Microsoft Office Tutorials and References
In Depth Information
Updating Links
Embedding Other
Files in Slides
Tip: If the file you’re embedding is too big to fit on the slide, then turn on the Insert Object dialog box’s
“Display as icon” checkbox. This inserts an icon that represents the kind of file you’re embedding. When
you’re working in PowerPoint’s Normal view, double-click the icon to open the file.
After you’ve embedded the file as an icon, insert a hyperlink (page 613) into the icon that links to the file.
During a presentation, you can click the icon and open the file in its original program. Obviously, for this
to work, the computer you’re using to give the presentation must have access to the linked file wherever it
happens to live (such as on the company network).
Updating Links
When you open a presentation that contains a linked file, PowerPoint asks whether
you want to update the link. In other words, do you want PowerPoint to fetch the
latest and greatest version of the embedded file? To update the embedded file, click
Update Links. To open the presentation without updating links, click Cancel.
Creating a New Embedded File
As the box on page 576 explains, embedding a file is like opening another program
from within PowerPoint. You can then take advantage of all the bells and whistles of
Word or Excel, for example, as you create and edit a file that lives on a PowerPoint
slide. You don’t even need to open Word or Excel. Here’s how to create an embedded
file in PowerPoint:
1. Insertanewblankslide.ThenselectInsert Object(Alt,N,J).
The Insert Object dialog box, shown in Figure 21-7, opens. The “Object type”
box shows the different kinds of files you can insert as objects, including Adobe
Acrobat documents, Excel worksheets, PowerPoint presentations, Word
documents, and Microsoft Works and OpenDocument files.
2. Make sure the “Createnew” radiobutton is turned on, and then select the
kindoffileyouwanttocreate.ClickOK.
PowerPoint inserts a frame for the object, and the ribbon changes to reflect the
type of document you chose. If you picked a Word document, for example, the
ribbon changes to the Word ribbon.
3. Workinsidetheframetocreateyourdocument.Whenyou’refinished,click
outsidetheframe.
PowerPoint switches the ribbon back to its own familiar layout. Your work is
now an object on the slide.
To resize the object, click it so its frame appears, and then click and drag the frame.
If you need to edit the embedded file, double-click anywhere inside its frame; the
ribbon changes, and you can work on it again.
 
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