Word: How to Insert or Add a PDF File in a Document – Quick Guide


The files that are in PDF format are currently widely used in offices, universities or similar organizations; since both the documents PDF like Word are files that serve to store information useful. Also, although their applications are similar, their extensions are totally different, so it may be useful to know how to insert a PDF file into a Word document.

In addition, you will see that you will find information in the PDF formats that will surely be very useful to you, and in case you need to have all the content that is in this file, you can always edit and convert a PDF file on your PC. So that you can edit and modify the information when you need it.

Word versions compatible with PDF file

If we use one of the latest versions of Word, we can see the feasibility that is provided when wanting to interact with the PDF format. But this was not always the case, and we must know it since the dynamics of using Word will not be cloistered only to our personal computer.

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insert pdf files in word

Although it is true that the most archaic versions of Word are no longer in practice by users, there are still those who maintain their preferences for use over interface presentations prior to the most up-to-date ones. From there can come a tumult of incompatibilities if we intend to apply the same tools, advantages and functions that we use in our favorite version of Word; which usually refers to the most recent.

Listing the entire list would be torturous, so let’s go back to the point where the inflection of Word gave way. This allows us to talk about a before and after in terms of compatibility relationships and links between Word and PDF.

In 2007, Office made a commitment to append and allow compatibility between Word and PDF. However, this does not happen in the expected way; since the legal tirades between the company, and Adobe Systems hinder connection marking between both interfaces harmoniously.

However, under the introduction of the famous Office Service Pack 2, the desired export permission for PDF files is granted. This action decants the before and after in terms of Word versions compatible with PDF files.

From there the process of rapprochement and links between both interfaces begins. From where it is ensured that under each new update of the Word interface, there are greater tools and possibilities of action between PDF and Word. From 2007 onwards, Word versions are supported and increasingly interconnected with the tools of the PDF interface.

How to attach a PDF file in Word

Word is the text format par excellence, it is implemented for endless activities such as making legal documents; write letters and memoranda among others. However, its use is not implemented exclusively for these activities, since in this format you can insert, edit or delete images in Word itself.

Although it should be noted that to work comfortably it is essential to have the most recent version of Microsoft Word that you can find on its official website. This way you will be able to carry out any activity you need, such as adding a PDF to Word, if you have not tried it yet do not worry, below you will see a simple way to do it.

Step 1

The first thing you can do if you want to insert a PDF document into a Word file is to use the means provided by the Microsoft Word platform. Since these have endless methods to perform almost any requirement such as attaching a PDF to the Word document. When starting you must open or enable the Word file where you will add the PDF.

Step 2

Next, you should go to the top in the toolbar and look for the section that says insert; When you do this, you will see that several tools are displayed and you will locate the text option as shown in the image at the bottom.

image showing how to insert a pdf in word

Step 3

Also, in that box you must identify the section that says object and select it, you will notice that an interface and a file browse box appear, go to and find the PDF file that you want to insert into your Word document. Finally, you must give click to link file option, which is located further down in the same box, this will allow you to open the PDF at any time you like or need to do so.

Text

Given the recurring need to attach a common text element, from PDF to Word, the parity relationships between both platforms; it allows it, if it is the most recent versions of Word. Being Word, a writing and editing tool, and PDF a reading tool; the need to transfer text from PDF to Word is recurrent, usually short elements, that is, excerpts or quotes.

For this reason, the transfer of text is possible under the plain text option, so that content taken from PDF to be appended without problems and under Word’s custom formatting settings. For this reason the text will be possible to append it to Word in a simple and direct way with a copy and paste; if it is a short element, it is also taken as a raw element.

However, there is a limitation of the amount of content that can be transferred in this way. For this reason we must go to extra steps, when wanting to make a copy and paste, let’s see how.

Copying and pasting Text

We must make the clarification that it is possible that you only want to append the content present within a PDF element; without having to go or use the use of attaching content within the Word platform. For this we are going to do the following, we are going to open the file in PDF format, but under the Word presentation, for this we recommend the use of Word 2016; or, failing that, go to the Word 2013 interface.

By doing this, the PDF content will be displayed as editable text, from where it will be possible to copy and paste the text into an Office document. Which in this case will be Word, as the destination platform. Being Word in this particular, a platform for transformation, linking and destination of PDF content.

open pdf in word

Object

Within the Text section, we are going to click on insert, from where we are going to choose Object. Now we must click on the Create from file option, then choosing Account. At this point we must search for the PDF file, being selected, we are going to click on Open. To close the process and make it effective, we just have to click on the accept box.

Image or screenshot

In this special case, this possibility is used due to the need to insert complex elements such as arithmetic exercises that are contained within the PDF format. Its extended use is not recommended, since the image obtained and later appended is difficult for the internal elements to edit. Even having to go to photo editing platforms.

For this reason, it is recommended that the image or screenshot be without text, or if it is present, it is not necessary to remove it. To start the process we must take a screenshot, by using the command «Windows + Shift + S».

Then we are going to click, using the left button and dragging over the area that we want to copy or capture; this saves a draft-style image to the clipboard. We now refer to the Word interface, pressing on the right click, and on the segment where you want to insert. Let’s choose the iconography of the image, within the paste options.

Now, it is possible to make adjustments in terms of presentation and appearance. With the image highlighted, we are going to go to Format, where we can make the configurations and finalize the precise details so that it is as harmonious as possible.

How to add a multi-page PDF file in Word

For this purpose, we can go to the previous elements, that is, we can convert the PDF file into a Word element for reading, by using Word 2013 presentations Hereinafter where the content of the PDF can be attached with all the extension it may have, through the use of copying.

insert pdf in word

It will not be possible to make a content copy, if the PDF file contains several pages to be used. Therefore it is also recommended and factible, the insert as an object. To add a multi-page PDF file in Word.

How to edit or read PDF document when inserting into Word

It is possible to append content from PDF to Word, in a simple way, however the option to edit and read PDF when inserted into Word will not be possible directly. But this does not mean that it is not possible, for this purpose, there is the possibility of do so by using Adobe Acrobat or, failing that, Adobe Reader.

This interface will make it possible to read or view files in PDF format. When you insert the PDF file, as an attached item in the Office interface, the actual size that the item represents can be changed; but it will not be possible to edit it after it has been inserted. Whereby the use of the aforementioned tools is necessary, that is, Adobe Reader or Acrobat.

Can I insert a PDF into Microsoft Word Web?

In the particular case of Word Web, it will not be possible to insert objects, in this case a PDF element within a text in process, that is to say a document. However, editing of the PDF item is possible in the Word Web tool. This will allow the option to copy and paste text or content in a Word file, or failing that, update the content of the PDF.

It should be clarified that when the PDF is opened in the Word Web platform, it becomes or is displayed as if it were a common Word element. However, a tortuous restructuring of the PDF content is possible, since the conversion can cause sudden page breaks, as well as dispersion of the text.

Therefore, a conversion of PDF files that are mostly text is recommended. Or that they have the least amount of iconographic or similar elements possible.

Other ways to insert a PDF into Word

Although the previous way is the easiest and safest way you will find to save a PDF in a Word document, if what you need is to store only a part of the PDF file, you will have to do another procedure. The first thing will be open the PDF and find the information you need to saveThen you will make a screen print, that is, a photo of what your computer sees.

screenshot of a pdf format to save as image in word

To do it press Alt + Print Screen on your keyboard and to paste it into the Word document, you will simply have to hit paste or failing that (Ctrl + V). You will notice that it will be pasted as an image in your Word file and thus you can save specific parts or segments of the PDF without having to store them completely and you can save space.

On the other hand, you can also have other options to capture the images and attach them to the Word document; since there are currently softwares that allow you to do them.

An example of this is lightshot When you install it on your computer, you will see that it is a tool that you can use as if it were the screenshot of your smartphone, since it works very similarly and will allow you to modify all the characteristics of the image if necessary.

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