How to insert pdf into excel

Answer

To insert a PDF into Excel, use the Insert Object feature, which embeds the PDF file directly into your spreadsheet. Excel provides multiple methods to incorporate PDF content, each serving different purposes depending on whether you need the full document, specific pages, or extracted data.

Methods to Insert PDF Files

Insert PDF as an Object

This method embeds the entire PDF file into your Excel worksheet.

Windows:

1. Open your Excel workbook and select the worksheet where you want to insert the PDF.
2. Click the Insert tab in the ribbon.
3. Click Object in the Text group.
4. Select Create from File in the Object dialog box.
5. Click Browse to locate your PDF file.
6. Select the PDF file and click Insert.
7. Check "Display as icon" to show an icon instead of the first page preview.
8. Click OK to embed the PDF.

Mac:

1. Open your Excel workbook and navigate to the desired worksheet.
2. Click Insert in the menu bar.
3. Select Object from the dropdown menu.
4. Click "From File" in the Object dialog box.
5. Browse and select your PDF file.
6. Choose whether to display the file as an icon.
7. Click Insert to embed the PDF.

The embedded PDF becomes part of your Excel file, increasing the file size. Users can double-click the embedded object to open the PDF in their default PDF viewer.

Insert PDF as a Linked Object

This method creates a link to the PDF file rather than embedding it directly.

Windows:

1. Follow steps 1-6 from the Insert PDF as an Object method.
2. Check the "Link to file" checkbox before clicking OK.
3. Click OK to create the linked object.

Mac:

1. Follow steps 1-5 from the Mac Insert PDF as an Object method.
2. Select "Link to File" option in the Object dialog box.
3. Click Insert to create the link.

Linked objects maintain a connection to the original PDF file. Changes to the source PDF reflect in Excel when you update the link. The Excel file size remains smaller since the PDF content isn't embedded. The PDF file must remain in its original location for the link to work.

Insert PDF Content as an Image

This method converts PDF pages to images for visual display.

1. Open your PDF in a PDF reader application.
2. Take a screenshot of the desired PDF content (Windows: Win + Shift + S, Mac: Cmd + Shift + 4).
3. Switch to your Excel workbook.
4. Click the Insert tab.
5. Select Pictures and choose "This Device" or "Picture from File."
6. Paste the screenshot or browse to select a saved image file.
7. Resize and position the image as needed.

Images provide visual representation but don't allow interaction with the original PDF file. This method works best for displaying specific pages or sections rather than entire documents.

Insert Multiple PDF Files

You can insert several PDF files into a single worksheet or across multiple worksheets.

1. Follow the Insert PDF as an Object method for the first PDF.
2. Click a different cell location in your worksheet.
3. Repeat the Insert Object process for each additional PDF.
4. Arrange the embedded objects by dragging them to desired positions.

Each embedded PDF operates independently. Users can open any PDF by double-clicking its icon or preview image.

Extract Data from PDF to Excel

Converting PDF data into editable Excel cells requires different approaches.

Using Copy and Paste

1. Open your PDF file in a PDF reader.
2. Select the text or table you want to extract.
3. Copy the selected content (Ctrl+C on Windows, Cmd+C on Mac).
4. Switch to Excel and select the starting cell.
5. Paste the content (Ctrl+V on Windows, Cmd+V on Mac).
6. Use Text to Columns feature under the Data tab to separate data into proper columns.

This method works effectively for simple text and tables but may require formatting adjustments.

Using Power Query

Power Query connects to PDF files and imports table data directly into Excel.

1. Click the Data tab in Excel.
2. Select Get Data > From File > From PDF.
3. Browse and select your PDF file.
4. Click Import to open the Navigator window.
5. Select the table you want to import from the preview pane.
6. Click Load to import data into a new worksheet or Transform Data to modify it first.

Power Query automatically detects tables in PDF files and converts them into structured Excel data. This feature is available in Excel 2016 and later versions.

Managing Embedded PDF Files

Resize Embedded PDF Objects

1. Click the embedded PDF object to select it.
2. Drag the corner handles to resize proportionally.
3. Drag edge handles to stretch in one direction.
4. Hold Shift while dragging to maintain aspect ratio.

Move Embedded PDF Objects

1. Click the embedded PDF object to select it.
2. Drag the object to a new location on the worksheet.
3. Use arrow keys for precise positioning.

Delete Embedded PDF Objects

1. Click the embedded PDF object to select it.
2. Press Delete or Backspace on your keyboard.

Update Linked PDF Objects

1. Right-click the linked PDF object.
2. Select Update Link from the context menu.
3. The object refreshes to show current PDF content.

Troubleshooting Common Issues

PDF Not Opening When Double-Clicked

The system requires a default PDF viewer application to open embedded PDFs. Install Adobe Acrobat Reader or another PDF viewer and set it as the default application for PDF files.

Embedded PDF Shows Blank Preview

Some PDF files display as blank objects due to compatibility issues. Check "Display as icon" during insertion to show a clickable icon instead of a preview.

Excel File Size Increases Significantly

Embedding PDF files adds their complete content to your Excel workbook. Use linked objects instead of embedded objects to maintain smaller file sizes. Compress images before insertion or reduce PDF file sizes before embedding.

Linked PDF Shows Error Message

Linked objects break when the source PDF file moves to a different location or gets deleted. Keep PDF files in stable locations and use absolute file paths. Update the link path by right-clicking the object and selecting Edit Links.

Power Query Cannot Detect Tables

Power Query works best with structured PDF tables. Some PDF files contain text or images that Power Query cannot recognize as tables. Use manual copy-paste or convert the PDF to Excel format using dedicated conversion tools.

File Format Compatibility

Excel supports PDF insertion across different file formats:

• XLSX files (Excel 2007 and later) support embedded and linked PDF objects
• XLS files (Excel 2003 and earlier) have limited object embedding capabilities
• XLSM files (macro-enabled workbooks) support PDF insertion with full functionality
• CSV files cannot contain embedded objects

Save your workbook in XLSX or XLSM format to ensure PDF objects function correctly.

Security Considerations

Embedded PDF files can contain macros or scripts that pose security risks. Enable Protected View in Excel to scan embedded objects before opening them. Download PDF files only from trusted sources. Your organization's IT policies may restrict embedding external files in Excel workbooks.

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