File Format & Compatibility

How to Fix Embedded PDFs Appearing as Pictures in Excel Web Parts

Rana Garcia Oct 9, 2026 869 views

Question details

The user needs to resolve an issue where PDF files embedded in an Excel workbook display as static images rather than interactive objects when viewed through SharePoint or Excel web parts.

How to Fix Embedded PDFs Appearing as Pictures in SharePoint Excel Web Parts

Product: Microsoft Excel / SharePoint
Device & OS: not provided
Scenario: Viewing or interacting with an Excel workbook containing embedded PDF objects within a web browser via SharePoint or Excel Online.
Observed behavior: The embedded PDF objects lose their original interactive behavior and are displayed merely as static pictures, preventing the user from opening the actual PDF file.

Before you start

Ensure you have the full desktop version of your spreadsheet application installed, as web-based environments typically do not support Object Linking and Embedding (OLE).

Solution 1Recommended

Open in Desktop Application and Re-insert the Object

Switching from the web part to the desktop application restores full support for embedded objects and allows you to replace any PDFs that were permanently converted to pictures.

Excel for the web and SharePoint web parts often lack support for interactive Object Linking and Embedding (OLE). To preserve the visual layout of a document, these web platforms render interactive objects, such as PDFs, as static images.

If the file was saved from the web environment, the object might have been permanently flattened into a picture. You must use the desktop app to verify and fix this.

Open the workbook in the Desktop App

While viewing the file in your SharePoint or Excel web view, look for and click the 'Open in Desktop App' button located on the top ribbon menu.

Verify the embedded PDF

Once the workbook opens in the desktop application, double-click the PDF icon to see if it opens the document. If it behaves like a standard image, it has been converted.

Re-insert the original PDF

If the object was converted to a picture, select and delete the picture. Go to the 'Insert' tab on the ribbon, click 'Object' (usually found in the Text group), select the 'Create from File' tab, browse for your original PDF, and click 'OK' to embed it again.

Open in Desktop Application and Re-insert the Object

Contacting Support: If your embedded objects are automatically and persistently converting to pictures without any user action upon saving, Microsoft Support may need to investigate your specific SharePoint environment settings.

Free Microsoft Office alternative

Use WPS Office for Reliable Object Embedding

If you frequently work with embedded files and experience limitations with web-based spreadsheet platforms, consider switching to WPS Office. It provides a robust, lightweight desktop experience with excellent support for inserting, managing, and reading PDF objects without unexpected format conversions.

1. Open your Spreadsheet: Launch WPS Spreadsheet and open your .xlsx file.
2. Access the Insert Menu: Navigate to the 'Insert' tab on the main ribbon and click on the 'Object' icon.
3. Embed your PDF: Choose 'Create from file', browse your computer for the PDF document you wish to embed, and click 'OK' to insert it securely as an interactive object.

Fully compatible with Microsoft Excel (.xlsx) and other Office formats.Seamlessly insert, read, and manage embedded PDF objects within your spreadsheets.Free, lightweight, and fast alternative to heavy Office installations.Familiar user interface requires zero learning curve for seamless migration.

microsoft office alternative - wps office

Frequently Asked Questions

Why do embedded files turn into pictures in SharePoint?

Web-based environments like SharePoint and Excel Online have limited support for Object Linking and Embedding (OLE). To maintain the visual layout of the spreadsheet for online viewing, these platforms render complex embedded objects as static pictures.

Can I open an embedded PDF directly from an Excel web part?

Generally, no. Because the web part renders the embedded PDF as a static picture, you cannot double-click to open it in the browser. You must open the workbook in the full desktop application to interact with the embedded file.

How do I prevent my embedded objects from permanently converting to images?

To prevent permanent conversion, avoid editing and saving the file within the web interface if it contains important OLE objects. Always open, edit, and save these specific files using your desktop spreadsheet application.

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