The fastest way to add a PDF to Word

You can insert a PDF into a Word document in three ways: as an embedded object that opens inside Word, as a linked file that opens in your PDF reader, or by converting the PDF to an image first. The method you choose depends on whether you need the PDF to stay editable, whether readers need to open it separately, and how much control you want over the final document.

The simplest route for most people is to insert the PDF as an object. This keeps everything in one file and lets readers click to open the PDF without leaving Word. If you need the PDF pages to look exactly like they do in the original file without any formatting changes, converting to an image works better — but this makes the file larger and the text inside the PDF won't be searchable.

Key Takeaways

  • Inserting a PDF as an object keeps it clickable inside Word and is the fastest method for most documents.
  • Converting the PDF to an image first works if you need the pages to look identical to the original, but makes the file size larger.
  • Linking to a PDF instead of embedding it keeps your Word file smaller, but readers need the PDF file to open it.
  • Word on Mac and Windows use slightly different menu paths, but the steps are the same.

Insert a PDF as an embedded object in Word

This method embeds the PDF inside your Word document so readers can click it to open. The PDF stays with the document and doesn't require a separate file.

On Windows: Open your Word document and click where you want the PDF to appear. Go to the Insert tab at the top, then click Object (you may need to click the dropdown arrow next to it). In the dialog box that opens, click the Create from File tab. Click Browse, find your PDF file, select it, and click Open. Back in the dialog, click OK. Word will insert an icon or thumbnail of the first page — readers can double-click it to open the full PDF.

On Mac: Click where you want the PDF, go to Insert at the top, then click Object. In the window that appears, click Create from File. Click Browse, find your PDF, and click Insert. Then click OK in the main dialog. The process is identical to Windows, just with slightly different button labels.

If you want the PDF to display as a preview image instead of just an icon, check the Display as icon checkbox before clicking OK — unchecking it will show a thumbnail of the first page instead. Keep in mind that embedding makes your Word file larger, especially if the PDF has many pages.

Convert the PDF to an image and insert it

If you need the PDF pages to look exactly like the original without any formatting shifts, convert the PDF to an image file first. This method works best when you only need one or two pages from the PDF, because each page becomes a separate image and the file size grows quickly.

Use a free online converter like Smallpdf, ILovePDF, or CloudConvert to turn your PDF into a JPG or PNG file. Upload your PDF, choose the image format, and download the result. Then in Word, go to Insert > Pictures > This Device, find your image file, and click Insert. The image will appear in your document and you can resize it by dragging the corners.

The downside is that text inside the image won't be searchable or selectable — if someone tries to copy text from the page, they'll get nothing. The file also takes up more space than an embedded PDF. Use this method only when appearance matters more than functionality.

Link to a PDF instead of embedding it

If you want to keep your Word file small and the PDF is stored somewhere readers can reach it (like a shared folder or cloud drive), you can link to it instead of embedding it. Readers will click a link in your document and the PDF will open in their default PDF reader.

On Windows: Highlight the text you want to turn into a link. Right-click it and select Link. In the dialog, click Browse next to "Address" and find your PDF file. Click Open, then click OK. The text is now a clickable link to the PDF.

On Mac: Highlight your text, go to Insert > Link, click Web Page, then Browse. Find your PDF and click Open. Click Add Link. The process is the same, just organized slightly differently in the menu.

The catch is that the PDF file must stay in the same location and with the same name, or the link breaks. If you move the PDF to a different folder or rename it, readers will get an error when they click the link. This method works best for documents you're sharing within your organization where file locations are stable.

Troubleshooting common problems

The PDF won't embed: If you get an error when trying to insert the PDF as an object, the file may be corrupted or too large. Try opening the PDF in your PDF reader first to make sure it opens normally. If it does, try converting it to an image instead, or try a different PDF file to see if the problem is specific to that file.

The embedded PDF looks like a blank icon: This is normal — Word shows a generic document icon for embedded objects. Double-click it to open the PDF and verify it's there. If you want a preview image instead, go back and uncheck "Display as icon" when you insert it, though this only works reliably on Windows.

The file size got huge after embedding: Embedded PDFs add their full file size to your Word document. If the PDF is large, your Word file will be too. Use linking instead if file size matters, or insert only the pages you actually need by converting them to images first.

The link is broken after I moved the file: Word links are relative to the original file location. If you move either the Word document or the PDF, update the link. Right-click the link, select Edit Link, click Change Source, and browse to the new location. Then click OK.

Choosing the right method for your situation

Use embedded objects if you want everything in one file, you're sharing the document by email, or readers need to open the PDF without leaving Word. This is the most common choice and works on both Windows and Mac.

Use images if the PDF is only one or two pages, appearance is critical, and you don't mind a larger file. This method also works if you need to edit or annotate the PDF content directly in Word.

Use links if the PDF is large, you're sharing files through a network or cloud drive where the location won't change, or you want to keep your Word file as small as possible. This method requires readers to have a PDF reader installed, but most computers do.

Frequently Asked Questions

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

No. When you embed a PDF, it's locked inside the Word document. To edit it, you have to open it separately in your PDF reader or editor, make changes, save it, and then re-embed the updated version. If you need to edit the content frequently, linking to the PDF instead lets you update the original file and the link will always point to the newest version.

Will the embedded PDF work if I send the Word document to someone else?

Yes. The PDF is stored inside the Word file, so it travels with the document. The person who receives it can double-click the embedded PDF to open it without needing the original PDF file. This is one of the main advantages of embedding instead of linking.

What's the difference between inserting a PDF and copying and pasting it?

Copying and pasting a PDF into Word usually pastes only the first page as an image, and the quality often suffers. Using Insert > Object gives you more control — you can embed the whole PDF, choose whether to show an icon or preview, and readers can open the full document by double-clicking. Pasting is faster for single pages but less reliable.

Can I search for text inside an embedded PDF in Word?

No. The text inside an embedded PDF is not searchable from Word — Word's Find function won't locate words inside the PDF. If searchability matters, convert the PDF to an image and use OCR (optical character recognition) software first, or keep the PDF separate and link to it instead.

Does embedding a PDF work the same way in Word Online as it does in the desktop version?

No. Word Online (the browser version) doesn't support embedding PDFs as objects. You can only insert images or link to files. If you need to embed a PDF, use the desktop version of Word on Windows or Mac. You can then upload the finished document to OneDrive or SharePoint and open it in Word Online, and the embedded PDF will be there — but you won't be able to add new embedded PDFs from the online version.