Link or embed files

Use a linked object or an embedded object to add all or part of a file created in a Microsoft Office program, or in any program that supports linked and embedded objects, to an item.

Create a new embedded object

1. Click in the item where you want to place the embedded object.
2. On the Insert menu, click Object.
3. Click Create new.
4. In the Object type box, click the type of object you want to create.
5. To display the embedded object as an icon, select the Display as icon check box.

Note   Only installed programs that support linked and embedded objects appear in the Object type box.

Create a linked object or embedded object from part of an existing file

1. Open the file that contains the information you want to create a linked object or embedded object from, and then select the information.
2. On the Standard toolbar, click Copy or Cut .
3. Switch to the item where you want to place the information, and then click where you want the information to appear.
4. On the Edit menu, click Paste Special.
5. Do one of the following:
   • If you want to create a linked object, click Paste Link.

   • If you want to create an embedded object, click Paste. In the As box, click the entry with the file format you want to use.

Create a linked object or embedded object from an entire existing file

1. Click in the item where you want to place the linked object or embedded object.
2. On the Insert menu, click Object.
3. Click Create from file.
4. In the File box, type the name of the file you want to create a linked object or embedded object from, or click Browse to select from a list.
5. To create a linked object, select the Link check box.

   An embedded object is created if you don't select the Link check box.

6. To display the linked object or embedded object as an icon ù for example, if others are going to view the file online ù select the Display as icon check box.

Notes

• If you want to send an object in an e-mail message, meeting or task request, and you want the recipients to be able to edit it, you need to store the source file on a server.
• If you create a linked object from a Microsoft Office file, and you want others to be able to edit the linked or embedded object, the source file must be saved on a network server, the recipients of the message must have access to the network share the file is stored on, your network must support UNC addresses, and you must type the UNC address for the network share that has the file in the File box. For example, in a message, click in the message body, and then on the Insert menu, click Object. Click Create from file, and then in the File box, type the path for the file, such as \\Data\Spreadsheets\File.xls.

Notes

• You can insert objects into messages when Microsoft Word is your e-mail editor and you are using HTML or Rich Text format. If Word isn't your e-mail editor, you can insert objects in messages only if you use Rich Text format for the messages. Plain text format does not support inserted objects. 
• Recipients outside of your organization who are not using Microsoft Exchange Server must be using Microsoft Outlook or Microsoft Exchange Client and must receive messages sent using Outlook Rich Text format in order for inserted objects in messages to reach them. Likewise, any inserted objects these recipients send to you must be in messages formatted using Outlook Rich Text format.

  How?

  Specify Outlook Rich Text format for all new messages

  1. On the Tools menu, click Options, and then click the Mail Format tab.
  2. In the Compose in this message format list, click Rich Text.
  3. Click Internet Format.
  4. Under Outlook Rich Text Options, select Send using Outlook Rich Text format.

  Specify Outlook Rich Text format for one new message

  • From the main Microsoft Outlook window, on the Actions menu, point to New Mail Message Using, and then click Microsoft Outlook (Rich Text).

  Specify Outlook Rich Text format for all messages sent to a particular contact

  1. Open the contact
  2. In the E-mail box, double-click the contact's e-mail address.
  3. In the Internet Format list, select Send using Outlook Rich Text format.