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PowerPoint 2007 Tutorial

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PowerPoint 2007 - Hyperlinks and Action Buttons

Linking Objects | Linking to a File or Website | Linking to Slides and other Presentations | Changing a Link
A PowerPoint presentation can be more than simply advancing through your slides. Using hyperlinks and action buttons, you can link to other slides in your presentation or other presentations, link objects created in programs other than PowerPoint so that they'll update in your slideshow when the original is updated (such as Excel spreadsheets), or link to websites.

Linking Objects

You can place objects in your presentation that will dynamically update whenever the original object is updated -- an Excel spreadsheet, for example.

Note: In order for an object to be linked, it must have been created in a program that supports Object Linking and Embedding (OLE). All Microsoft Office applications support OLE within their own versions (i.e. a PowerPoint 07 presentation can embed an object from Excel 07), but this will not work if you are working in compatibility mode (i.e. a PowerPoint 07 presentation cannot embed an Excel 03 object).

Also Note: If you are linking to an object, that object must be on the computer that you are presenting on. If the object is not on the same computer, PowerPoint will not be able to access it.

Yet another note: you can only test links in SLIDE SHOW mode. If you're not in slide show mode, links will not do anything, but this doesn't mean they don't work.

There are several different options for placing linked objects:

Copy and Paste

This works best with graphical objects such as charts and graphs. You can either drop the object directly onto your slide or use an action button or link to open the object in the appropriate program when clicked.

  1. Open the file in its original program. For this tutorial, we will be using an Excel object as our example.
  2. Select the data you wish to copy (the chart, graph, etc), right-click and select Copy or use the keyboard shortcut [Ctrl]+[C].
  3. In PowerPoint, select the slide where you want the object to appear.
  4. In the Home tab under the Clipboard group click the menu arrow below the PASTE button and select PASTE SPECIAL. The Paste Special dialog opens.
  5. In the dialog box, select the Paste link option. This will enable the chart or graph to update in PowerPoint whenever you edit it in Excel. Also verify that the proper file type is selected in the As: list (in this case "Microsoft Office Excel Worksheet Object" is correct).

    Paste Special

  6. Another option would be to check the Display as icon box to the right and add a link to the resulting icon. This way, when you click the icon, the object will open in its original program. See Linking to a File or Website below for instructions on adding a link to an object or icon.
  7. When you are finished, click OK.

Insert Dialog Box

This option is useful for adding spreadsheets to your presentation.

  1. In the Insert tab under the Text group click OBJECT Insert Object. The Insert Object dialog opens.

    Insert Object dialog

  2. Select Create from File. Click Browse... and find the file you wish to use on your computer.
  3. If you wish to add the contents of the file to your spreadsheet, click OK on the Insert Object dialog.
    To add a dynamic link (so that the contents of the file update in PowerPoint when you edit the original), check the Link box beside Browse.
  4. You can also check the Display as icon box and add a link to the resulting icon on your slide. This allows you to click on the icon and open the file in its original program. See Linking to a File or Website below for instructions on adding a link to an object or icon.
  5. When you are finished, click OK.

Updating the Original File

You can always open the program in which you created your linked object and edit the original file, but here's an easy way to accomplish the same thing through PowerPoint.

  1. Click on the linked object to select it.
  2. Right click on the border of the object, select Linked Object and click on Edit.
  3. The object will open in its source program. When you are done editing the information, save and close it. The linked object will be automatically updated in PowerPoint.


Linking to a File or Website

You can add a link to an object or text.

  1. Select the text, image, or shape to which you wish to add a link.
  2. In the Insert tab under the Links group click on HYPERLINK Insert Hyperlink. The Insert Hyperlink dialog appears.

    Insert Hyperlink dialog

  3. In Address: either type the URL of the website you wish to link to or the path of the file on your computer,
    OR
    Use Look In: to navigate to the file on your computer.
  4. When you are done, click OK. A link will be added to your text or object.


Linking to Slides and Other Presentations

You can link to a slide in your current presentation, or to a slide in a different presentation.

Within the Same Presentation

  1. Select the text, image, or link to which you wish to add a link.
  2. In the Insert tab under the Links group click on HYPERLINK Insert Hyperlink. The Insert Hyperlink dialog appears.

    Insert Link dialog - Same presentation

  3. In Link to: select Place in This Document.
  4. From Select a place in this document: select a slide.
  5. Click OK. A link will be added to your text or object.

In a Different Presentation

  1. Select the text, image, or link to which you wish to add a link.
  2. In the Insert tab under the Links group click on ACTION Insert Hyperlink. The Action Settings dialog appears.
  3. Select Hyperlink To: and select Other PowerPoint Presentation... from the drop down list.
  4. In the dialog that appears, navigate to the presentation you wish to link to and click OK.
  5. Select the desired slide from the options that appear. Click OK.
  6. In the Action Settings dialog click OK.

Note: During the presentation, when you wish to return to the parent presentation, right-click anywhere on the slide and select Last Viewed. Another option is to add an Action button or hyperlink that returns you to your original presentation.


Changing a Link

Note: These instructions work for changing a link to a website or another slide/presentation.

  1. To change a link, right-click on the linked text, image, or shape and click Edit Hyperlink.
  2. Follow the original instructions used to add the link to navigate the Insert Hyperlink/Action Settings dialogs.



Need help? Email me! varvarak@mail.med.upenn.edu
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