CI2000 HYPERLINKS

Chapter 5: Working with Styles, Themes, and Building Blocks

Overview

In this chapter, the focus is on adding hyperlinks within Word documents, sharing documents, and ensuring compatibility with various versions of Word. The essential steps and tools for creating and utilizing hyperlinks are elaborated, as well as methods to share documents effectively.

Step-by-Step Instructions for Adding Hyperlinks

  • Starting the Process

    1. Open Word and locate the file named IL_WD_5-1.docx. Save it as IL_WD_5_EmployerFAQ. Adjust the Zoom slider to 120% for better visibility.

    2. The document contains FAQs, the JCL logo, and a preformatted sidebar, which is a text box providing auxiliary information adjacent to the body of the document.

  • Creating a Hyperlink

    • Quick Tip: Word auto-creates hyperlinks if you type an email address or URL directly.

    1. Within the first paragraph, select "send us an email," click the Insert tab and then Link in the Links group to open the Insert Hyperlink dialog box.

    2. Set the hyperlink location by specifying the destination for the "send us an email" link.

    3. A hyperlink is defined as specially formatted text or graphics that allow for navigation to webpages, email addresses, or files; visually, they appear as colored and underlined text.

  • Adding Hyperlinked Email Addresses

    1. Click 'E-mail Address' in the Insert Hyperlink dialog to create a hyperlink to an email.

    2. Enter your email in the Email address field and specify "Employer Inquiry" in the Subject field.

    3. Word automatically prefixes the email address with "mailto:".

    4. After creating the hyperlink, it should appear formatted in blue and underlined.

Testing and Troubleshooting Hyperlinks

  • Before finalizing the document, it is crucial to test added hyperlinks. Press and hold CTRL, then click on the hyperlink to verify if an appropriate email message opens.

  • If the email window does not appear, follow troubleshooting steps by closing any opened window and continuing through the hyperlink creation process.

Sharing Documents from Word

  • Distribution Options

    • To share documents, open your file in Word, navigate to the File tab, click on Share, and choose from various options. These include:

      • Saving to OneDrive to allow collaborative viewing and editing.

      • Sending documents via email as attachments.

      • Presenting documents online for viewing.

  • Emailing a Document

    • When you email from Word, the document can be sent in multiple formats: Word document, PDF, XPS. The recipient's email will include the document as an attachment.

    • ScreenTips: Hovering over hyperlinks reveals ScreenTips that show the link's destination or can provide additional context. You can customize ScreenTip text to improve clarity for recipients.

Compatibility Checks

  • Before sharing the document, especially in work environments where various versions of Word may be used, it’s advisable to check compatibility.

    1. Go to the File tab, select Check for Issues, and then Check Compatibility.

    2. Choose the versions to check against in the Compatibility Checker dialog.

Conclusion

This chapter details the importance of hyperlinks within Word documents and provides practical steps for creating, testing, and sharing them. Understanding these functionalities significantly enhances the document’s interactivity and accessibility for readers.