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Using hyperlinks

From: Excel for Mac 2011 Essential Training

Video: Using hyperlinks

One of the strengths of modern computers is your ability to connect to outside resources using what are called hyperlinks. You probably think of the World Wide Web when you think of hyperlinks, but you can create these links within an Excel workbook to provide access to web sites, other files, or to send e-mail messages to your colleagues. In this movie, I'll show you how to create and manage hyperlinks in Excel workbooks. The first type of hyperlink I'll show you how to create is a hyperlink to a web page. To do that, I click the cell where I want the hyperlink to appear, and then there are two ways to get to the Hyperlink dialog box.

Using hyperlinks

One of the strengths of modern computers is your ability to connect to outside resources using what are called hyperlinks. You probably think of the World Wide Web when you think of hyperlinks, but you can create these links within an Excel workbook to provide access to web sites, other files, or to send e-mail messages to your colleagues. In this movie, I'll show you how to create and manage hyperlinks in Excel workbooks. The first type of hyperlink I'll show you how to create is a hyperlink to a web page. To do that, I click the cell where I want the hyperlink to appear, and then there are two ways to get to the Hyperlink dialog box.

The first way is to click the Insert menu head, and then all the way at the bottom, click Hyperlink. When you do, the Insert Hyperlink dialog box appears. So now in the Link to box, I can type in the web address that I want to connect to, and in this case it is www.twotreesoliveoil.com. And you'll notice that Excel added the http:// at the start of the address for me. And this text here is the text that will be displayed within the cell that contains the hyperlink.

When I opened this dialog box, there was already text there: Two Trees Olive Oil, and I'll keep it, but I could edit it if I wanted to. I am creating a web page. I don't need to worry about the anchor. That's a specific location within a page. If you don't know what it is, don't worry about it. It's not used all that often. Everything looks good. I can click OK, and Excel creates my hyperlink. And you can tell it's a hyperlink because it's in blue, and it's underlined. If I move the mouse pointer over the top of it, of the cell that contains the hyperlink, my mouse pointer changes to a pointing hand, and that means that when I click, Excel will open my web browser and go to the address, which you see here: twotreesoliveoil.com.

So that hyperlink works. Now I'll just close Firefox and go back to Excel. I don't want to save anything, and we're back. Next, I'm going to show you how to create a link to a document that's on your computer, or that is reachable over your network. To do that, I click the cell where I want to create the hyperlink. And then, instead of clicking Insert Hyperlink on the menu system, I can use the keyboard shortcut, which is Command+K. When I click that, I get the Insert Hyperlink dialog box, and again, it's on the web page page.

I want to create a link to a document, so I will click Document. And now I can select the file to link to. Or if I knew the directory, and the path, and the name, I could type it in longhand, but it's much easier to select it. I will click Select, and I see my exercise files for Chapter07, and the file I want to link to is PivotReport. So I click it, see my Preview, click Open, and now I'm back in the Insert Hyperlink box. I have the name of the file here to link and everything looks good.

I can click OK, and we get the link to the workbook. Now if I click it, the file opens. I don't want to do anything in it right now; I just wanted to show you that the hyperlink did in fact work. So I'll close this file, and go back to the Hyperlinks workbook. Now, you'll notice that links that have been followed are in purple, as opposed to in blue, whereas links that have been followed have blue text. The final type of hyperlink I'm going to show you how to create starts a new e-mail message when you click it, and here I have the e-mail address for olivia@twotreesoliveoil.com. And once again, I will press Command+K to open the Insert Hyperlink dialog box. And this time I want to click E-mail Address to display that page of the dialog.

So in this case, I want to type the e-mail address in Link to that is the resource to which we're linking, so that will be Olivia, and Excel added mailto to the hyperlink. So I'll just go over here and start editing again. It's olivia@twotreesoliveoil.com. I also could have copied and pasted the text from here into the Link to box and done it all at one time, and then Excel would have added the mailto and a colon in front of it, but the way I did it works; it just took a little bit longer.

So I have the To here, and it's to the proper address. They just grab that value from here. And for the Subject, I'll just call this Workbook Link Message. So everything looks good. I'll click OK, and Excel creates the hyperlink. If I were to click it, and I don't have an e-mail program configured on this computer, but if I were to click it, it would run my default e-mail program and start a message that was addressed to the e-mail address olivia@twotreesoliveoil.com.

If I want to edit a hyperlink, I can Ctrl+Click the cell that contains the link, and then in the menu that appears, click Edit Hyperlink, and Excel displays the Edit Hyperlink dialog box. It's exactly the same as the Insert Hyperlink dialog box. It just allows you to change things. So in this case, I won't actually make any edits, but if I wanted to, I could go to the Document page and select a new file, change the display text, anything like that. Actually, I will. I'll call it PivotTable Report. So when I click OK, the link changed, so we've gone back to blue, but it's still linked to the same file. Now let's say that I want to delete a hyperlink.

To do that, once again, you Ctrl+Click a cell that contains the hyperlink, and then from the menu that appears, click Remove Hyperlink. The hyperlink is gone, so if I click on the cell, instead of opening the file, because there is no link, it just selects the cell, and you can edit the contents, copy it, anything you like. Hyperlinks let you create connections to resources outside your active workbook. Clicking a hyperlink opens that other file or web site, enabling you to use that information immediately. Or, if you like, you can create an e-mail response form with a hyperlink inside an Excel workbook.

Show transcript

This video is part of

Image for Excel for Mac 2011 Essential Training
Excel for Mac 2011 Essential Training

100 video lessons · 29666 viewers

Curt Frye
Author

 
Expand all | Collapse all
  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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