ClickUp Guide: Embed PDFs in Excel

ClickUp users often work with complex reports, forms, and contracts stored as PDF files. When it is time to analyze data in Excel, you may want those documents visible and accessible right inside the spreadsheet. Embedding a PDF in Excel lets you keep context, references, and supporting documents together in one workspace.

This tutorial walks you through multiple ways to embed a PDF in Excel, plus practical tips to keep your files organized and easy to share with your team.

Why Embed a PDF in Excel with ClickUp Workflows in Mind

Bringing PDFs into Excel is especially valuable when your documents are part of broader ClickUp workflows, like project reports or client deliverables. Instead of sending separate attachments, you can centralize everything in a single spreadsheet.

Common use cases include:

• Embedding signed contracts alongside budget trackers
• Attaching research PDFs to financial or operational models
• Storing invoices and receipts inside expense spreadsheets
• Keeping design briefs or requirement documents beside timelines

Once embedded, the PDF travels with the workbook, simplifying reviews, audits, and presentations.

Preparation Before You Embed PDFs in Excel

Before embedding PDFs into Excel, make sure your files are ready and properly named. This is especially important if your team is tracking documents in systems like ClickUp or other project management tools.

Organize Your PDF Files

To avoid confusion later, prepare your files first:

• Store PDFs in a clearly labeled folder
• Use descriptive file names (for example, Client-A-Q4-Report.pdf)
• Confirm that the PDFs open correctly and are not corrupted
• Make sure you have permission to share each document

Check Your Excel Version

The steps to embed a PDF in Excel are similar across modern versions, but some options may appear slightly different in the ribbon or menus.

Most desktop versions of Excel support embedding objects, which is the core feature you will use. The experience in web-based Excel is more limited, so perform the embedding in the desktop app whenever possible.

Method 1: Insert a PDF as an Embedded Object

The most common way to embed a PDF in Excel is to insert it as an object. This keeps the PDF file inside the workbook and lets users open it directly from the sheet.

Step-by-Step: Embed a PDF in Excel

1. Open your Excel workbook
   Launch Excel and open the workbook where you want to embed the PDF. Choose the specific worksheet and cell area where the PDF icon should appear.

2. Go to the Insert tab
   In the ribbon at the top, click the Insert tab. This is where you will find options for adding objects, images, and other elements.

3. Click Object
   Within the Insert tab, look for the Text or Insert group that contains the Object button. Click Object to open the Object dialog box.

4. Choose Create from File
   In the Object dialog, select the Create from File tab. This tells Excel that you want to embed an existing file instead of creating a new one.

5. Browse for your PDF
   Click the Browse button. Navigate to the folder where your PDF is stored, select the file, and click Insert.

6. Decide whether to link or embed
   You will see options such as Link to file and Display as icon.

   • Leave Link to file unchecked if you want the PDF embedded inside the workbook.
   • Check Link to file if you prefer the workbook to reference the file from its original location.
   • Select Display as icon if you want an icon instead of the first page preview.

7. Confirm and insert
   Click OK. Excel will place the PDF object on your worksheet. You can move and resize it as needed.

Open and View the Embedded PDF

To open the embedded PDF from Excel:

• Double-click the PDF icon or preview area on the sheet
• Your default PDF viewer (for example, Adobe Acrobat) will open the file
• Review the document, then close it when finished

This workflow pairs well with task documentation or progress tracking you may already manage in ClickUp, because stakeholders can open the supporting PDF without leaving Excel.

Method 2: Insert a PDF as an Icon Linked to the File

Instead of embedding the full file, you can create a link to the PDF. This keeps workbook size smaller, which can help when you have many reports, similar to organizing resources in ClickUp while storing large files separately.

Steps to Insert a Linked PDF Icon

1. Open the Object dialog
   Go to Insert > Object as before and choose Create from File.

2. Select the PDF
   Click Browse, select the PDF file, and confirm.

3. Enable Link to file
   Check Link to file to keep the PDF stored outside the workbook. Optionally check Display as icon to show a compact icon instead of a preview.

4. Click OK
   The icon appears on your worksheet. Anyone with access to the workbook and the original file location can open the PDF.

This method is best when working with very large PDFs or when your team maintains a shared file directory in parallel with work done in tools like ClickUp.

Method 3: Use a PDF Screenshot or Image

Sometimes you only need to show a portion of a PDF, such as a chart or a signature page, in Excel. You can capture that section as an image and insert it into the sheet.

Capture and Insert a PDF Screenshot

1. Open the PDF
   Open the PDF in your preferred viewer and navigate to the page or section you want to capture.

2. Take a screenshot
   Use your operating system’s screenshot tool to capture the relevant area. Save it as an image file (for example, PNG or JPG).

3. Insert the image into Excel
   In Excel, go to Insert > Pictures, choose This Device, select your screenshot, and click Insert.

4. Resize and align
   Drag the corners of the image to resize it and position it where it best supports your data.

Use this method when you want quick visual context, while detailed documentation remains in project spaces or document hubs such as ClickUp or a shared drive.

Tips to Manage Embedded PDFs Effectively

Once you embed PDFs in Excel, keep your workbook and linked files tidy so your teammates can easily follow along, regardless of whether they work primarily from spreadsheets or from ClickUp dashboards.

Label Icons and Cells Clearly

To avoid confusion, add nearby labels or instructions:

• Name the cell or add a comment like “Double-click icon to open Q4 report”
• Use a consistent naming convention for each embedded PDF
• Create a table of contents sheet listing all embedded documents

Keep File Paths Stable for Linked PDFs

If you used the Link to file option, do not move the PDF files after linking. If they must be moved:

• Store them in a shared folder with a stable path
• Update the links in Excel if the folder changes
• Document file locations in your internal wiki, task management platform, or ClickUp space

Learn More and Extend Your Workflow

For a deeper dive into the original tutorial and additional context, visit the source article on how to embed a PDF in Excel here: How to embed a PDF in Excel.

If you want to combine spreadsheet processes with broader task and documentation strategies beyond platforms like ClickUp, explore optimization and consulting resources at Consultevo.

By embedding PDFs directly into Excel and aligning this approach with your ClickUp projects and documentation, you can build a more unified, transparent, and efficient reporting workflow for your entire team.