Embedding a file in Microsoft Word allows you to insert a copy of another file, such as an image, PDF or other document, into your Word document. The embedded file becomes part of the Word document. This allows anyone viewing that Word document to also access the embedded file by double-clicking on it.
Benefits of Embedding a File
Here are some of the benefits of embedding a file in Word:
- Easy access – The reader can view or open the embedded file without needing special permissions or software. Just double-click the icon to open the file.
- Portability – The Word document contains the embedded file so you can share or move the Word doc without worrying about broken links.
- Visually appealing – You can embed image files, allowing you to insert photos, diagrams, etc. to make your Word documents more engaging.
How to Embed a File in Word
Embedding a file in Word only takes a few clicks:
Step 1: Open Word and Place Cursor
Open the Word document and place your cursor where you want the embedded file to be inserted.
Step 2: Go to Insert > Object > Create from File
On the Insert tab, click the Object button then choose Create from File.
Step 3: Select the File
A dialog box will open allowing you to browse your computer and select the file. Choose the file and click Insert.
Step 4: Display as Icon
In most cases you’ll want to check the box for Display as Icon before clicking OK to finalize inserting the embedded file.
Once embedded, you’ll see either the file icon or contents displayed in your document. Double-click the icon or file preview to open the file.
Embedding Different File Types
Nearly any file can be embedded into Word, including:
- Documents – Embed another Word doc, Excel sheet, PowerPoint, etc.
- Images – Photos, diagrams, charts, drawings can make your documents more visually engaging. JPG, PNG, SVG and other formats can be embedded.
- PDFs – Good for embedding reference material.
- Media – Audio or video files add multimedia content.
- Text – Insert text from TXT, CSV or other text files.
Linking to a File
Rather than embedding the entire file, you can also just insert a link. This keeps your Word document smaller, but the reader will need access to the linked file to view it.
To link instead of embed, deselect Display as Icon when inserting the file and select Link to File.
Collaboration and Sharing
Embedding files directly into your Word document makes sharing and collaboration easy. Others can view, edit, and share that Word document without needing access to any externally linked files.
This helps ensure that your Word documents continue to display properly when opened on other devices or shared with others.
Good Practices for Embedding Files
When embedding a file in Word, keep these tips in mind:
- Watch file size – Large files can bloat your Word document’s size. Link instead of embed very large files.
- Keep it relevant – Only embed files that are directly relevant to your Word document.
- Maintain formatting – If you embed an entire Word or PowerPoint file, it may carry over formatting that messes up your document’s look.
- Check for updates – If you edit an externally linked file, the embedded version won’t update automatically. You’ll need to re-embed the updated file.
Other Options for Inserting Files
In addition to embedding or linking files, here are a couple other options for inserting file contents into Word:
- Text from File – Inserts only text content from another text-based file into your document
- Object – Inserts a file icon that opens the file in its native application when clicked
With a bit of experimenting, you’ll soon master the art of embedding files into your Word documents!
