How to Insert PDF in Excel: A Step-by-Step Guide

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Microsoft Excel is a powerful tool for managing and analyzing data. However, there are times when you need to insert a PDF into Excel to provide additional information, such as reports, invoices, or scanned documents. Fortunately, Excel offers multiple ways to achieve this, depending on your needs.

In this guide, we will cover various methods to insert a PDF file into Excel, ensuring your data is well-organized and easily accessible.

Methods to Insert a PDF into Excel

1. Insert PDF as an Object in Excel

This method embeds the PDF file directly into the Excel worksheet, making it a part of the spreadsheet. The embedded PDF acts like an attachment within the sheet, allowing users to open it when needed.

1. Open Excel: Launch your Microsoft Excel file.
2. Go to the Insert Tab: Click on the “Insert” tab in the Excel ribbon.
3. Select Object: In the “Text” group, click on “Object”.
4. Choose Create from File: In the “Object” window, select the “Create from File” tab.
5. Browse for the PDF File: Click “Browse”, locate your PDF file, and select it.
6. Click OK: Once the file is selected, click “OK” to insert the PDF into Excel.
7. Resize or Move the PDF Object: If necessary, drag the embedded PDF to adjust its position within the spreadsheet.

This method ensures that the PDF file is embedded in your spreadsheet, but it does not allow direct viewing of its content within Excel. It is useful when sharing an Excel file that requires supporting documents to be included.

2. Insert PDF as a Link in Excel

Instead of embedding, you can add a hyperlink to the PDF, which is useful when working with large PDFs. This method helps keep the Excel file size small while still providing access to the PDF.

1. Open Excel and navigate to your spreadsheet.
2. Select a Cell or Image: Choose a cell or insert an image where you want to place the link.
3. Right-click and Select “Link”: Click “Insert Link” or use the shortcut Ctrl + K.
4. Choose Existing File or Web Page: In the “Insert Hyperlink” window, select “Existing File or Web Page.”
5. Browse and Select PDF: Locate your PDF file and click OK.
6. Test the Link: Click the hyperlink to ensure it correctly opens the PDF.

Now, clicking the hyperlink will open the PDF document. This method is best when you want to keep your Excel file size manageable while still allowing users to access the PDF.

3. Insert PDF as a Screenshot in Excel

If you need to display the PDF content visually within the spreadsheet, inserting a screenshot is a simple solution. This is ideal for static data that does not require interactive access.

1. Open the PDF file on your computer.
2. Take a Screenshot: Use Snipping Tool (Windows) or Command + Shift + 4 (Mac) to capture the necessary section.
3. Copy the Screenshot: Press Ctrl + C (Windows) or Cmd + C (Mac) to copy.
4. Paste into Excel: Go to your Excel sheet and press Ctrl + V to paste the screenshot.
5. Resize and Adjust: Drag the edges of the image to adjust its position and size.

This method provides a quick visual representation of the PDF content but does not allow editing. It is useful for displaying important non-editable sections, such as signatures, charts, or scanned documents.

4. Convert PDF to Excel Format

If you need to extract data from a PDF and insert it into Excel, converting the PDF into an Excel file is a better option. This method allows you to edit and manipulate the data after insertion.

1. Use Adobe Acrobat or an online PDF to Excel converter (such as Smallpdf, ILovePDF, or Adobe PDF Converter).
2. Upload the PDF File and select the conversion option.
3. Download the Converted Excel File.
4. Open the File in Excel and copy-paste the required data into your spreadsheet.
5. Format and Adjust Data: Use Excel formatting options to organize the extracted data.

This method ensures the extracted data remains editable within Excel, making it a preferred choice for users who need to work with tables, financial data, or structured text.

Comparison of Methods to Insert PDF in Excel

Tips for Managing PDF Files in Excel

• Keep PDF File Paths Consistent: If using hyperlinks, avoid moving the PDF file to prevent broken links.
• Reduce File Size: Embedding large PDFs can increase Excel file size. Consider compressing PDFs before inserting.
• Use External Cloud Storage: If sharing Excel files, store PDFs on cloud services like Google Drive or OneDrive and use shared links.
• Update Embedded PDFs: If the original PDF changes, you may need to reinsert the updated version.
• Use Named Ranges for Hyperlinks: If inserting multiple PDFs, consider creating named ranges to manage links more efficiently.
• Consider PDF Merging: If inserting multiple PDFs, combine them into a single file to reduce clutter in your Excel document.

Final Thoughts

Inserting a PDF into Excel is useful for adding reports, references, and additional documents to your spreadsheet. Depending on your needs, you can choose to embed the file, insert a hyperlink, add a screenshot, or convert PDF data into Excel format. By following these methods, you can seamlessly integrate PDFs into Excel, improving your workflow and data management.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.