The three ways to add a PDF to Excel
You can add a PDF to Excel in three ways: embed it as an object that opens when clicked, insert an image of a specific PDF page, or link to the PDF file so it opens in a separate window. Which method works best depends on whether you want the PDF visible in the spreadsheet, whether you need to edit it alongside your data, and how large the file is.
Embedding works well for reference documents you want to keep with the spreadsheet file. Inserting an image works when you need to show specific content from the PDF directly in cells. Linking works when the PDF is stored separately and you want to keep file size down.
Key Takeaways
- You can embed a PDF as an object that opens when double-clicked, keeping it packaged with your Excel file.
- Converting a PDF page to an image and inserting it lets you display PDF content directly in cells without opening a separate file.
- Linking to a PDF file creates a clickable reference that opens the PDF in your default viewer, useful for large files or documents stored on shared drives.
- Embedded PDFs increase your Excel file size significantly, so use linking or images for large documents.
Embedding a PDF as an object you can open from Excel
To embed a PDF so it stays with your Excel file and opens when clicked, use the Object feature. Go to the Insert tab, select Object (in the Text group), then choose Create from File. Browse to your PDF, select it, and click Insert. You can check the Display as icon box to show just an icon instead of a preview.
The embedded PDF becomes part of the Excel file itself, so the file size grows. If your PDF is 5 MB or larger, embedding will noticeably slow down opening and saving the spreadsheet. The PDF opens in your system's default PDF viewer when you double-click the embedded object. This method works best for smaller PDFs that you want to keep together with your spreadsheet.
Inserting a PDF page as an image in cells
To show PDF content directly in your spreadsheet, convert the PDF page to an image first, then insert it. On Windows, open the PDF in Microsoft Edge, right-click the page, select Copy image, then paste it into Excel. On Mac, open the PDF in Preview, select the area you want, copy it, and paste into Excel.
Alternatively, use a free online converter like Smallpdf or ILovePDF to convert your PDF to JPG or PNG format, then insert the image file into Excel using Insert > Pictures. This method lets you display specific content from the PDF directly in cells without requiring a separate file to open. The downside is that you see only a static image, not the full interactive PDF.
Linking to a PDF file stored elsewhere
To create a clickable link that opens a PDF without embedding it, right-click the cell where you want the link, select Link, then choose Existing File or Web Page. Browse to your PDF file and click OK. The cell now displays text (usually "PDF" or the file name) that opens the PDF when clicked.
Linking keeps your Excel file small because the PDF stays separate. This works well when the PDF is stored on a shared drive, cloud storage, or your local computer and you want multiple people to access the same version. The PDF opens in your default viewer — usually Adobe Reader or your web browser — in a new window. If you move or delete the PDF file later, the link will break, so keep the PDF in a stable location.
When to use each method
| Method | Best for | File size impact | How it opens |
|---|---|---|---|
| Embed as object | Small PDFs you want packaged with the spreadsheet | Increases Excel file size | Double-click to open in PDF viewer |
| Insert as image | Showing specific PDF content directly in cells | Minimal impact | Displays in cell; no separate opening |
| Link to file | Large PDFs or files on shared drives | No impact on Excel file | Click to open in default viewer |
Troubleshooting common problems
If an embedded PDF won't open, check that you have a PDF reader installed (Adobe Reader is free). If the file is corrupted, try re-embedding it. If your Excel file is too large to email or upload, switch to linking instead of embedding.
If a link breaks after moving the PDF, right-click the link, select Edit Link, and browse to the PDF's new location. If you're sharing the spreadsheet with others, use a shared drive or cloud storage (OneDrive, Google Drive, SharePoint) so the link path stays the same for everyone. If you're inserting an image and it looks blurry, the original PDF resolution may be low — try a different page or PDF file.
Frequently Asked Questions
Can I edit a PDF after embedding it in Excel?
No. Embedded PDFs open in your PDF viewer as read-only files. If you need to edit the PDF, open it separately, make changes, save it, then re-embed the updated version in Excel. Alternatively, link to the PDF so you can open and edit it without touching the Excel file.
What's the file size limit for embedding a PDF?
There's no hard limit, but Excel files over 25 MB become slow to open and difficult to share via email. If your PDF is larger than 2 MB, linking is usually better than embedding. Check your file size by right-clicking the PDF file and selecting Properties (Windows) or Get Info (Mac).
Will the embedded PDF work if I send the Excel file to someone else?
Yes, the PDF stays inside the Excel file. The recipient can open it by double-clicking the embedded object, as long as they have a PDF reader installed. Links, however, will break unless both of you have access to the same shared drive or cloud folder.
Can I insert multiple PDFs into one spreadsheet?
Yes. You can embed multiple PDFs as objects, insert multiple PDF images, or create multiple links. Keep in mind that embedding many PDFs will make your file very large. For multiple documents, linking is usually the most practical approach.
How do I remove an embedded PDF from Excel?
Click the embedded PDF object to select it, then press Delete. For a linked PDF, right-click the link, select Remove Link, and choose whether to keep or delete the display text.