Ms Office Tune Up

Although it has been around for a while, one of the most interesting innovations in Office is still the capability to create hyperlinks in any kind of Office document: Word docu­ments, Excel worksheets, Access databases, PowerPoint presentations, and even Outlook email messages. This section shows you the various techniques available for inserting hyperlinks into Word documents.

Word accepts hyperlinks within the body of a document. This lets you create “active” doc­uments that enable the reader to click special text sections and “surf” to another document, which may be on the web, your corporate intranet, or your hard drive.

For example, consider the Word document shown in Figure 1. As you can see, the phrase “amortization schedule” is displayed underlined and in a different color (blue). This formatting indicates that this phrase is a hyperlink. Hovering the mouse pointer over the hyperlink displays a ScreenTip with the linked address and the message CTRL+click to follow link. Holding down Ctrl and clicking this link displays the linked Excel worksheet.

TIP

Yes,you Ctrl+click a Word hyperlink instead of just clicking as you would in a web browser.That’s because you may need to position the cursor inside the link text, and to do that with a mouse, you need to be able to click the text. If that’s not a concern for you, you can turn off the Ctrl+click method.Choose Office,Word Options,click Advanced,deactivate the Use CTRL+Click to Follow Hyperlink check box, and then click OK.You can now click a Word hyperlink to follow it.

Word gives you three methods for constructing a hyperlink:

• Using Word’s AutoCorrect feature to create links automatically
• Entering the appropriate information by hand
• Pasting information from another document

Figure 1 A Word document con­taining a hyperlink.

The following sections discuss each method.

TIP

Word gives you a fourth method for creating a hyperlink: drag and drop. Right-click and drag a file from a folder window, a link from a web page, or an address displayed in the Internet Explorer Address bar (actually, you right-drag the page icon that displays on the left side of the Address bar). Drop the object inside a Word document and, in the shortcut menu that displays, click Create Hyperlink Here. If you see an Internet Explorer Security dialog box, click Allow.

Creating a Hyperlink Using AutoCorrect

The easiest way to create a hyperlink in Word is to type the address into your document. As long as the address is a network path or an Internet URL, Word will convert the text into a hyperlink, no questions asked.

If this doesn’t work for you, you need to turn on this feature by following these steps:

1. Select Office, Word Options to open the Word Options dialog box.
2. Click Proofing and then click AutoCorrect Options to display the AutoCorrect dialog box.
3. Click the AutoFormat as You Type tab.
4. Activate the Internet and Network Paths with Hyperlinks check box.
5. Click OK, and then click OK again in the Word Options dialog box.

Creating a Hyperlink from Scratch

For more control over your hyperlinks, you need to use Word’s Hyperlink command, which lets you specify not only linked documents, but named locations within documents (such as a named range within an Excel worksheet). Here are the steps to follow:

1. Either select the text that you want to use for the hyperlink or select the position in the document in which you want the link to display. Note that if you don’t select any text beforehand, the link text will be the hyperlink address.
2. Choose Insert, Hyperlink (or press Ctrl+K). Word displays the Insert Hyperlink dialog box, as shown in Figure 2.
   

   
   Figure 2 Use the Insert Hyperlink dialog box to create your hyperlinks from scratch.

3. Use the Text to Display box to edit the link text, if necessary.
4. To set the ScreenTip text, click ScreenTip, type the ScreenTip text, and click OK. Note that this replaces the address that Word displays in the ScreenTip by default. Word still displays the CTRL+click to follow link message in the ScreenTip.
5. Use the Address text box to specify the name of the file or web page that the users jump to when they Ctrl+click the link. You can enter any of the following:

   A path to another Word document

   A path to a document from a different application on your hard drive

   A path to a multimedia file (such as a sound or video file)

   A network (UNC) path to a document on your company’s intranet

   A URL on the World Wide Web

6. If you want to link to a specific part of the file, you can do this in Word by linking to a bookmark. Click Bookmark, select the bookmark you want to link to, and click OK.
7. Click OK to insert the hyperlink.

NOTE

If you right-click a hyperlink, the shortcut menu that displays contains the following commands:

• Edit Hyperlink-Displays the Edit Hyperlink dialog box, which is identical to the Add Hyperlink dialog box.
• Select Hyperlink-Selects the hyperlink text.
• Open Hyperlink—Opens the linked document.
• Copy Hyperlink—Copies the hyperlink to the Clipboard.
• Remove Hyperlink—Deletes the hyperlink but not the hyperlink text.

Pasting a Hyperlink in Word

The final method for creating a hyperlink is to paste an object from the Clipboard. That is, you copy an object to the Clipboard-it could be a section of text, an Excel range, some records from a table-position the cursor where you want the link to display, and then select Edit, Paste Hyperlink. When you click this hyperlink, not only does Word load the application and document from which you copied the information, but it also moves to the spot in the document where the information resides.

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