How to Preserve Embedded Word Documents When Saving as PDF
Question details
The user wants to keep embedded files openable after converting a Word document to a PDF file.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Saving or printing a Word document that contains OLE embedded objects (inserted via Insert > Object) as a PDF file.
- Observed behavior
- The embedded documents lose their OLE structure, becoming static unclickable images in the PDF, and cannot be opened by the recipient.
Verify whether you strictly need the final PDF to contain the actual files embedded within it, or if linking to external files stored on a cloud service is an acceptable and more accessible alternative.
Replace Embedded Objects with Hyperlinks
Since standard PDF conversion flattens OLE objects, using hyperlinks to externally hosted files ensures recipients can still access the reference documents.
Microsoft Word does not provide a native method to preserve OLE embedded objects during PDF conversion. Relying on hyperlinks is the most universally compatible workaround for all PDF readers.
Upload the documents you intended to embed into a cloud storage service such as Google Drive, OneDrive, or Dropbox, and generate a shareable link with appropriate viewing permissions.
In your Word document, select the text or placeholder image where you want the link to appear. Press Ctrl + K or navigate to Insert > Link on the ribbon.
Paste your generated shareable link into the Address bar of the dialog box and click OK.
Go to File > Save As and select PDF as the format. The hyperlinks will be preserved and remain fully clickable in the final PDF file.
Add Files as PDF Attachments using a PDF Editor
If you need the supplemental files to be bundled securely inside the PDF itself, you can attach them after the Word-to-PDF conversion using a dedicated PDF editor.
Easily Add Attachments to PDFs with WPS Office
While Word cannot natively save OLE objects into PDFs, WPS Office provides an all-in-one suite. You can effortlessly convert your Word document to PDF and then use the built-in WPS PDF editor to attach any supplemental files directly to the document, ensuring your recipients get everything in one package.
- 1. Open your Word document: Launch WPS Office and open your .docx file.
- 2. Export the file to PDF: Click on Menu in the top left corner, select Export to PDF, and save the file.
- 3. Open the PDF in WPS PDF: Open the newly created PDF document within the WPS PDF viewer.
- 4. Insert your attachments: Navigate to the Insert tab on the ribbon and click on the Attachment icon.
- 5. Place and save: Click exactly where you want the attachment icon to appear on the page, browse for your external file, and save the PDF.
Frequently Asked Questions
Why do embedded files become unclickable when I save a Word document to PDF?
Standard PDF conversion processes flatten OLE (Object Linking and Embedding) structures into static images to preserve visual layout. Because the PDF format handles embedded media fundamentally differently than Microsoft Word, standard 'Save as PDF' or 'Print to PDF' functions strip away the ability to extract or open those files natively.
Is there a specific setting in Word to keep OLE objects active in PDFs?
No, Microsoft Word alone does not offer a native setting to maintain openable OLE objects during PDF conversion. You must either use external hyperlinks, package the files in a ZIP archive alongside the PDF, or use a dedicated PDF editor to add the files as PDF attachments after conversion.
Will ZIP files work as an alternative for sharing embedded files?
Yes. If you cannot use a PDF editor to add attachments, a highly reliable workaround is to export your Word document to PDF, put both the PDF and your reference files into a single folder, and compress it into a ZIP file. This guarantees your recipient receives all necessary files together.
Can recipients view PDF attachments on mobile devices?
It depends on the specific PDF viewer application they are using. Many robust mobile PDF readers support viewing and extracting PDF attachments, but default built-in OS viewers might not display the attachment icons. Hyperlinks are generally more reliable for mobile users.
