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Learn about the difference between linking and embedding files in Microsoft Office, and how linking can help save time and avoid inaccurate data. Follow step-by-step instructions on how to link or embed files in Word and Excel documents.
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To make it easier . . . • Microsoft Office makes it easy to share information between applications in the Office Suite. • Files from other applications can be linked and embedded into Word files.
What is the difference? • Difference between linked and embedded? • A linked file updates when the original file has been changed • An embedded file does not change even when the original file changes
How does linking help? • If you refer to data in an Excel file or other applications in various Word documents and that data changes in Excel, you would have to remember to change it in all of the files that same information was contained in. • However, if the data is linked, when it changes in the original Excel file, the Word files will update automatically – saves a tone of work and inaccurate data.
So how do I link or embed files? • Let’s make it simple. • Open a blank Word document. Type the following in the default font: Now is the time for all good men to come to the aid of their country. • Save the file as Sample 1. • Open a new blank Word document. On the Insert tab, under the Text grouping, click the drop-down arrow next to Object.
How to Continued . . . • Select Object. • Note you can do this one of two ways: by creating a new file or using an existing one. • Click on the Tab “Create from File” in the dialog box. • Click the Browse button and navigate to the Sample 1 document you just created. • BEFORE CLICKING OKAY, click the box “Link to File.”
How to Continued • Clicking this one little box changes the file from an embedded file to a linked file. • Click Okay. • Save the Document as Linked Sample. • Close the Sample 2 document. • Open a new blank Word document, Insert an Object from an Existing File – THIS TIME, DO NOT CHECK THE LINKED BOX. • Save the document as Embedded Sample.
How to Continued . . . • Open the Sample 1 document. • Change as follows: • Font to bold, 36 pt, and Bondoni MT Black. • Save the Sample 1 Document. • Open the Linked Sample file you created. • Note that a dialog box opens asking if you want to update the file. Yes, you do want to update the file. • Open the Embedded Sample document. Note that it does not ask you if you want to update the file, and the contents of the file do not change.
Link vs. Embedded • You can now see the difference between linked files and embedded files. • Linked files change; embedded files are merely imported into the document.
Same can be done with Excel • Let’s practice: • Open a blank Excel workbook. • Insert the information into the workbook:
How to Continued . . . • Save the Excel file as Homeruns. • Open a new blank Word document. • Insert the Excel file as an embedded object in the Word document. (Simply do not check the Linked box) • Save the Word document as Embedded Homeruns. • Open a blank Word document and insert the Excel Homeruns file as a linked file (remember to check the box).
How to Continued • Save the file as Linked Homeruns. • Open the Excel file and add another game: • Vs. Thomasville • For Fred, 10; for Aaron, 11; for Brandon, 3; for Neil, 15; and for Michael 14. • Save the Excel file.
How to Continued . . . • Open the Embedded Homeruns Word document. • Note it does not ask you to update the file. The Excel spreadsheet has been imported or embedded into the Word document and does not change. • Open the Linked Homeruns Word document. Note it asks if you would like to update the data. Tell it yes. • You should see “vs Thomasville” along with the homeruns the Trojan players hit against Thomasville.
