using office 2007 - 2: producing hyperlinks

This eBook has been produced, by John Dalziel, to provide an updated, Office 2007, “Just-in Time” resource for learning providers supported by the JISC Regional Support Centre Northwest. It is aimed at Managers, Administrators, Practitioners and/or Learners who are interested in using ICT to enhance current practice.

Such eBooks will continue to evolve to meet the Learning Providers’ needs and to support training courses and workshops. This particular eBook shows some simple hyperlink functions of Microsoft Word 2007 that can be easily incorporated into word documents and word based learning resources, to enhance learning experiences.

So what is a Hyperlink? A hyperlink is either some text or an image (or other object), within a document, that serves as a cross reference (link) between parts of a document or between files or documents. Also called a hotlink… Still not clear? Well this may help: clicking on a hyperlink will do one of the following...

• Move you to another part of the document that you are in… • Open up a Web Page… • Move to another part of a Web page… • Play some multimedia… • Open an email window to communicate with a selected person(s)

… • Download files… • Run scripts/macros (beyond the scope of this book)…

...etc.

Index: Page 2 ---------- Introduction Page 2 ---------- What is a Hyperlink? Page 4 ---------- Initial Setup (Adding the Developer Tab to the

Menu Ribbon)

Page 6 ---------- How do I add a text hyperlink? Page 7 ---------- Removing the need to Hold-down the Ctrl Key Page 9 ---------- Inserting a hyperlink as a title or in body text Page 12 -------- Inserting a hyperlink to another part of the

Document. Page 12 -------- Inserting bookmarks Page 13 -------- Adding a Hyperlink to GOTO the Bookmark Page 17 -------- Inserting a hyperlink as an image

Page 21 -------- Inserting invisible hyperlink(s) on an image Page 21 -------- 1: Draw shapes to change into hyperlink(s) Page 26 -------- Making the Hotspot a sound file Page 28 -------- Grouping Hyperlinked Freeform shapes Page 29 -------- Using the Picture Ribbon Page 30 -------- Feedback Page 30 -------- About the Author Page 31 -------- Other RSC Northwest Resources

Initial Setup (Adding the Developer Tab to the Menu Ribbon) For most users the default Menu Ribbon, to open the Office 2007 ribbons, looks like this…

If users wish to make their documents more ‘interactive’, they will need to add in the Developer Tab; (Note: this step should be carried out so the extra tools are always available) this will provide access to extra tools. To do this users need to…

• Click onto the Office Button (as shown in the image below)… • On the menu that appears click on the Word Options Button as

shown in the image opposite (Bottom right)... • The Word Options dialog box opens; click on the Popular menu

(found at the top of the left –hand menu)…

• Under the Top Options for working with Word, click the check-box next to Show Developer Tab in the Ribbon…

• Click the OK Button to close the dialog box.

• The Menu Ribbon will now include the Developer Tab…

How do I add a text hyperlink? Inserting a hyperlink is a great way to link to other files or websites and helps save time, avoiding the typing errors tat are often made when URLs are manually typed into the address bar of a browser. Remember: - if these ‘webpages’. And/or other resources, open

automatically then this avoids the extra tasks for your learners, of opening other software, finding the correct document etc.

1: Typing in the URL… For example: - • Type http://www.rsc-northwest.ac.uk/ • Followed by typing a space or the enter key and the hyperlink

will become active and, when the mouse is moved over it, look like this..

OR this...

Note: In MS Word, by default, a hyperlink is underlined and blue; many users will know this

already but in your Learning Resources include an explanation or instruction if, as practitioners, you fell it’s necessary. If you get the second of the examples, shown at the bottom of the last page, then your learners will…

• not get the little ‘hand’ cursor appear when the mouse is moved over the hyperlink

• have to hold down the Ctrl Key when they wish to activate the hyperlink (read the pop-ups).

Removing the need to Hold-down the Ctrl Key... To do this users need to… • Click onto the Office Button (as shown in the image below)…

• On the menu that appears click on the Word Options Button

(Bottom right)…

• The Word Options dialog box opens; click on the Advanced

menu (found in the left –hand menu, 5th item)…

• Under the Editing Options, the check-box next to Use CTRL + Click to follow hyperlink will be checked, as shown here…

• Left-click the check box and it will remove the tick like this…

• Click the OK button to change the settings

Inserting a hyperlink as a title or in body text… A neater way to add a hyperlink

• Highlight a title or any text within a document, that you wish to change into a hyperlink…

… then

Either... • Use the Menu Ribbon—click on the Insert Tab

• In the Links Group Left-click the Hyperlink Icon...

Or...

• Right-click the highlighted text and when the floating menu appears…

• Left-click the Hyperlink Icon…

Or... • Use the keyboard shortcut Ctrl = K

Which ever way you choose… The Hyperlink dialog box appears as shown here…

• The text that you highlighted will appear in the Text to display:

pane…

• Type in the URL (Web address) in the Address: pane…

Note: The little pop-up box that appears as the cursor is moved over a link is called a “Screen Tip”. To add your own text…

• Click on the Screen Tip Button…

• In the Set Hyperlink Screen Tip dialog box that appears, type in

the text that you wish to appear as a screen tip…

Important: - Try to be clear about what will happen when a user Clicks (or Ctrl + Click) the link. Users with visual impairments may use a screen reader tool that will be able to read the screen tip so think about your description carefully!

• When you are satisfied with the Screen Tip click the OK button…

You will be returned to the Hyperlink dialog box; check the entries you have made and when you are satisfied click OK…

• Check the link is blue, underlined and when the cursor is moved

over it, the pop-up screen tip is active; also check the cursor changes to a hand.

• Click the link to ensure it take the user to the correct resource.

Inserting a hyperlink to another part of the document… This requires planning as you need to Bookmark, in the document, where the hyperlink is going to take you (and often another Bookmark to allow a hyperlink to take you back again).

Inserting Bookmarks… As you would expect, Bookmarks enable the learner (user) to locate specific places within a document. For example: -

...the start of a section or

...a glossary or

...an appendix section of a report etc. • Place the cursor in an appropriate position for the bookmark

• Open the Insert Tab

• ...and in the Link Group click on the Bookmark Icon

The Bookmark Dialog Box opens…

• Give the Bookmark an Appropriate name (it will help identify the

position in your document) Note: - Use ‘CamelText’ i.e. No spaces and Capital letters at the start of each word (a habit you need to develop ready for when you become more advanced!).

In the example above the Bookmark is called ‘FirstBookmark’ • Click Add (as shown above)

The Bookmark Dialog Box closes

Adding the Hyperlink to GOTO the Bookmark… Find and highlight the text that you wish to use as your hyperlink...

Either... • Use the Menu Ribbon—click on the Insert Tab


Or...

• Right-click the highlighted text and when the floating menu appears…


Or...

• Use the keyboard shortcut Ctrl = K

Which ever way you choose… The Hyperlink dialog box appears as shown at the top of the next page…

• The text that you highlighted will appear in the Text to display:

pane (as shown above)… • Under the Link to: heading, click on the Place in this document

button

• The main part of the dialog box changes to Select a place in the

document: with the bookmarks listed; click the bookmark you want to ‘GOTO’ (in this example FirstBookmark)…




the text that you wish to appear as a screen tip…




• Check the link is blue, underlined and when the cursor is moved

over it, the pop-up screen tip is active; also check the cursor changes to a hand.

• Click the link to ensure it takes users to the correct bookmark.

Inserting a hyperlink as an image… Another way to add a hyperlink.

• Locate the image you wish to make into a hyperlink…

• Select the image by clicking on it…

Either...

• Use the Menu Ribbon—click on the Insert Tab


Or...

• Right-click the highlighted image and when the floating menu appears…


Or...

• Use the keyboard shortcut Ctrl = K

Which ever way you choose… The Hyperlink dialog box appears as shown at the top of the next page…

• As, this time, you highlighted an image the Text to display: pane

appears like this…

• In the Address: pane, type the require URL (Web Address)...




the text that you wish to appear as a screen tip, when the cursor moves over the image…




• Check that when the cursor is moved over the image, the pop-up

screen tip is active; also check the cursor changes to a hand.

• Check that when clicked the correct resource is

‘opened’/’activated’.

Inserting invisible hyperlink(s) on an image… An exciting way to add a hyperlink that provides information using Screen Tips and activate Sound files when clicked. The only new skill required is to be able to…

1: Draw shapes to change into hyperlink(s)… Insert the image, that you want to add hotspots to and make sure it is inserted inline with the text not floating. • Select the Insert Tab from the Menu Ribbon

• Locate the Illustrations Group on the Ribbon…

• Click the Shapes Icon…

• From the menu that appears, select Freeform which is found

in the Lines Section (see the image on the next page)…

• The cursor becomes “cross-wires”; using the Freeform Tool

is a little like doing a dot-to-dot picture. The difference is you already have a picture - you click where the dots need to be and the computer joins up your dots! To complete the shape, you need to click on the same ‘dot’ you started from; see the images at the top of the next page...

• Repeat the process, producing Freeform shapes for all the parts

of the image you want as hot-spots (hyperlinks) e.g. those parts you wish to label and/or add sounds.

• Add a hyperlink, in the same way as you did for an image (see

page 17) Note:- the link can be to a Bookmark, a Website or to a Document/File such as a sound file. (See page 26 if you want to add a sound file)

• Remember to add a Screen tip with the label or message or clues or … that you want your hotspot to show.

• Finally make the Freeform shape invisible by removing the line and fill…

• Right-click the freeform shape • From the menu that appears choose Format Autoshape

as shown in the image on the next page…

Note: These instructions allow you to make any shaped hotspot on an image; if the shape you want, as a hotspot, is a regular shape e.g. a square, then select the appropriate shape from the Basic Shape section of the drop-down menu (see previous page)

• The dialog box opens…

• In the Fill: and Line: sections of the dialog box, click the drop-down arrows next to Color: and change to No Color…

• When both sections have been changed…

Click the OK Button

• The Freeform shape will still be selected, as shown by the

adjustment handles, but invisible…

Making the Hotspot a sound file… To play a sound file when the hotspot is clicked can enhance a learners’ experience. The process is much the same as for adding a hyperlink to an image (page 17) except…

• When the Insert Hyperlink dialog box is open…

• In the Look in: drop-down, locate the folder in which your sound

file is to be found…

• Click on the sound file you wish to use...

• The relative address of this file is automatically added…

• Add a ScreenTip… as before and when satisfied with all the changes made…

• Click the OK Button…

Note: - You still need to make the Freeform shape invisible as shown on page 23. As with all hyperlinks, check that the pop-up message is working and that the link works.

Important: If you are linking to files (sound and/or other files) it is sensible to save them all in the same folder with the document; it is also important that they are kept together when transferred to CD, memory stick, web site, VLE, etc. If any files are moved/deleted then the hyperlinks wont work.

Grouping Hyperlinked Freeform shapes… To prevent accidental movement of one of the Freeform hyperlinked shapes it is important to gropu them all with the base-picture...

• Hold down the Shift key and click on each of the Hyperlinked Freeform Shapes including the image, so they are all selected...

• Right-click and from the menu that appears select Grouping and then Group…

Using the Picture Ribbon… If you click on the Grouped picture you will notice a new Picture Tools Tab is available…

• Click the Picture Tools Tab…

• The Picture Tools Ribbon appears…

• Various effects can be added to the resulting image; go on have

a play. From the Picture Styles Group I’ve added a Double-Frame Black; I also, using the Picture Effects drop-down, a shadow. This is an image of the end product

Feedback… The JISC Regional Support Centre, and the eBook Author John Dalziel, would like to get feedback on the eBooks produced, to ensure we are meeting your needs.

Please find the time to… • Either email your comments to [email protected]

(Please make the subject: eBook Feedback) • Or complete the online form at

http://spreadsheets.google.com/viewform?key=p6ZzsRcFe4RiIqc9VYLu6TQ

Many thanks for your support in providing any feedback.

About the author… John Dalziel, is an eLearning Adviser specializing in stimulating and supporting innovation in learning via eBooks, eMagazines, online TV, interactive resources, forums, workshops, conferences and face2face consultations. Evaluating and becoming familiar with sustainable and new technologies allows him to respond to the needs of learning providers from a position of experience rather than 'hearsay'. Supported northwest learning providers can contact John for a FREE consultation. Contact details available on our website.

Other RSC Northwest Resources… RSC Northwest’s…

Website http://www.rsc-northwest.ac.uk/

eBook Library http://www.rsc-northwest.ac.uk/acl/BookCase/library.htm

eMagazine and Supplements http://www.rsc-northwest.ac.uk/acl/eMagArchive/index.html

Newsletters http://www.rsc-northwest.ac.uk/acl/eMagArchive/newsletters.html

TV Channel http://www.rsc-northwest.ac.uk/acl/RSC_TV/index.html

Zipped eXe Library http://www.rsc-northwest.ac.uk/acl/ZippedeXeLibrary/zippedeXelibrary.htm

uNET Video Clips http://www.rsc-northwest.ac.uk/acl/RSC_uNET/index.html

eLearning Advantage (CPD Tool) http://www.rsc-northwest.ac.uk/component/option,com_wrapper/Itemid,224/

Podcasts (by Kevin Hickey) http://www.rsc-northwest.ac.uk/content/blogcategory/194/262/

...and much more.

using office 2007 - 2: producing hyperlinks

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