By Teddy CipollaThu. 25 Jan. 20243min Read

How to Insert a PDF into a Word document

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How to Insert a PDF into a Word document

Merging PDF files into your Word documents can enhance your content, making it more comprehensive and professional.

PDF Reader Pro streamlines this process, ensuring a seamless integration. This concise guide will lead you through the necessary steps to insert a PDF into a Word document effectively.

Theodore Cipolla
Blog Author - B2B SaaS Content Marketer
Theodore is a B2B SaaS Content Marketer with over ten years of experience. He is passionate about helping professionals appreciate the value of tools quickly.

Method 1: Insert a PDF into a Word document

Check out our first guide for inserting PDFs into Word documents directly.

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Step 1: Open your Word document

Start by opening the Word document where you want to insert the PDF.

Image source: Microsoft Word

Step 2: Insert object from file

Go to 'Insert' > 'Object' > 'Create from file' to prepare for PDF insertion.

Image source: Microsoft Word

Step 3: Choose your PDF

Click 'Browse,' select your PDF file, and then click 'Open.'

Image source: Microsoft Word

Step 4: Set display preferences

Check 'Display as Icon' and uncheck 'Link to File' for optimal embedding.

Step 5: Embed the PDF

Click 'OK' to embed the PDF into your Word document as an icon or a full display.

Now your PDF is accessible to anyone you share this Word file with!

"I always used more than one PDF Reader before finding PDF Reader Pro because none of them had all the tools I needed in one platform. Now I only use PDF Reader Pro due to its efficient suite of tools!"
Naaziyah Ismail
B2B SaaS Content Writer
Source: LinkedIn

Method 2: Converting a PDF Into Word

If you need to include the contents of a PDF in your Word file, it is better to simply convert the PDF into a Word file first. 

Find out how below. 

Step 1: Open PDF Reader Pro and select the "PDF To Word" tool

Step 2: Check the "Recognize text" box if needed and click "Convert"

Step 3: Copy the contents of your new Word file into your desired Word file

You can also check our resume resource on How to Make a Label Template in Word.

How to Insert a PDF into a Word Document: Best Practices

Inserting a PDF file into a Word document can streamline your workflow and enhance the presentation of digital documents.

However, to ensure a seamless integration and maintain the original format of your content, it’s essential to follow these best practices.

  1. Choose the Right File Format: Ensure your PDF file and Word document are in the right file format. Compatibility is key for a smooth conversion process.

  2. Utilize Google Docs for Conversion: If you encounter format issues, consider using Google Docs as an online tool to convert the PDF content into a more compatible file type before inserting it into your Word document.

  3. Navigate through Drop-Down Menus Carefully: When inserting a PDF document, use the 'File Menu' or 'File Tab' in Word and select 'Object' from the drop-down menu. This will lead you to the 'Create from File' tab, which is crucial for embedding your PDF.

  4. Consider the PDF Content and Structure: If you're dealing with a multi-page PDF, understand that the insertion will treat the PDF as a single object. For detailed content, consider the 'Picture From File' option for individual pages or an external document linking for more dynamic content management.

  5. Manage Your Source Files: Keep your source PDF file and Word document organized. Any changes to the source file might not reflect in your Word document if the 'Link to File' option is unchecked.

  6. Use Online Services for Large Files: For heavy or complex PDFs, consider using an online service or Google Drive. These platforms can handle the conversion process and file type compatibility more efficiently, especially for large or multi-page PDFs.

  7. Avoid Reliance on Specific Software: While tools like Adobe Acrobat offer robust features, your PDF insertion process should not rely on one software alone. Explore built-in Word features or other PDF tools that offer flexibility in managing PDF content.

  8. Understand the Object Icon and Popup Window: When you insert a PDF, you might see an object icon representing the embedded file or a popup window for further settings. Familiarize yourself with these elements to tailor the PDF’s appearance in your Word document, ensuring it aligns with the rest of your content.

By adhering to these best practices, you can ensure that your PDF file is inserted into your Word document in its most effective form, preserving the integrity and formatting of your valuable content.

Whether it's a single-page report or a comprehensive external document, these tips will help maintain the quality and professionalism of your digital documents.

"PDF Reader Pro transcends the typical PDF tool experience. Its team is passionately committed to enhancing the document management abilities of modern professionals."
Theodore Cipolla
B2B SaaS Content Marketer
Source: LinkedIn

How to Insert a PDF into a Word Document: FAQ

Can I insert a PDF file using the menu bar in Word?

Yes, you can use the menu bar in Word. Navigate to the 'Insert' tab, click on 'Object' in the menu bar, and then select 'Create from File' to insert your PDF.

Will the inserted PDF be a clickable object in the Word document?

The PDF can appear as a clickable object, especially if you choose 'Display as Icon' when inserting the PDF. This makes the PDF an interactive part of your document.

Is a separate PDF reader required to view an inserted PDF in Word?

No separate PDF reader is needed. The inserted PDF can be viewed directly within Word, although having a dedicated PDF reader might provide additional functionalities.

What is the file size limit for inserting a PDF into a Word document?

While Word doesn't explicitly limit the size of the PDF file, it's recommended to avoid extremely large files (over 50 MB) as they may slow down or crash the software. Large files might also affect the entire file's performance.

Can I insert the entire file of a multi-page PDF into a Word document?

Yes, the entire file, including all pages of a multi-page PDF, can be inserted into a Word document. However, it will be treated as a single object, and individual page editing won't be possible within Word.

Is batch file conversion possible when inserting multiple PDFs into Word?

Batch file conversion isn't directly possible within Word. You would need to insert each PDF separately or use a separate tool for batch conversions between PDF files.

What happens if my PDF or DOC file is corrupted?

If the files are corrupted, Word may not be able to insert the PDF properly. Ensure file integrity by checking the PDF and DOC files beforehand.

Can I edit the content of a PDF after inserting it into a Word document?

The content of the inserted PDF remains in its original file format and is not directly editable within Word. It acts more like an image or a separate PDF file embedded within the document.

Are there limitations on file types when inserting image files or other document types into Word?

Word supports the insertion of various file types, including image files and documents. However, the way these files are displayed and interacted with can vary based on the file type.

Does inserting a PDF into Word affect the original file quality?

Inserting a PDF into Word should not affect the original file quality. The PDF is embedded as an object, maintaining its original file quality and format. However, always ensure you have a backup of the original file to prevent any accidental loss.

Inserting your original PDF file into a Word document is a pivotal step towards efficient document creation. Whether it's a legal PDF document, a fixed-format PDF document, or converting PDFs into image files, maintaining the document format and ensuring the PDF source file remains intact is essential.

By correctly managing the output file settings, you can keep the essence of the original document, be it a PDF image file or a single file, ensuring your PDF document stays intact and your document for quotes retains its intended meaning and presentation.

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