for each method so you can pick the one that fits what you're trying to do.
Key Takeaways
- Embedding a PDF as an object lets people open it inside Word by double-clicking, but the file size grows and older Word versions may not support it.
- Inserting a PDF as an image displays it as a picture on the page, works in all Word versions, but loses the ability to interact with form fields or links inside the PDF.
- Linking to a PDF keeps the file separate and the Word document small, but requires the PDF to stay in the same folder or the link breaks.
- Word on Mac has fewer options than Word on Windows, and older versions of Word may not support PDF embedding at all.
Embedding a PDF so it opens inside Word
Embedding a PDF means the file lives inside the Word document. When someone opens the Word file and double-clicks the PDF, it opens in a viewer without leaving Word. This works best when you want to keep everything in one file and don't expect the document to move between computers.
On Windows in Word 2016 and later: Go to the Insert tab, click Object (in the Text group), then choose Create from File. Click Browse, select your PDF, check "Display as icon" if you want it to show as a small icon rather than a preview, then click Insert. The PDF is now embedded in the document.
On Mac in Word 2016 and later: Go to Insert, then Object. Click the dropdown for file type and select PDF, then browse to your file and click Insert. Mac Word does not always show a preview, so the PDF may appear as an icon.
Embedded PDFs increase the Word file size noticeably, sometimes by several megabytes. If you email the document or share it on a network with size limits, this matters. Also, older versions of Word (2013 and earlier) may not open embedded PDFs correctly, so check with your audience before using this method.
Inserting a PDF as an image on the page
Inserting a PDF as an image converts it to a picture and displays it directly on the page. This method works in every version of Word and is the most reliable way to show a PDF's content without worrying about compatibility. The tradeoff is that the PDF becomes a static image — you cannot click links inside it or fill in form fields.
On Windows: Go to Insert, then Pictures, then This Device. Browse to your PDF and select it. Word will ask you which page to insert (if the PDF has multiple pages). Choose the page you want and click Insert. The PDF appears as an image on the page.
On Mac: Go to Insert, then Pictures, then Picture from File. Select your PDF, choose the page you want, and click Insert.
If your PDF has multiple pages and you need all of them in the Word document, you will have to insert each page separately. This is slow for long PDFs, but it is the only way to get all pages as images. If you only need one or two pages, this method is faster than the alternatives.
Linking to a PDF so it opens separately
Linking to a PDF keeps the file outside the Word document. When someone clicks the link, the PDF opens in their default PDF viewer. This keeps the Word file small and lets you update the PDF without editing the Word document, but it requires the PDF to stay in the same location or the link breaks.
On Windows and Mac: Type the text you want to appear as a link (for example, "Click here to view the PDF"). Select that text, then go to Insert and click Hyperlink (or press Ctrl+K on Windows, Command+K on Mac). In the dialog, click "Browse" or "This Device", find your PDF, and click OK. The text is now a clickable link to the PDF.
This method works best when the Word document and PDF will stay together in the same folder, such as in a shared drive or a zipped archive. If you move the Word file to a different location and leave the PDF behind, the link will break and clicking it will show an error. To fix a broken link, select it, go to Insert and Hyperlink again, and browse to the PDF's new location.
Choosing between embedding, inserting as an image, and linking
Use embedding when you want everything in one file, the document will not move between computers, and your audience uses recent versions of Word. Embedding is best for internal documents that stay within your organization.
Use inserting as an image when you need the PDF visible on the page, you are not sure what version of Word your audience has, or you only need one or two pages from the PDF. This method is the most compatible and the most reliable.
Use linking when the PDF is large, you may need to update it later without changing the Word document, or you want to keep file sizes small. Linking works best for documents that will be stored together, such as in a shared folder or a project archive.
Troubleshooting common problems
If the PDF does not appear after you insert it, check that the file is not corrupted by opening it in your PDF viewer first. If it opens there but not in Word, try inserting it as an image instead — this works more reliably across Word versions.
If you embedded a PDF and it will not open when clicked, the file may be too large or the PDF may use features that Word does not support. Try converting the PDF to an image and inserting that instead, or save the PDF separately and link to it.
If a link to a PDF is broken, the PDF has likely moved. Right-click the link (or Control-click on Mac), select Edit Hyperlink, and browse to the PDF's new location. If you are sharing the document with others, make sure the PDF stays in the same folder as the Word file, or the link will break for them too.
If the Word file is much larger than expected after inserting a PDF, you embedded it. Embedded files add significant size. If this is a problem, delete the embedded PDF, convert it to an image and insert that instead, or link to the PDF separately.
Frequently Asked Questions
Can I insert multiple pages from a PDF at once?
No. If you embed or link to a PDF, the entire file is treated as one object. If you insert as an image, you must insert each page separately. For PDFs with many pages, linking or embedding is faster than inserting each page as an image.
What happens to the PDF if I move the Word document to a different folder?
If you embedded the PDF, it moves with the Word document — no problem. If you linked to the PDF, the link breaks because Word can no longer find the file. To fix it, edit the link and point it to the PDF's new location. To avoid this, keep the Word document and PDF in the same folder.
Can I edit the PDF after I insert it into Word?
If you embedded it, you can open it by double-clicking, but you are editing the original PDF file, not a copy. Changes save to the PDF inside the Word document. If you inserted it as an image, you cannot edit it — it is a picture. If you linked to it, clicking the link opens the original PDF file in your PDF viewer, where you can edit it.
Why is my Word file so large after inserting a PDF?
You likely embedded the PDF. Embedded files add their full size to the Word document. If file size is a problem, delete the embedded PDF and link to it instead, or convert the PDF to an image and insert that (images compress better than embedded PDFs).
Does this work the same way in Google Docs or other word processors?
No. Google Docs, LibreOffice, and other programs have different methods for inserting PDFs. Google Docs lets you upload a PDF and convert it to a document, but does not embed PDFs the way Word does. Check your word processor's help documentation for the correct steps.