How to embed linked images in Word 2007
Using Author-it to produce Word documents is easy. The tricky bit is distributing them.
Without running any post publishing macros, the Word document that is generated will be using linked images. So everytime you need to distribute the document you’ll also need to remember to include the images as well.
I frequently forget this, hence why I’m posting this, so, if all else fails, I can at least search my own blog to find the solution. If you look at a document with linked images, you’ll see that the filesize for the document is quite small, and there will be a number of images in the same folder (although this works fine if your images are linked from another folder).
UPDATE: You can also do this automatically after publishing using an afterPublish Word macro, the Author-it Knowledge Centre has the details, thanks to Derek Tomes for pointing it out. Read on for the manual method.
You can quickly and easily convert linked images to embedded images in Word 2007. Here’s how:
- With your Word document open, click the Office button*, top-left of the window.
- Select Prepare > Edit Links to Files.
- Select and highlight the images you want to convert from the list.
- Select the option to Save picture in document.
- Click the Break Link button.
- Click Yes to confirm.
The links are removed, and the images are now embedded in your Word document. A quick check of the filesize of the Word document should show a marked increase and you can now distribute the Word document, and the Word document only, safe in the knowledge that the images are embedded.
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16 March 2009 at 16:53
Hi Gordon,
Nice info there, thank you for sharing them with us.
Cheers,
Eddie Gear
28 April 2009 at 13:49
thank u very much
great info
but how can i make it in vba so all the pictures are save at once.
thanks
29 April 2009 at 19:40
Hi Ahmed,
I’m not sure how you can do that programmatically, sorry. Perhaps the MSDN library of information would be a good starting poin?
4 May 2009 at 16:19
Thank you for posting this.
Is it your understanding then, that there is no way to send someone a Word document with linked images that they can see unless the images are formally embedded? we are writing long documents for a client that would like the images linked – problem is, even if we send the doc and corresponding linked images, the images don’t display. it almost seems like Image Linking is only of benefit if the document lives on one machine only. Am I crazy? Thanks for your expertise.
4 May 2009 at 20:01
Linked images are only of benefit if the linked images don’t move and the document can always see them.
So if you store them on a network drive, then pass the word document to someone who can’t see your network, then no, why would you expect that to work?
BUT, if you store the images in a folder next to the Word document and, for example, ZIP the Word document AND the folder with the images, then that should be OK, as the link to the images is maintained when the client unzips the whole lot.
25 May 2009 at 15:51
Is this also possible in Word2003 ?
25 May 2009 at 15:57
OK, found out how : select picture and do Shift Ctrl F9.
In VB : Selection.Fields.Unlink
27 May 2009 at 09:49
G’day Gordon, you can do this automatically when you publish if you want to. Just add an AfterPublish macro to you Word Template. http://www.author-it.com/kc/index.mv?5942
16 June 2009 at 18:24
This is what I needed two weeks ago. I had to manually go through my document and embed all the images. But at least I’ll be ready for next year.
Thanks.
5 October 2009 at 04:24
Thanks VERY much. After banging my head against a wall for the best part of two days trying to find why my client could not see the images in a Word document I sent I was close to lodging a problem report with AuthorIt. Previously all the docuemnts I sent from AIT were published to PDF so this is the first time I have come across the issue.
The link to AIT’s own web site for the macro was also extremely useful. I had used the search engine on their site to try to come up with answers regarding embedded versus linked images and cam up with very unhelpful seacrh results. All I can say is “thank God for Google!”
10 November 2009 at 16:38
I do not have the menu option of “Edit Links to Files” under the “Prepare” menu. How do I get this option? Please Advise. Thanks.
12 November 2009 at 11:14
I also do not have the option of “Edit links to files”.
12 November 2009 at 11:42
Dennis, Claire – which version of Word are you using? I only have access to 2007.
From memory of previous version of Word, select Edit > Links, and from there you can highlight the images and click the Break Link button?
(from here)
13 November 2009 at 15:28
I have Word 2007. The Edit links function only appears when I open a document as HTML that has a picture link. However when I do the procedure of breaking the link and save picture in document, I check the HTML document and it still has an img src tag pointing to the file location.
13 November 2009 at 15:58
Dennis, sorry I’ve not come across that issue. I’d suggest you check the Microsoft Support website perhaps?
25 December 2009 at 15:56
Thanks, Gordon…you saved me hours of trying to figure out how to break the links and embed pictures into my word document.
You can’t find this information in MS Word Help ANYWHERE!!!
Merry Christmas.
Bill