Corporate workers in the USA speak English, while professionals in France usually stick to French, and in Germany, it’s mostly German.
But there’s one language that every single corporate worker globally speaks fluently: Excel.
Spreadsheets and PDFs are such a staple in the workplace that it sometimes feels like half the job is just managing them. In fact, studies show that professionals spend an average of 20 hours per month working in Excel.
Yet, despite spending hours on Excel, most people are unaware of simple tricks that can make their work much easier.
Take embedding a PDF in Excel, for example. Hardly anyone knows how to do it, but once you do—and you will by the end of this blog—you’ll have an instant productivity hack up your sleeve.
Summarize this article for me please⏰60-Second Summary
- Embedding PDFs in Excel is useful for keeping invoices, reports, or project files in one place
- There are three main methods to embed PDFs: Object dialog box (static), Link to file (updates but can break), and Screenshot preview (quick reference)
- Viewing and editing PDFs requires setting the default PDF viewer and manually updating files when needed
- PDFs in Excel keep documents organized but can lead to file size issues, broken links, and limited searchability
- Common issues include “Cannot Insert Object” errors, broken links, and formatting problems, often needing file resets or conversions
- ClickUp offers a better alternative with Docs, Tables, and Embed View, making PDF management seamless
- ClickUp users say it replaces Excel, Docs, and project tracking tools, simplifying workflows
How to Embed a PDF in Excel Easily and Effectively
Summarize this article for me pleaseWhy Embed a PDF in Excel?
Embedding a PDF in Excel makes life easier by keeping all related documents in one place. We’re talking invoices, reports, or visual references; everything stays neatly organized without leaving your spreadsheet. This means:
- No more frantic searching for that missing PDF
- Open and view PDF content directly within Excel, saving time and reducing distractions from constantly switching apps
- Add context by placing supporting documents alongside your data—such as invoices with expense sheets or contracts with project timelines
- Share one Excel file with embedded PDFs, ensuring collaborators have everything they need without sending multiple attachments
Summarize this article for me pleaseMethods to Embed a PDF in Excel
Let’s break down the best ways to insert PDFs into Excel spreadsheets—without the frustration.
1. The quick method: Insert a PDF as an object
If you need a straightforward way to insert a PDF into Excel, this is it. Follow these steps
- Open your Excel spreadsheet and click on the Insert tab
- Select Object and choose Create from file in the dialog box
- Click Browse to locate your PDF document
- Choose Display as an icon if you want a neat, clickable PDF icon instead of a full preview
- Click OK, and your embedded PDF document is now part of the Excel sheet
This method keeps everything in one place, but the PDF won’t update if changes are made to the original file.
2. The linked method: Keep real-time updates
For those who need the PDF to reflect the latest updates, linking it to the original file is a better option. This way, any edits made in the PDF file will automatically be visible in the Excel workbook.
- Follow the same steps as above, but this time, check the Link to file option
- When you open the Excel document, it will pull the latest version of the PDF file from its original location
This is useful for regularly updated reports, but keep in mind that moving the PDF file to a different location will break the link.
3. The visual approach: Display the PDF’s first page
Sometimes, you need to show the first page of a PDF document within an Excel worksheet, like an invoice or contract for quick reference. Here’s how:
- Open the PDF file and take a screenshot of the first page
- Go back to Microsoft Excel and click Insert > Picture
- Resize and position the image where you want it in the Excel spreadsheet
- (Optional) Add a hyperlink to the PDF file so users can open the full document with a double-click
Which method should you use?
✅ Need a simple way to insert a PDF? Use the Object dialog box method
✅ Want real-time updates? Go with the Link to file option
✅ Prefer a preview of the PDF? Insert an image of the first page
💡 Pro Tip: Struggling to navigate the endless icons in Adobe Acrobat’s review file tab? Simplify your workflow by using a tool that lets you comment on PDFs without confusion.
Summarize this article for me pleaseHow to view and edit embedded PDFs
So, you’ve successfully embedded a PDF into Excel—nice. But now what? How do you actually open, edit, or update the PDF file without messing up your Excel spreadsheet? Here’s what you need to know.
Viewing an embedded PDF in Excel
Once you’ve inserted a PDF into Excel, opening it is as easy as double-clicking the PDF icon inside the Excel worksheet. If that doesn’t work, check these steps:
- Ensure your default PDF viewer is set correctly. Go to your computer’s settings and make sure Adobe Acrobat or any other PDF reader is set as the default PDF viewer
- Right-click the embedded PDF and select Open. If double-clicking doesn’t work, this is the next best option
- Make sure the file is not in Protected View. If Excel is blocking access, navigate to File > Options > Trust Center > Trust Center Settings, then disable Protected View for embedded objects
- Check that the PDF wasn’t moved or deleted. If you used the Link to file option, Excel will need to access the original PDF file, so make sure it’s still in the same location
💡 Pro Tip: Struggling to create professional, fillable forms in Word? Unlock the Developer Tab to ease data collection and automate workflows effortlessly
Editing an embedded PDF in Excel
If you need to edit the embedded PDF, here’s what you can do:
- Double-click the PDF icon inside the Excel sheet to open the PDF document in its default application
- Make changes in Adobe Acrobat (or another editor), then save the file. If you used the Link to file option, the changes will update automatically in Microsoft Excel
- For embedded PDFs (not linked ones), replace the old file. Delete the PDF file in Excel, then insert the updated version manually
- Convert the PDF to an editable format, such as Word or Excel, using the Convert PDF feature in Adobe Acrobat or an online tool to an Adobe Acrobat document, then paste the edited content back into your Excel workbook
💡 Pro Tip: Struggling with endless buttons and confusing tools in your PDF viewer? Learn the easiest way to annotate PDFs without being overwhelm!
Summarize this article for me pleaseBest Practices for Embedding PDFs in Excel
Embedding objects is now within your grasp, but let’s not lose sight of the real goal. We’re embedding PDF files to add context to existing data, not just to clutter up the Excel sheet with random attachments.
That means aligning PDF documents with relevant spreadsheet content and ensuring a neat, organized format. So, here are a few best practices to keep things functional, professional, and aesthetically pleasing:
✅ Before inserting PDF files into Excel, click the exact cell where you want it to appear. This prevents objects from floating aimlessly and keeps your Excel file structured
✅ Always choose Create from File when embedding a PDF document. This lets you pick a specific PDF file from your system instead of creating a blank object
✅ A full PDF preview can take up a lot of space. To keep things neat, select Display as Icon—this way, the PDF document is still accessible without overwhelming the Excel worksheet
✅ Nothing’s worse than opening an Excel workbook full of nameless icons. Add descriptions or hyperlinks next to embedded PDFs so users know what each file is for
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With ClickUp, all your messages, tasks, and updates are in one place, ensuring no conversation is left hanging and everyone stays in sync, no matter how quickly—or slowly—they reply.
Summarize this article for me pleaseTroubleshooting Common Issues
Even when you do everything right, Excel has a way of throwing unexpected roadblocks in your path.
Before you start blaming Microsoft for your troubles, let’s go through some of the most common issues—and their fixes.
Challenge 1: “Cannot insert object” error
You’ve followed all the steps and clicked Insert > Object, but instead of embedding your PDF document, Excel throws an error. Rude.
This usually happens when the PDF file has security restrictions that prevent embedding or if Microsoft Excel is having compatibility issues.
✨ Solution:
- Open the PDF file in Adobe Acrobat and check its security settings (File > Properties > Security tab). If restrictions are enabled, you’ll need to adjust them or use a different PDF document
- Try converting the PDF to another format like Word (.docx) before embedding it into the Excel sheet
- If you’re on an older version of Excel, check for updates or try embedding using a newer release
💡 Pro Tip: Confused between Google Sheets vs Excel? One’s a cloud-based collaboration pro; the other’s a data powerhouse. Read our guide to make an informed choice.
Challenge 2: PDF not opening when clicked
You double-click the embedded PDF file, expecting it to open, but nothing happens. Or worse, Excel gives you an error message that makes no sense. This typically happens when the default PDF viewer isn’t set correctly.
✨ Solution:
- Right-click the PDF icon in your Excel worksheet, select Open with, and choose Adobe Acrobat or another PDF reader
- If that doesn’t work, go to your system’s default app settings and set Adobe Acrobat (or your preferred software) as the default PDF viewer
- Try re-embedding the PDF—sometimes, a simple reset fixes things
Also Read: How to Add a New Page on Google Docs
Challenge 3: PDF appears as an image
You embedded a PDF document, but instead of an interactive file, Excel just shows a static preview of the first page. Not helpful when you need to navigate multiple pages.
✨ Solution:
- If you want a fully functional embedded PDF document, make sure you select Display as an icon when inserting the file
- If you only need the first page, manually insert an image by taking a screenshot of the PDF file and using Insert > Picture
- Consider linking the PDF instead of embedding it to keep full functionality
Challenge 4: Editing limitations
You embedded a PDF into Excel, but now you realize you need to update its content. The problem is clicking on it doesn’t allow direct editing within the Excel sheet.
✨ Solution:
- Double-click the PDF icon in Excel, make changes in Adobe Acrobat, and save—it will update if the file is linked
- If the PDF is embedded as a static object, delete it and insert the updated version manually
- Convert the PDF file to an Excel-compatible format (like .docx or .xlsx) if you need direct editing access
💡 Pro Tip: Tired of endlessly scrolling through PDFs to find what you need? Here’s a guide on how to use built-in PDF search functions to locate keywords instantly and save time.
Challenge 5: Formatting issues
You insert a PDF file in Excel, and suddenly, your neatly organized spreadsheet looks like it just survived an earthquake. The PDF document doesn’t align properly, and the layout is all over the place.
✨ Solution:
- Resize the embedded PDF icon manually by right-clicking > Format Object > Properties and selecting Move and size with cells
- If alignment is an issue, try inserting the PDF document into a merged cell for better placement
- When using Insert > Picture, resize and position the image properly within the Excel spreadsheet
Challenge 6: Compatibility issues across platforms
The PDF document is embedded perfectly on your computer, but when a colleague opens the same Excel file on a different device, things look completely different—or worse, the embedded PDF disappears entirely.
✨ Solution:
- Make sure everyone is using the same version of Microsoft Excel—older versions may not support embedded objects properly
- If you’re working across multiple operating systems (Windows vs. Mac), consider using cloud-based sharing options like OneDrive instead of embedding PDFs directly
- Save the Excel spreadsheet as a macro-enabled workbook (.xlsm) to maintain embedded objects across different platforms
Summarize this article for me pleaseLimitations of Using Excel
While Microsoft Excel is almost everyone’s go-to for data management and number crunching, it is not the finest data visualization or project management tool. Here are some key limitations to keep in mind when using the platform:
- File size can get out of control: Every embedded PDF document adds weight to your Excel workbook. Before you know it, your once-speedy spreadsheet turns into a sluggish behemoth that takes forever to load, especially if you’re working with large datasets alongside PDF documents
- Limited cross-platform compatibility: A beautifully formatted Excel file with embedded PDFs on Windows might look like a hot mess when opened on a Mac. Different versions of Microsoft Excel and varying default PDF viewers can cause display issues, missing icons, or broken links
- Collaboration can get messy: If multiple people are working on the same Excel sheet, embedded PDF files can quickly become a problem. Not everyone has the same default PDF viewer, and if the Excel spreadsheet isn’t shared properly, embedded objects might not transfer correctly across devices
- Embedded PDFs can’t be searched within Excel: Once you insert a PDF into Excel, it becomes an object, meaning Excel treats it as an attachment rather than readable text. Unlike native spreadsheet data, you can’t search within the embedded PDF document, making it harder to locate specific details without opening the file
- Embedding restricts automation and macros: Excel’s macros and automation features work well with spreadsheet data but can’t interact with embedded PDF files. If you rely on VBA scripts to streamline tasks, you’ll find that PDF objects won’t integrate with automated workflows
📌 Example: Picture you’re managing a project budget in Excel, and you need to include a signed contract for reference. You embed the PDF into Excel, thinking it’s all set, but a week later, the legal team updates the contract—and now your embedded PDF document is outdated, forcing you to manually replace it. Can you imagine the embarrassment?
Summarize this article for me pleaseClickUp as an Alternative for Excel
Work is hard enough—why make it more complicated with rigid spreadsheets when better options exist?
The better option is ClickUp, the everything app for work that brings together project management, data visualization, and document collaboration.
Let’s say you’re managing client invoices. In Excel, you’d insert a PDF file, resize the PDF icon, and pray that your colleague using a Mac can still see it.
However, with ClickUp Docs, you can embed PDF files and links from platforms like YouTube, Google Drive, Figma, and more. The embedded content updates in real time, ensuring that changes made on the original platform are reflected in the embedded content within ClickUp.
To create an embedded document in ClickUp Docs, follow these steps:
- Open a ClickUp Doc: Navigate to the Docs section in your workspace and open or create a new document
- Use the Embed command: You can embed content by pasting a link from supported platforms (e.g., YouTube, Google Drive, Figma) directly into the Doc. Alternatively, use the /embed Slash Command to add an embed block and paste the link
- Adjust the embed: Once the content is embedded, you can resize it by hovering over the embedded content, clicking the ellipsis (…) icon, and selecting options like “Show preview” or “Hide preview.”
- Supported platforms: ClickUp supports embedding content from platforms like YouTube, Vimeo, Loom, Google Drive, Figma, and more. Ensure the content is publicly accessible or shared appropriately for embedding.
- Embed HTML Code: If the platform provides HTML embed code, you can use it to embed content into your Doc.
Plus, you get multiple rich text formatting options, like banners, checklists, and blocks, too! It doesn’t stop there. Multiple people can work on ClickUp Docs in real time and make changes together via Assigned Comments and quoted text to make collaboration easier.
That’s because ClickUp doesn’t just store files; it lets teams work on them directly within the platform. This makes the process more interactive than simply embedding PDF documents into an Excel sheet.
Then, there’s ClickUp Table View, a modern approach to structured data. It’s like a spreadsheet but better. Simply import your data into ClickUp from Excel, add Custom Fields and Custom Statuses, and suddenly, all your data becomes actionable!
To add a Table view in ClickUp, follow these steps:
- Prepare your data file: Ensure your data is in a supported format like Excel (.xls, .xlsx), CSV, TSV, or XML. Include a header row with unique column names for mapping fields in ClickUp
- Start the import: Go to your Workspace avatar in the upper-left corner and select Settings. Navigate to Import/Export and click Start Import
- Choose the source: Select the app or file type you are importing from (e.g., Excel, CSV)
- Map fields: Map your columns to ClickUp fields (e.g., Task Name, Due Date, Custom Fields). Resolve any conflicts or errors during the mapping process
- Finalize the import: Select the Space where you want to import the data. Complete the import process and wait for the tasks to appear in ClickUp
Yep, it’s that easy. You can even embed this table into a Clickup Doc, like this:
To embed a Table View in a ClickUp Doc:
- Open the ClickUp Doc: Navigate to the Doc where you want to embed the Table view
- Use the Embed Command: Type /embed in the Doc to open the embed options. Paste the URL of the Table view you want to embed. Ensure the Table view is publicly shared or accessible within your workspace
- Adjust the Embed: Once embedded, you can resize or reposition the Table view within the Doc for better visibility
- Save and Share: Save the Doc and share it with your team or collaborators as needed
Instead of manually inserting a PDF into Excel and watching your spreadsheet become a sluggish mess, ClickUp allows you to embed files or links to specific project views, track project progress, and assign tasks—all within an intuitive interface that updates in real time.
Unlike Excel, where embedding a PDF means dealing with object dialog boxes, formatting issues, and broken file links, ClickUp makes everything accessible, interactive, and easy to update.
💡 Pro Tip: Want to make your data more impactful? Learn how to make a chart in Google Docs to transform numbers into clear, visually compelling insights in just a few clicks!
Summarize this article for me pleaseFile troubles? Switch to ClickUp!
ClickUp does an exceptional job of replacing multiple platforms with a single, all-in-one tool that covers everything you need—task management, data visualization, document collaboration, and more.
And we’re not the only ones saying it—ClickUp users agree. Kayla, Manager of Digital Marketing at Agora, shared:
“ClickUp is an amazing all-in-one solution that replaces Docs, Excel, and other project management tools. It has allowed my team to get more organized, improve operational efficiencies, and provides more visibility into our work impact.”
ClickUp offers Documents, Tables, Dashboards, and seamless integrations to collaborate, track data, and manage projects without ever needing to embed another PDF in Excel again.
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Everything you need to stay organized and get work done.
