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Using Word
by Ursula Hoffmann
This is not a tutorial on using the software for simple word
processing, or for document specific tasks, such as creating an index,
footnotes, etc.
For a basic tutorial, use Google to search online, or buy a book.
Here: How to add an image, an Excel graph or chart, a small sound or
video
file to a Word document.
You can embed a file, or you can link to a file.
According to the information given in Windows Help (open any
Windows
application, such as Word or
Excel, click Help, Search for link or embed):
Embedding means that you incorporate an existing file into your
current
document.
This seems to apply to two different procedures:
1. There is an umbilical cord between the two files, with the two
remaining related. For example,
you can create a
Word document
with an embedded Excel file graph. When you edit the data in the Excel
spreadsheet, the graph changes automatically, as does the graph in the
Word document
– this works on your own computer so you can use your laptop at a
presentation.
2. The second file is incorporated
into
your file. It creates a single file but bloats it by the size of the
second file; also, there is no umbilical cord to the source file. For
example,.you can create a
Word document
with an embedded font. The recipient does not need to have the font;
the doc
will be seen as you created it -- or you can create a
Word
document
that includes an image or sound file or video file -- and you can
e-mail or upload it as a single file.
Note: The
embedded information will bloat the
document's file
size so it may be slow to download. Therefore, if you plan to use
many or large secondary files, link them.
Linking means
that within a document you add a link to
another file. The file you link to from your source file is no longer
connected to
your source file. The
linked file may be on your computer or on the web (having its own URL).
a. If the
linked file
is on the
web: For e-mail or a web site or Blackboard, include the complete URL
(http:// etc)
in your
document
and send your document.
b. If the
linked file
is on your
computer:
- to send
to a web site: upload/ftp both the document and the linked file to
a web site
- to e-mail
or to upload to Blackboard, first make sure that both the document and
the file
it links to are in the same folder, then select both, zip them (choose
Winzip option No Path), and
then send/upload
the zipped file.
Instructions
for embedding:
Make sure both
the Word
document and the file to embed (image, graph, media clip)
are in the
same directory.
Open the Word file and click where you
want to
embed the file.Click Insert, Object, tab Create New, Package
(if you wish, click Display icon – without
the
icon, the
filename is displayed)
click OK.
The Object Packager opens. Click File,
Import,
select the
clip you want, click X to close, Yes to update.
Zip the files: select option No path. E-mail or
upload the zipped file to a website. For Bb, upload the zipped file as
a package.
The user needs to download the file (if
it is
large, it takes a while). Then, the user's Word opens the document.
The user needs to double-click the icon to see
the clip,
and close the player when done.
Instructions
for linking:
The file you link to has a location, either a relative path
(e.g., \My
Documents\filename.ext) or an absolute path to a CD (e.g.,
d:\...\filename.ext) -- or to a website (e.g.,
http://www...../filename.ext).
1) To use your own laptop for a presentation, the file you link to can
be in any folder, and will be found when you use the relative path for
linking.
2) To use with Blackboard or on a website:
The Word document will download when clicked but the file it links to
cannot be found as it is in a directory on your own computer.
So, you must create a zip file.
Make sure both the Word
document and the file to link to (image, graph, media clip)
are in the
same directory.
Create the link:
Open the Word file and click where you
want to
link the file.
Click Insert, Object, tab Create from File.
Click Browse, select
the clip you want, select both Link to file and Display as icon. Click
OK
Zip, using the option No Path. Upload the zip file. This also works for
e-mail.
The
users need to double-click
the icon to hear the music or view the video.
The users must have
both Word
and an appropriate viewer on
their computers, as well as speakers turned on for sound.
The users must also have winzip or a similar utility to unzip a zipped
file on a website.
Examples for a
table, a
graph, an
image -- see Inserting
images in Word documents
Sound and video clips are more
complicated to use with Word:
Word Help provides two methods --
I am using the same tiny audio clip, chimes.wav, for both -- see the
method for each in the zipped examples:
Two video clips, produced with the first method shown in soundlink.zip:
an amusing sample from Migdio Dominguez: videolink1.zip
a big beautiful sample from R.Whittaker but the zipped file includes
the 3 Mb clip twice so it is 6 Mb: videolink2.zip
same file, but zipping the Word doc only, not including the video clip
so it is 3 Mb: videolink21.zip
last
rev. April 2005