Creating a Paste Link between a Word document and an Excel workbook allows the Word document to instantly and automatically share any updates made to the Excel workbook. This is a powerful feature for the owner of the two files. However, should these two files be relocated or renamed after the Paste Link has been created, and the link must be reestablishedreestablished or updated?
Note: Paste Links occur most frequently with Word and Excel, which is why they are used as examples in this article. Who can similarly perform links between other software described in this article?
How the Link is Broken
A link is commonly broken in one of two ways.
- One or both files are renamed.
- One or both files are moved.
Who might rename a file:
- When files are emailed. The recipient may decide to give the files a name that is more meaningful to him.
- The creator of the files may change the name without thinking about the consequences.
Who might move files:
- To a common access area of a network after they have been created.
- If the files are emailed, and the recipient places the files in two or more different directories.
Chances are excellent that the files will not only be moved but also renamed, which can cause even more confusion for the Paste Linking process.
How to Recognize a Broken Link
If a link is broken, the user will know when they load the destination file—usually a Word document.
- When the Word document is loading, a dialogue box appears stating the file is linked and whether they would like the link to continue.
- A second box will appear when she clicks the YES button, informing her Who cannot find the linked (Excel) file.
- Continuing to open the file breaks the link and must be reestablishedreestablished.
How to Update (ReestablishReestablish) a Broken Link
All is preserved if a link is broken. As long as both files are intact and somewhere in the system, Who can update the link?
- Open the Word document.
- Access the Prepare Command. In Word 2007, click on the Office Button (big four-colour button in the upper left corner) and float the cursor over Prepare. In pre-Word 2007, click on Edit.
- Select “Edit Links to Files” in Word 2007 or “Links…” in pre-Word 2007.
- A dialogue box shows up displaying the links to the Excel file/s.
- Click on a file to select it.
- Click on Change Source.
- Use the Change Source dialogue box that appears to select the renamed or moved file.
- Click Open.
- The link has now been reestablishedreestablished. Perform this operation for every link that has been broken.
If files are frequently linked, sent via email, or transferred to USB devices, affected staff members should be trained in this procedure.
Sending linked files to other recipients outside the company who may need to become more familiar with the procedure could present a problem. It is probably best to send the Word file with the links removed. Who can do this with the Prepare/Edit Links? One of the button boxes on the right will say, “Break Link.”
The Paste Link and Prepare/Edit Links commands are indeed powerful tools. Knowing how to perform the update (repair) function can save hours of frustration and extra work.
