How to use links in Microsoft Word

If you are a regular user of Microsoft Word but have never explored document links, you are missing out on a great way to exploit the information contained in documents. Links offer a way to move around a document quickly and easily.

They can also be used to automatically pull in data or information from other documents and add extra oomph to contents tables, glossaries, indexes and cross-references.

In this Masterclass we will show you how to exploit document links to do all the above and we will throw in a pile of expert tips along the way. The focus will be on Word 2003 but don’t worry if you use Word 2007 – we will highlight any differences as we go.

What are document links?
Once a document grows beyond a handful of pages, it can take on a life of its own. You may find yourself scrolling endlessly through the pages, looking for the right part of the document to work on, or hunting for specific sections, chapters or topic headings.

This is where Word’s document links can come in handy. They work in much the same way as the hyperlinks used on web pages: click on a link and it will take you to another part of the document, or to another file entirely.

You can also use links to add content to a document from other files, and have changes applied to the destination document automatically.

Making a quick link
A key use for linking is to provide a quick way to move between relevant parts of a document, no matter how far apart they may be. This could be between an entry in an index or table of contents and the appropriate chapter.

Or it might be to link a word or cross-reference to the relevant part of the file or to a glossary. Whatever the reason, if you want to create a link to a place in the current document, there are a couple of methods to choose from: heading styles or bookmarks.

First, go to the destination. This is the place in the document where you want the link to take the reader. To insert a bookmark, go to the Insert menu (the Insert tab on the ribbon in Word 2007) and select Bookmark. Give it a suitable name (avoiding spaces, as these are not acceptable). Click Add.