When you want to reference a PDF document in Word, one of the best ways to do it is by including the file in your document. There are several ways to insert a PDF into Microsoft Word. This guide shows how to add a PDF file as an object, icon, hyperlink, linked text, screen clipping, or drag the text from the file so you can use whatever works best for you.
About adding a PDF document when sharing a Word document
If you plan to share a Word document containing the PDF, you’ll also need to share the PDF with your editing partners. Whether you insert it as an icon or as a PDF link as described below, those you share it with will get an error or a blank page when they try to open the file if you don’t share it first.
Check your PDF software’s sharing features to see how others can view a local file. Alternatively, link and share a PDF file stored online or with a service like OneDrive, as described below.
Embed a PDF file as an object
One simple way to insert a PDF into a Word document is to embed it as an object. With this option, you can see the PDF content and click it to open the file.
- Place the cursor in the Word document where you want to insert the PDF, then go to the “Insert” tab.
- In the Text section of the ribbon, select the arrow next to the Object button and select “Object”.
- In the pop-up window, open the “Create from File” tab and use the “Browse” button to locate and select your file.
- The path will appear in the “File name” box at the top of the window.
- Check the “Link to file” box to create a direct link to the PDF and select “OK” to add the object.
- Your PDF will appear in the Word document as an embedded object. You can drag a corner or edge to resize the object or select it to open the file.
Add PDF as an icon
Maybe you want to provide an easy way to open the PDF without embedding the content. You can add an icon to the file – even change the default icon if you like.
- The first steps here are the same as inserting a PDF as an object: place the cursor where you want the icon, go to the “Insert” tab, select the “Object” dropdown arrow, and select “Object”. In the window that appears, go to the “Create from file” tab and use the “Browse” button to locate and select the PDF.
- The path to the file will appear in the “File Name” box at the top. Confirm the path and check the box for “Show as Icon”.
- You can see a preview of the icon displayed below the check box. To use a different one, select “Change Icon”.
- If you have a saved icon you’d like to use, click “Browse” to locate and select it. Otherwise, select an icon from the list. Click “OK” when you’re done.
- You’ll see a preview of the new icon below the “Show as icon” checkbox. Check the “Link to file” box to create a direct link to the PDF.
- Click “OK” to add your PDF icon to the document.
- You will see the icon in your document and can click to open the PDF.
Add hyperlink to PDF
Including a simple link to the PDF instead of embedding it or adding an icon is a good option if you have a list of hyperlinks in your document or just want quick access to it.
- Place the cursor in the document where you want the link. If you’d like to link existing text instead, select that text.
- Go to the “Insert” tab, open the “Link” drop-down menu (or the “Links” menu if your video is condensed), and select “Add Link”.
- In the pop-up window, select “Existing File or Web Page” on the far left. On the right, you can select “Current Folder” or “Recent Files” to quickly find a local file. Select it from the list.
- If you don’t see the file in either of these places, use the Look In field near the top to open the file location, then select the PDF from the list.
- If your PDF is stored online, you can use an external link to the file. In the pop-up window, select “Existing File or Web Page” on the far left. On the right, select “Reference Pages” and select the link if you have visited the page recently. Otherwise, enter the URL in the “Address” field near the bottom.
- If you selected text for the link, you’ll see it at the top of the popup box. You can adjust the text if you want; Just be aware that this changes the text in your actual document as well.
- Click “OK” to add a hyperlink to the file.
- When you see the hyperlink in your document, you can click or hold on it Ctrl and click to open the PDF.
advice: If you are creating a letter or contract, you can also add a signature to a Word document.
Use PDF screen clipping
Another way to insert a PDF into Word is to use a simple screenshot. This is useful if you don’t want to access the original file and just want to view a snapshot of it.
- Make sure the PDF file you want to use is open. You can have it on another monitor or next to a Word document.
- Place the cursor in the Word document where you want the screenshot. Go to the “Insert” tab and open the “Screenshot” menu in the illustrations section of the movie.
- In the drop-down box, you should see the window containing your PDF file under “Available Windows”. Select the window to add the screenshot to your document.
- You will see your screenshot appear in the Word document.
- Alternatively, you can select “Screen Clipping” in the “Screenshot” menu to capture the portion of the document you want to include.
- When you select this option, your cursor changes to a crosshair icon. Drag and drop to capture the part of the document you want to include.
- You will see the screenshot of your PDF in your Word document and can work with it like any other embedded image.
Insert the text from a PDF file
Another way to insert a PDF file into a Word document is by taking the text from it. It’s kind of like using copy and paste to add text; However, this method pulls all the text from the document.
Note: If you have special characters or symbols in the PDF document, they may not display correctly in the Word document. This option works best with plain text.
- Place the cursor in the document where you want the text and go to the “Insert” tab.
- In the Text section of the ribbon, select the arrow next to the Object button and select “Grouped Text”.
- Locate and select the file in the pop-up window that appears, then click “Add” at the bottom.
- You may see a pop-up message informing you that Word will convert your PDF to an editable Word document. This does not affect your original PDF. Click “OK” to continue or “Cancel”.
- The text from your PDF should appear in the document. You can work with this text as if you typed it in a Word document.
Note: You can convert your Word document back to PDF after combining multiple sources.
Common questions
Can I add other types of files in Word using the same methods?
You can add many other file types to a Word document using these methods. However, they may not all work the same way, and it depends on the file type.
For example, when you get to the point where you select the file as an object, icon, or link, you may see the file grayed out. You may also see a message when you try to insert the file informing you that there is a problem. These are indicators that you cannot perform the particular operation with this type of file.
How do I remove a PDF file inserted into Word?
The method for removing the PDF depends on how it was inserted.
If you’re adding an object, icon, or screenshot, just select that item and click Clear. If you are using a hyperlink, right-click and select “Remove Hyperlink” to save the text. Alternatively, delete the linked text if you no longer need it or the link.
How can I convert a PDF file to Word format?
In some cases, you can open the PDF in Microsoft Word, and it will be editable. With a blank Word document open, go to “File -> Open”, then find and select the PDF file. When the file opens, select “Start Editing” at the top.
Since some characters and symbols may not convert properly, you can also use an online file converter or a third-party application. See our guide to converting PDF to Word for instructions on these options.
Image credit: Pixabay. All screenshots by Sandy Writtenhouse.
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