When inserting images into a Word document you have three options, Embedded, Linked, Linked and Saved. There are only two reasons why you would want to "Link" images versus embedding them and that is...
- controlling file size
- updating images automatically when changes are made
The downside to linked images is just what you are experiencing. If you keep the linked images in the same folder as the original document and email the entire folder, then you won't have this issue, at least if you were emailing the original source Word
document file. However if you use the Linked and Saved option then the image file is not only linked so that it will automatically update and it will also be inserted into the Word document bundle. The benefit of this method is if the link cannot be located,
the embedded copy of the image is used. Of course this option negates the controlling file size benefit of linking images.
Now why saving the document as PDF is not consistently converting the links to embedded is a mystery. Have you tried opening Adobe Acrobat and converting the Word document directly from it versus saving to PDF via Word? Another thing to also try is placing
all of the linked images into the same folder as the source Word document, updating all of the links and then creating the PDF.
You might also try changing the links to the "Linked and Saved" option and see if that makes a difference when saving to PDF.
If the source document has a lot of images and it is too much work to change all of the links manually, you can download the following Word add-in (it's free to use for 7 days) and there is a "Change Links" function in the app that will do this for you.
zAPPs-apps Collection (the software is Office version specific, so make sure you download the version that matches your version of
Office)
Hope this helps