How to Insert a PDF into PowerPoint: 3 Quick & Easy Ways

Let’s say you’re creating a PPT presentation. You’ve already got enough on your plate between getting the content right and nailing the visual side of things. So, the last thing you need is to spend time figuring out how to present a PDF as part of your presentation.

Of course, you could just fumble around until you find the right file while you’re presenting, but that will probably look sloppy. Plus, it doesn’t help if your PPT is for eLearning or if you need to share it with stakeholders.

Fortunately, there’s a pretty straightforward solution: insert a PDF into a PowerPoint file so you can open it directly from the deck.

This hack can save you a ton of time and create a more seamless and headache-free presentation.

Keep reading to discover:

• 3 ways to insert a PDF into PowerPoint
• How to convert a PDF to a PPT
• Troubleshooting tips to save you time

The Benefits of Inserting PDFs into PPT Presentations

You might be wondering why you’d need to insert a PDF into a PPT presentation. Well, there are quite a few scenarios where this is a good time-saving hack.

For instance, it means your audience won’t have to open multiple files at once and toggle between them during your presentation. This results in higher engagement and fewer distractions.

Another example is when you’re sharing your screen. In this case, having everything in one place will create a smoother presentation experience and prevent you from having to unshare and re-share your screen.

If you plan on sharing your PPT with clients, colleagues, or students, you’ll also want to insert PDFs into PowerPoint.

How to Add a PDF to PowerPoint

There are several ways to insert PDF files into a PPT presentation, depending on how you want to use the contents of the file.

Here’s an overview of the three most common use cases and what to do in each situation:

Important: You must have PowerPoint 2013 or later to insert PDF content when editing a PPT for the Web.

Now let’s look at the three principal ways to add a PDF to a PPT. 

Way #1: How to Insert a PDF into a PowerPoint Presentation as an Object

Situation: You have an important presentation coming up, and you want to include a PDF with additional data. You decided to add it to the slide deck as an object for a seamless translation.

However, you’ve never done this before.

The good news is that it’s quick and easy to do. The better news is that we’ve prepared step-by-step instructions to guide you.

Here’s how to insert PDFs into PowerPoint as objects.

Disclaimer: Before we start, make sure the PDF file isn’t open on your computer.

• Step 1: Open PPT and select the slide you want to add the object to.
• Step 2: Select Insert > Object.

• Step 3: From the Insert Object field, choose From File.

• Step 4: Hit Browse to locate the PDF and tap OK to make it part of the presentation file.

Important: You’ll notice that the quality of the PDF is lower, but you can double-click on the image (in Normal View) to maximize the file for better readability. 

Way #2: How to Import a PDF into PowerPoint as a Picture

Let’s say you only want to view a single page or section of your PDF. In this case, inserting it as an image is the best solution.

Here’s how to do it:

• Step 1: Open the PDF. 

• Step 2: Go to PowerPoint and select the slide you want to add the PDF content to.

• Step 3: Tap Insert > Screenshot.

• Step 4: Tap on the PDF file (it should be the first image in the Available Windows menu). 

• Step 5: Select Screen Clipping.

• Step 6: Drag the pointer in order to draw a box around the content you want to capture (if you make a mistake, hit the Esc key to cancel and start again).

Source: Microsoft – How to Insert a PDF into a PPT

• Step 7: The captured image will appear on your slide. Select Picture Tools Format to move or resize it. Ensure that it’s readable and that no content has been cropped out.

Way #3: How to Add a PDF to a PPT as a Link

Ideally, you want to be able to access the relevant PDF files easily during your presentation, especially if you plan to share them or convert them into an eLearning course.

The easiest way to do this is by adding a link to the PDF file within your PPT slides.

You can do this in four simple steps.

• Step 1: Add the text you want to add the link to, e.g., <<PDF to PPT guide>>.

• Step 2: Select Insert > Link > Insert Link.

How to insert a PDF into PowerPoint as a link 

• Step 3: Input the file name or location and hit Open.

• Step 4: To open the file with a PDF reader, hit Ctrl and click on the link text simultaneously.

How to Convert a PDF to a PowerPoint Document

Embedding a PDF into a PPT presentation means the file will still open as a separate document. If you want to avoid this, your best option is to first convert your PDF into a PPT file.

That will allow you to add it directly to your slide deck.

The easiest way to do this is by using a PDF to PPT converter like I Love PDF or Canva (both are free). 

All you have to do is upload your PDF or drag and drop the file into the ‘Select PDF File’ field, and it will automatically convert.

Source: Canva – Canva offers a free PDF to PPT converter tool.

Then, you can simply download it.

Follow these instructions to add it to your existing presentation deck:

• Step 1: Tap on Home.

• Step 2: Select New Slide.

• Step 3: Click on Reuse Slides.

• Step 4: Locate your converted file and select the content you want to add to your presentation.

• Step 5: The converted PDF will now appear as a slide in your deck.

Troubleshooting Tips

It should take you less than three minutes to insert a PDF into a PowerPoint presentation. That is, of course, provided that everything goes smoothly.

We’ve prepared answers to these common troubleshooting questions, just in case you encounter any issues.

Why do I keep receiving an error message when I try to insert a PDF as an object?

A common reason this error message appears is that you have the PDF file open on your computer. So, double-check that the file is closed before trying to add it as an object. 

Why is my PPT file so large?

Adding a PDF to your deck can increase the size of the file, which makes it difficult to share. A good way to avoid this is to compress the size of your PDF file before inserting it, if possible.

I’m having issues opening a PDF in PowerPoint. What should I do?

The most common reason your PDF won’t open is that it doesn’t have an action assigned to it. An easy fix is to assign an action to the PDF object by following these steps:

1. Select the PDF object in the PPT.

2. Tap on Insert > Action.

3. Hit Object Action.

4. Select Activate Contents from the dropdown menu.

5. Tap on OK. 

Once you’ve done this, PowerPoint has instructions on what to do with the file and will open it using your PDF reader.

If it still won’t open, it’s good practice to check the security settings of the PDF document. In some cases, it may have restricted access, which is causing it not to open properly from your PPT presentation.

Can I embed a scrollable PDF document into my PPT presentation?

While PPT doesn’t support scrolling PDFs within a presentation, you can embed them as images or linked documents.

Simply follow these simple steps:

1. Open your presentation.

2. Tap on Insert > Object.

3. Hit Create from File.

4. Select the PDF you want to embed.

5. Once embedded, select the PDF again.

6. Hit Insert > Action.

7. Tap on Mouse Click.

8. Set the Object Action to Open.

It’s best practice to check all links in your PPT carefully to ensure they’re working as you expect them to. 

How can I enable learners to open a PDF from a slide show?

You’ll need to attach an action to the file before you can open it during a slide show. To do this, simply follow the steps below.

1. Make sure you’re in Normal View.

2. Go to the slide with the PDF.

3. Select the file icon or image.

4. Tap on Insert > Links > Action.

5. Go to the Action Settings field.

6. Select Mouse Click to open the file with a click or Mouse Over to open it when you move the pointer across the file icon.

7. Tap on Object action > Open.

Your PDF document should now open in your PPT slide show.

Summing Up

It’s quick and easy to insert a PDF into a PowerPoint slide deck when you know how. We hope our guide provides some inspiration and saves you some time when preparing your next presentation.