File Sharing Problems

How to Fix Embedded PDF Files Not Opening on Other Computers in Excel

John Wilson Oct 21, 2026 868 views

Question details

Embedded PDF or JPG files in an Excel workbook open successfully on the original computer but fail to open when accessed from other computers on a network.

How to Fix Embedded PDF Files Not Opening on Other Computers in Excel

Product: Microsoft Excel
Device & OS: not provided
Scenario: Sharing an Excel workbook containing embedded files or hyperlinks over an office network with other users.
Observed behavior: Clicking on the embedded object or hyperlink does nothing or returns a path error on the recipient's computer.

Before you start

Before troubleshooting, ensure the recipient's computer has a default PDF reader installed and that both computers have active access to the same office network.

Solution 1Recommended

Embed Files as Package Objects Instead of Links

Ensure files are fully embedded within the Excel workbook rather than linked to a local directory that other users cannot access.

When you link an object to a local path (like your C: drive), it works perfectly on your computer. However, when a colleague opens the workbook on their machine, Excel tries to find that exact path on their local drive, resulting in a broken link. Embedding the file as a package object bundles the file entirely within the workbook.

Open the Object menu

Navigate to the 'Insert' tab on the Excel ribbon and click on 'Object' in the Text group.

Choose the file

Select the 'Create from File' tab in the Object dialog box and click 'Browse' to locate your PDF or JPG.

Disable the link option

Ensure the 'Link to file' checkbox is completely unchecked. This guarantees the file is embedded, not linked.

Display as an icon

Check the 'Display as icon' box to keep your spreadsheet clean, then click 'OK' to insert the packaged file.

Embed Files as Package Objects Instead of Links

File Size Consideration: Embedding files directly into the workbook will increase the overall file size of your Excel document. Ensure the attached PDFs are reasonably sized before sharing.

Solution 2

Use Shared Network Paths for Hyperlinks

If you must use hyperlinks instead of embedding to keep the Excel file size small, ensure the file path is a shared network location accessible to everyone.

Solution 3

Verify File Permissions and Default Applications

Network security settings or missing software on the recipient's computer can block embedded objects or linked files from opening.

Seamlessly manage files

Embed and Share Files Effortlessly using WPS Spreadsheet

WPS Spreadsheet offers a reliable and intuitive way to embed PDFs, images, and other objects directly into your workbooks, ensuring they open flawlessly on any computer without broken links.

1. Open your workbook: Launch WPS Spreadsheet and open the document where you want to insert the file.
2. Access the Object tool: Navigate to the 'Insert' tab and click on the 'Object' button.
3. Insert the file: Select 'Create from file', choose your PDF, and ensure 'Link to file' is unchecked to embed it securely.
4. Save and share: Save your workbook in .xlsx format and share it. The embedded file will open smoothly on any recipient's computer.

Fully compatible with Microsoft Excel (.xlsx) formatsEasily package PDFs and images directly inside the workbookAvoid broken local paths when sharing files across networksLightweight, fast, and free to use for daily tasks

microsoft office alternative - wps office

Frequently Asked Questions

Why do my Excel hyperlinks work for me but not my colleagues?

If a hyperlink points to a local drive path (like C:\Users\Documents), it will only work on your computer. To fix this, you must store the linked file on a shared network drive and update the Excel hyperlink to reflect the shared network path.

How can I tell if a PDF is embedded or just linked in Excel?

If you share the file and the object disappears or returns an error on another machine, it was likely linked. When inserting, if the 'Link to file' option was checked, it is linked. If left unchecked, it is embedded as a self-contained package object.

Can I embed multiple PDF files into a single Excel sheet?

Yes, you can insert multiple package objects. Go to the Insert tab, click Object, and repeat the 'Create from File' process for each PDF. Checking 'Display as icon' helps keep the spreadsheet organized when embedding multiple files.

Does embedding PDFs increase the Excel file size?

Yes. Embedding files as package objects includes the entire file's data within the Excel workbook. This will proportionally increase the overall size of your Excel file, which may affect loading times or email attachment limits.

Document & File Issues