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To add another Word document’s editable contents, use desktop Word’s Insert > Object > Text from File. To keep the source as a separate clickable file, use Insert > Object > Create from File and choose whether to embed or link it. The right choice depends on whether you want one continuous document, an attachment, or a connection to a file stored elsewhere.
Choose how you want the second file to appear
| Your goal | Use this method | What you get |
|---|---|---|
| Make the source text part of one editable document | Text from File | Content is inserted into the destination document. |
| Include the original as a clickable file | Create from File, then Display as icon | An embedded object that can usually be opened separately. |
| Keep a connection to a source file stored elsewhere | Create from File, then Link to file | A linked object that may reflect changes to the source while its location remains accessible. |
| Copy only selected text, tables, or images, or work in Word for the web | Copy and paste | Selected content is inserted, with formatting that may need adjustment. |
Insert a Word document’s contents as editable text
This is the usual choice for combining a chapter, report, contract section, or appendix into one document. Microsoft documents this method for desktop Word for Microsoft 365 and Word 2016, 2019, 2021, and 2024. The command is in desktop Word; it may not be available in Word for the web.
- Open the destination document and save a backup or a copy under a new name.
- Click where the imported content should begin. If it should start on a new page, insert a page or section break first.
- Select Insert, then open the arrow beside Object in the Text group.
- Choose Text from File.
- Select the source Word file and double-click it, or select it and confirm. Word inserts its contents at the cursor.
- Save the destination document, then inspect the merged pages and correct any layout or formatting changes.
Repeat these steps for each additional file, in the order you want the content to appear. The source text becomes editable content in the destination; this is not the same as attaching the original file as an icon. See Microsoft’s instructions for inserting a document in Word.
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Keep the source document’s headers and footers separate
If the imported pages need their own headers, footers, margins, orientation, or page-number treatment, put them in a separate section. Without section breaks, those settings can carry over from the destination or affect surrounding pages.
- Place the cursor before the point where the imported document should begin.
- Choose Layout > Breaks > Next Page to start a new section on the following page.
- Insert the source with Insert > Object > Text from File.
- If the imported material’s section-specific settings should end afterward, add another Next Page section break at its end.
- Open the header or footer in the new section. If it should differ from the preceding section, turn off Link to Previous, then edit it.
- Check whether page numbering should continue from the previous section or restart, and review margins, paper size, and orientation.
A section break separates page-layout settings; a page break alone does not. For several documents, decide before importing which ones need their own sections, page numbering, or headers and footers.
Embed a Word file as a clickable icon
Embedding keeps a copy of the source file inside the destination document. It does not place the source’s paragraphs on the page as editable content, and later edits to the original do not automatically update the embedded copy. Use this approach when the recipient should be able to open a supporting file, form, or template from the document.
- In the destination document, select Insert > Object.
- Choose Create from File, then select Browse and choose the Word file.
- Select Display as icon.
- Confirm with OK or Insert, depending on the dialog.
The icon is an object, not a preview of the file’s full contents. The precise dialog wording can vary by Word edition. Microsoft explains the options in its guidance on inserting an object in Word.
Link to the source file instead of embedding it
In the same Create from File dialog, select Link to file rather than embedding the file. A link can be smaller and may reflect source changes, but the destination depends on the original file remaining at a location it can access. Moving, renaming, deleting, or restricting access to that file can break the link. A local path on your computer may not work for someone else.
Use a link only when the source will stay in a stable, shared location and recipients have access to it. For a document you plan to email or distribute independently, embedding or supplying the source separately is usually more dependable. Microsoft describes the differences between linked and embedded objects.
Copy and paste in Word for the web, or insert only part of a file
Word for the web does not expose every desktop command, including some object and advanced editing features. For a browser-based merge, open both documents in editable mode, select the needed content in the source, and copy it. Use Ctrl+C and Ctrl+V on Windows, or Command+C and Command+V on Mac, to copy and paste it into the destination.
If Word offers paste choices, use Keep Source Formatting to retain more of the source appearance, Merge Formatting to adapt it toward the destination, or Keep Text Only for plain text. Names and availability can vary by app and context. Tables, lists, images, borders, and indentation may need cleanup. For a full-document import or more precise layout controls, use Open in Desktop App or Open in Word, if available. Microsoft covers copying and pasting in Office for the web and differences between Word in a browser and desktop Word.
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Check formatting after combining documents
Importing content does not guarantee that every feature will look exactly as it did in the source. The destination’s styles, theme, page setup, and numbering can interact with imported content. Review the combined file in Print Layout before sharing it.
- Styles and headings: Check that headings have the intended appearance and hierarchy. Imported style names or theme-dependent formatting may look different; apply the destination’s styles deliberately if consistency matters.
- Page and section breaks: Look for blank pages, unexpected page starts, or changes in margins, paper size, and orientation. Show formatting marks if needed to find breaks.
- Lists and numbering: Multilevel numbering can restart or change when it meets the destination’s list styles. Review it after all files are inserted, then standardize numbering in the combined document.
- Tables, images, captions, and fields: Check alignment, wrapping, captions, and any field results. Complex layouts may need adjustment.
- Headers, footers, and page numbers: Inspect every section boundary. Confirm whether headers and footers should be linked to the previous section and whether numbering should continue or restart.
- Hyperlinks and cross-references: Check that links still point to the intended destination and that cross-references still make sense in the combined file.
- Tracked changes and comments: Decide whether to retain markup, accept or reject changes, or import a clean version. Review comments rather than assuming the merge resolves them.
Troubleshooting
“Text from File” is missing
- Confirm that you are using the desktop Word app rather than Word for the web.
- Open the arrow beside Object; selecting the main button may not show all its commands.
- Maximize the Word window or search the ribbon for “Text from File.” Ribbon layouts vary by edition.
- Check that the document is open for editing, not protected or read-only. If it is, use an authorized editable copy.
- If the command remains unavailable, copy and paste the content as a fallback. For layout-sensitive work, use desktop Word.
Headers, footers, or page numbers repeat or change
Check whether the imported material has its own section, then open its header or footer and inspect Link to Previous. A new section lets you control those settings separately; adjust page numbering if it should continue or restart.
Numbering or page layout changes
Inspect section breaks, margins, orientation, and manual page breaks. Imported headings and lists can interact with the destination’s styles and multilevel numbering. Apply consistent destination styles and review numbering after all files are combined.
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A linked file cannot be found or does not update
Check whether the source was moved or renamed and whether the destination computer has access to its location. Links to personal or local folders are particularly unsuitable for files sent to other people. If the source location cannot be kept stable, embed the file or provide it separately.
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An embedded object will not open
The recipient may lack a compatible application, the destination may have been converted to another format, or security settings may restrict embedded objects. You can provide the source file separately or use a link to a shared location the recipient can access.
The source is a PDF, scan, or macro-enabled Word file
Text from File is intended for compatible document files, not as a general PDF or image importer. Word can attempt to convert a PDF opened through File > Open, but the layout may need correction. Scanned pages may need text recognition or may be better included as images; see Microsoft’s guidance on inserting scanned text or images. Treat macro-enabled files such as .docm as security-sensitive: use only files you trust. Word for the web does not run macros.
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