Microsoft Office Tutorials and References
In Depth Information
Linking to a Graphic File
4. Click Insert. The picture is inserted.
If you have a lot of graphics in different formats, consider narrowing down the list that appears by selecting a specii c
i le type from the i le type list. By default it is set to All Pictures.
Linking to a Graphic File
If you have a sharp eye, you may have noticed that the Insert button in Figure 11.15 has a
drop-down list associated with it. That list has these choices:
Insert. The default, inserts the graphic but maintains no connection.
Link to File. Creates a link to the fi le, but does not maintain a local copy of it in
PowerPoint.
Insert and Link. Creates a link to the fi le, and also inserts a local copy of its cur-
rent state, so if the linked copy is not available in the future, the local copy will
still appear.
Use Link to File whenever you want to insert a pointer rather than the original. When the
presentation opens, it pulls in the graphic from the disk. If the graphic is not available, it
displays an empty frame with a red X in the corner in the graphic’s place. Using Link to File
keeps the size of the original PowerPoint fi le very small because it doesn’t actually contain
the graphic — it only links to it. However, if you move or delete the graphic, PowerPoint
won’t be able to fi nd it anymore.
The important thing to know about this link in the Link to File feature is that it is not the
same thing as an OLE link. This is not a dynamic link that you can manage. It is a much simpler
link and much less fl exible. You can’t change the fi le location to which it is linked, for example;
if the location of the graphic changes, you must delete it from PowerPoint and reinsert it.
If you are building a graphic-heavy presentation on an older computer, you might i nd that it takes a long time to
move between slides and for each graphic to appear. You can take some of the hassle away by using Link to File
instead of inserting the graphics. Then temporarily move the graphic i les to a subfolder so PowerPoint can’t i nd
them. It displays the placeholders for the graphics on the appropriate slides, and the presentation i le is much faster
to page through and edit. Then when you are ready to i nish up, close PowerPoint and move the graphic i les back to
their original locations so PowerPoint can i nd them again when you reopen the presentation i le.
Capturing and Inserting Screenshots
A screenshot is a picture that you take of your computer screen using Windows itself (or a
screen capture utility). Most of the images in this topic are screenshots. You might want
to take screenshots to illustrate the steps in a computer-based procedure and then create a
 
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