Adding a Linked Image or OLE Object

When you insert graphics and OLE objects directly into the topic text using copy/paste, Author-it treats them as embedded File objects. Sometimes you want to be able to link directly to an external file rather than store the image in the Author-it library. Using a linked a File object also gives you the option of using a different file for each of the print, Help, or Web output tabs.

Note: HTML does not support linked OLE objects so that option is not available in the File object.

Using this method, the new File object is created with the template set to "(none)". If you already have a "linked" template that points to the directory containing the file you want to use, you can switch to the General tab and select your template. If you have specified the Source type and Directory location in the template these fields will be updated in the new File object, and you can bypass step 4. If you don't have a "linked" template follow all of the steps.

You can use the Linked URL File type when you want to link to graphics located on a web server. Graphics from a web server are included by defining the web server folder location and the graphic's file name. However, if the file is removed from the web server, the link to the graphic will be broken.

To Insert a Linked Image, OLE Object, or Document File:

1. In the Library Explorer, select the folder where you want to store your new OLE File object.
2. Open the topic where you want to insert the external file, and position the cursor.
3. Choose Edit > Insert > Insert OLE Object. A new File object window is opened, and the Insert OLE Object window is displayed. Choose Cancel to close the Insert OLE Object window without selecting a file. (If you browse to the file at this point your selected file will be embedded.)
4. On the the output tab choose the option for the linked image or OLE object as the Source type. Click the [...] button then browse to the Directory containing the file.
5. Click the [...] button next to Filename and browse to the file you want to link to.
6. Repeat the steps for the other tabs.
7. Update any other fields if required, then choose OK to save and close the new File object. If your topic is open the new File object is placed at the cursor position. You can view the graphics for different outputs by right-clicking the topic then choosing View File Objects and selecting the appropriate output.