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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):

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:

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:
soundlink.zip -- soundlink2.zip

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