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Linking vs. embedding images

From: Word 2007: Formatting Long Documents

Video: Linking vs. embedding images

If you think you are going to be using graphical images in your long document here in Word 2007, it's good to know you have a couple of options for how those images are inserted into your document. In the previous lesson we saw that selecting a picture, clicking the Insert button, pops it right into our document, but what's really happening there? Well, it's actually becoming part of the document. So if you are using high resolution photographs, for example, and they are several megabytes in size, that will increase the overall file size of your document when you simply embed them in the document. Another option is to link to them. That way you store the document and the images separately. You view them in the document, they print in the document, but they are never actually part of the document.

Linking vs. embedding images

If you think you are going to be using graphical images in your long document here in Word 2007, it's good to know you have a couple of options for how those images are inserted into your document. In the previous lesson we saw that selecting a picture, clicking the Insert button, pops it right into our document, but what's really happening there? Well, it's actually becoming part of the document. So if you are using high resolution photographs, for example, and they are several megabytes in size, that will increase the overall file size of your document when you simply embed them in the document. Another option is to link to them. That way you store the document and the images separately. You view them in the document, they print in the document, but they are never actually part of the document.

It allows you to keep your file size down, so it's not too cumbersome to work with. So saving times don't go up, and scrolling through your document doesn't take so long. Just another consideration when working with graphical images. So we are going to use our document that we have been working within the previous lesson here to continue working with the images. If you have been following along, you are ready to go. If you skipped to this lesson though, and you do have the Exercise Files, you can get caught up by going to the Chapter VIII folder and opening up GraphicalHumbug2. Now all I'm going to do right now is go up to the very top-left corner, click my button and choose Save As. I want to save this to my Desktop. We are going to do a little experiment here. I'm going to keep the same name GraphicalHumbug, but I'm going to change the ending here to A, (GraphicalHumbugA )and I'm going to click Save. This is my document in it's original format.

Next, I'm going to go to a location where I need to insert an image. So I'm going to go up to my View tab here. The quickest way to get to Chapter VIII is to show our Document Map right here in the Show/Hide section. Click on Chapter VIII, close the Document Map and we are ready to insert our image. Here's where a picture of the human skull is going to go. I'm just going to click right here in this first paragraph anywhere. For example, right here before the word, His "factory" was. So that's where I'm going to insert my image. I'm going to go up to my Insert tab, just like we did in the previous lesson, select Picture and from the Chapter VIII folder, I'm going to go down to this one here, Human_skull_BW.

Now I'm going to just widen this window here. When you click the View dropdown, make sure that Details is selected, so you can see the size here is actually 98 KB. This is a very small file size for an image. So I would probably just embed it right in the document. If I was going to be taking my document to a publisher though, I might want to also create a link to this graphical image. So how do I do that? Well, first thing we need to do is select the image itself. This is going into our document, but how? Well, down below just clicking the Insert button, like we did in the previous lesson, we'll embed it right into the content, which means my overall document file size will go up by 98 KB.

If however, I click the dropdown to the right of this button, I have some other options, such as Link to File. This is going to create a link to my Human_skull. It's not going to increase my overall document file size, but I'll have to make sure that if I'm giving this document to somebody even to read, I'll have to provide them with the linked files, the graphical images as well. Particularly important, if I'm sending this off to a publisher who is going to print my document according to my specifications, they will need these graphical images as well.

So another option is to insert it, embed it right into document and creating link to those images. Publishers like that, even if the image is embedded in your document, they like to have them separately. So you would choose this option. But I'm going to start with Link to File. Now when I click on Link to File, it's actually inserted here in my document and appears to be embedded, but it's just a link to the image. So I'm seeing the image that I have linked to in my document, and I can do things like sizing. Formatting, like we did in the previous lesson. I am going to leave it just as it is. I'm going to click outside that image.

I'm going to leave it like that. Next though, I'm going to go up to my top-left corner, click my button and choose Save As. This is going to go to my Desktop. Make sure Desktop is selected. Let's change the ending here to GraphicalHumbugB, and we ill save that. Lastly, I'm going to click on this and delete it. So clicking on the image and hitting your Delete key on the keyboard will remove it. I'm going to go back to Insert, I'm going to go over to Picture, select the same picture, my Human_skull, and I'm going to not just insert it, but I'm going to insert and link to it. So it will be embedded in my document right in that location.

I'm also creating a link to the file. I'll click outside of it, go up to my Windows button up here in the top-left corner and go down to Save As. This one is going to be GraphicalHumbugC. So I'm going to take out the B right here, and put in a C, and save that up. Let's see what's happened, and I'm going to go back up to our button in the top-left corner, and go to Open this time. Make sure that the Desktop is selected. There is my three versions if the document. There is the original, 296 KB, then for GraphicalHumbugB, I created a link to the image. Look at the file size, exactly the same. Then my third option where I actually inserted and linked, or embedded and created the link, it's gone up to 394, 98 KB larger than the original size.

Not a big deal with this particular graphic, but again, think about using some high resolution photographs which are very large in nature, and if you are using many of them, you will definitely want to consider linking over embedding into your document. I'm going to Cancel, return to my document, and we will continue from here.

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This video is part of

Image for Word 2007: Formatting Long Documents
Word 2007: Formatting Long Documents

43 video lessons · 12510 viewers

David Rivers
Author

 
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  1. 3m 15s
    1. Welcome
      1m 14s
    2. Using the exercise files
      2m 1s
  2. 29m 12s
    1. Types of long documents
      3m 27s
    2. Planning to construct a long document
      6m 4s
    3. Creating a long document from scratch
      11m 39s
    4. Creating a long document from existing content
      8m 2s
  3. 22m 9s
    1. Print Layout view
      5m 12s
    2. Full Screen Reading view
      7m 50s
    3. Web Layout view
      2m 16s
    4. Outline view
      6m 51s
  4. 28m 46s
    1. Viewing and clearing existing styles
      5m 22s
    2. Applying existing document styles
      7m 22s
    3. Unhiding and creating styles
      6m 35s
    4. Editing an existing style
      4m 22s
    5. Creating custom style sets
      5m 5s
  5. 16m 42s
    1. Creating a next page break
      7m 44s
    2. Creating a continuous section break
      4m 40s
    3. Creating an even or odd page section break
      4m 18s
  6. 23m 56s
    1. Page numbering
      6m 31s
    2. Using headers and footers
      8m 26s
    3. Using watermarks
      8m 59s
  7. 23m 5s
    1. Creating and using building blocks
      7m 37s
    2. Editing building blocks
      5m 26s
    3. Working with field codes
      10m 2s
  8. 37m 21s
    1. Creating a table of contents
      8m 4s
    2. Creating an index
      9m 22s
    3. Creating cross-references
      5m 45s
    4. Using hyperlinks
      8m 9s
    5. Using bookmarks
      6m 1s
  9. 37m 16s
    1. Inserting and formatting images
      17m 11s
    2. Linking vs. embedding images
      5m 49s
    3. Using captions with figures
      8m 42s
    4. Generating a table of figures
      5m 34s
  10. 17m 28s
    1. Creating endnotes and footnotes
      9m 13s
    2. Editing endnotes and footnotes
      4m 28s
    3. Converting endnotes to footnotes and back
      3m 47s
  11. 19m 36s
    1. Navigating a long document
      7m 26s
    2. Using AutoCorrect
      12m 10s
  12. 22m 40s
    1. Previewing and printing select pages
      7m 23s
    2. Print layout considerations
      6m 43s
    3. Printing styles and building blocks
      3m 40s
    4. Setting other print options
      4m 54s
  13. 19s
    1. Goodbye
      19s

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