How to Insert a PDF Into Word as an Object, Icon or Text

Putting a PDF inside a Word document sounds like one job, but it's three different jobs depending on what you want the reader to see. You might want the whole PDF attached so someone can open it, a clickable icon tucked into a paragraph, or the PDF's words pulled into Word so you can edit them.

I'll take each route in turn, because picking the wrong one is why people end up with a giant first page stuck in the middle of their report, or a file they can't edit. Small business owners hit this all the time when they're building proposals with a brochure or a terms sheet that already exists as a PDF.

Three ways to get a PDF into Word

What you want	Best route	Can you edit the PDF text?
The PDF attached inside the document	Insert, Object, Create from File	No, you can only resize it
A small clickable icon instead of a page preview	Same route, with Display as icon ticked	No
The PDF's words as editable Word text	Open the PDF in Word, or copy and paste a short passage	Yes

Inserting a PDF into Word as an object on Windows

This is Microsoft's main method, and it keeps the PDF as a single attached item inside your document.

1. Click where you want the PDF to sit in your document.
2. Go to the Insert tab and select Object in the Text group.
3. Choose the Create from File tab, then select Browse.
4. Find your .pdf file and select Open or Insert.
5. Select OK.

Microsoft says the PDF goes in as an attachment. You can resize it, but you can't edit it once it's in. Anyone opening it needs Adobe Acrobat or Adobe Reader to view the PDF, which is worth mentioning if you're sending the document to someone outside your business.

Showing the PDF in Word as a clickable icon

By default Word shows the first page of the PDF. That can look clumsy in a long document. In the same Object dialog, tick Display as icon before you select OK, and Word shows a small icon the reader can click instead. If you'd like a different look, select Change Icon and pick another.

I prefer the icon for anything that's supporting material, like a full brochure or a signed agreement. The reader can see it's there without it taking over the page.

Embedding versus linking a PDF in Word

The Object dialog also has a Link to file box, and it changes how the PDF behaves.

• Embedded (box unticked): Microsoft says embedded objects become part of the Word file and are no longer connected to the original. The PDF travels with the document wherever you send it.
• Linked (box ticked): Word only stores where the original file lives. Microsoft says linked objects can be updated if the source file changes.

For anything you're emailing to a client, embed it. A link points to a file on your computer, so the other person won't have it. Linking only makes sense for shared documents inside your own team, where everyone can reach the same folder.

Getting the words from a PDF into Word so you can edit them

If what you really want is the PDF's content, not an attachment, Microsoft gives two options.

1. Copy and paste. For a short passage, select the text in the PDF and paste it into Word. Microsoft notes you'll usually get plain text without formatting.
2. Open the PDF in Word. Use Word's open command and choose the PDF. Word's PDF reflow converts paragraphs, lists and tables into a .docx file and tries to keep the layout.

The converted version won't always match the original perfectly, especially if the PDF is full of images or unusual layouts. Check it carefully before you send it anywhere. Once you've finished editing, you can turn it back the other way, and my guide on saving a Word document as a PDF explains the options.

Adding a PDF in Word for the web

Here's the limit people run into. Microsoft says you can't insert PDF objects in Word for the web. What you can do is open and edit a PDF there, but it's converted to a Word document that may not look like the original, and line and page breaks may move. Microsoft says it works best with PDFs that are mostly text.

If you've got the desktop app, select Open in Word to carry on there and use the Insert, Object route. On a Mac, menus vary by version, so look for an Object option under Insert.

When the inserted PDF in Word doesn't behave

• Only the first page shows. That's how an object displays. Tick Display as icon if you'd rather show an icon, or convert the PDF if you need every page visible as text.
• You can't change the text. Inserted PDFs can't be edited. Open the PDF in Word to get editable content instead.
• The recipient can't open it. They need Adobe Acrobat or Adobe Reader, according to Microsoft.
• The Object button is missing. You may be in Word for the web, which doesn't support inserting PDF objects.

Using PDFs inside Word for client work

If you're a freelancer pulling together a pitch with portfolio samples, embedding them as icons keeps the main pitch short and readable. It's a neat touch when you're landing your first freelance writing job and want the client to see examples without wading through them. Just send a test copy to yourself first to check the icons open.

Frequently asked questions

Can I insert a PDF into Word and edit it?

Not as an inserted object. Microsoft says an inserted PDF can be resized but not edited. To edit the content, open the PDF in Word so it's converted into a Word document.

How do I insert a PDF into Word as an icon?

Go to Insert, Object, Create from File, browse to the PDF and tick Display as icon before selecting OK. Change Icon lets you pick a different one.

Can I insert a PDF in Word for the web?

No. Microsoft says you can't insert PDF objects in Word for the web. Use Open in Word to switch to the desktop app.

Should I embed or link the PDF?

Embed it if you're sending the document to someone else, because an embedded PDF becomes part of the Word file. Linking only stores where the original file sits.

Why can't someone open the PDF inside my Word document?

Microsoft says you need Adobe Acrobat or Adobe Reader to view PDF files, so the recipient may need one of those installed.