Insert object [Word Document] from an existing document
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m@rina Posted messages 27235 Registration date Status Modérateur Last intervention -
m@rina Posted messages 27235 Registration date Status Modérateur Last intervention -
Hello,
In Word 2010, it's possible to insert a PDF document (Insert tab / Text - Object) and it displays the first page of the document, then you can double-click on the page to open the document.
It should also be possible with a Word document.
I have just received a Word document that includes a "Word document" object on which I was able to double-click, make a small correction, save my correction, then return to the main document and the correction was there (updated).
However, if I try to insert a new Word document, I have to create a new document. Is it possible, as it is with PDFs, to insert a Word Document object and select an already created document (a Word file) from my directories? Or do I have to create this object anew? If so, what is the point of that? Does the file/object save and send with the main document? If yes, that might be practical, but otherwise, why not just create two separate files and a hyperlink pointing to the other file?
Often, I need to include appendices in documents (e.g., policies, procedures, protocols, etc.) and I then insert the text of the file (appendix), but in this case, it doesn't update if the base file of the appendix is modified. I would find it very convenient to be able to insert it as an object and have the update happen, but if I have to create my appendices "after" the main document, it's not always possible; often, the appendices already exist when I'm asked to create the document.
Thank you!
P.S.: the same would apply to an already existing Excel spreadsheet.
In Word 2010, it's possible to insert a PDF document (Insert tab / Text - Object) and it displays the first page of the document, then you can double-click on the page to open the document.
It should also be possible with a Word document.
I have just received a Word document that includes a "Word document" object on which I was able to double-click, make a small correction, save my correction, then return to the main document and the correction was there (updated).
However, if I try to insert a new Word document, I have to create a new document. Is it possible, as it is with PDFs, to insert a Word Document object and select an already created document (a Word file) from my directories? Or do I have to create this object anew? If so, what is the point of that? Does the file/object save and send with the main document? If yes, that might be practical, but otherwise, why not just create two separate files and a hyperlink pointing to the other file?
Often, I need to include appendices in documents (e.g., policies, procedures, protocols, etc.) and I then insert the text of the file (appendix), but in this case, it doesn't update if the base file of the appendix is modified. I would find it very convenient to be able to insert it as an object and have the update happen, but if I have to create my appendices "after" the main document, it's not always possible; often, the appendices already exist when I'm asked to create the document.
Thank you!
P.S.: the same would apply to an already existing Excel spreadsheet.
1 réponse
Hello,
It's a bit confusing, and I’m not sure I understood everything.
That being said, I will try to be clear and explain how the different linking methods work.
First of all, we use OLE technology (Object Linking Embedding).
So, we either link (Linking) or embed (Embedding).
These two features go through fields (LINK, or EMBED).
- Link : we simply create a link to a file.
Advantages : lighter final document, updates possible (and automatic) in case the document is modified by someone else, for example.
Disadvantage : the linked file must be sent with the document when emailing, or when moving to a server.
- Embed : The embedded file will be nested within the final document; it will be a full part of the destination document.
Advantages : it can be easily modified (it opens by double-clicking on it); managing a single document.
Disadvantage : documents can become too large depending on the embedded files; no sharing since only one person is processing the final document with all the embeddings.
If the question is about being able to edit from the final document, you have the embedding option.
However, if you prefer to use linking, there are several solutions:
- "Simple" linking, with automatic updates. The document can be inserted as an image, but also as text (which allows displaying all the text, even if it is long).
Using the right-click, you can open the document, modify it, and save it. Update made in the final doc.
- Master Document : We create a main document, and we add sub-documents that will be automatically linked but modifiable and updated from the master document. Useful when working collaboratively on the same document, for example.
- INCLUDETEXT fields : I saved this solution for last because it does not use the OLE feature. This solution allows you to insert the text from a document with a link. This text can be modified from the destination document, but what few people know is that updates can be done in both directions:
I hope it's clearer now. In any case, among all these solutions, you definitely have one that suits you!
m@rina
We are not magicians: don't forget to indicate the version of the software used, and how you proceeded.
It's a bit confusing, and I’m not sure I understood everything.
That being said, I will try to be clear and explain how the different linking methods work.
First of all, we use OLE technology (Object Linking Embedding).
So, we either link (Linking) or embed (Embedding).
These two features go through fields (LINK, or EMBED).
- Link : we simply create a link to a file.
Advantages : lighter final document, updates possible (and automatic) in case the document is modified by someone else, for example.
Disadvantage : the linked file must be sent with the document when emailing, or when moving to a server.
- Embed : The embedded file will be nested within the final document; it will be a full part of the destination document.
Advantages : it can be easily modified (it opens by double-clicking on it); managing a single document.
Disadvantage : documents can become too large depending on the embedded files; no sharing since only one person is processing the final document with all the embeddings.
If the question is about being able to edit from the final document, you have the embedding option.
However, if you prefer to use linking, there are several solutions:
- "Simple" linking, with automatic updates. The document can be inserted as an image, but also as text (which allows displaying all the text, even if it is long).
Using the right-click, you can open the document, modify it, and save it. Update made in the final doc.
- Master Document : We create a main document, and we add sub-documents that will be automatically linked but modifiable and updated from the master document. Useful when working collaboratively on the same document, for example.
- INCLUDETEXT fields : I saved this solution for last because it does not use the OLE feature. This solution allows you to insert the text from a document with a link. This text can be modified from the destination document, but what few people know is that updates can be done in both directions:
- either the doc has been modified and we have the possibility to update the final doc (not automatic, but with an F9).
- or we want to modify from the destination doc, and for the update to be made in the original document, we use the keyboard shortcut Ctrl+Shift+F7.
I hope it's clearer now. In any case, among all these solutions, you definitely have one that suits you!
m@rina
We are not magicians: don't forget to indicate the version of the software used, and how you proceeded.
I take note of all this information, which will surely be useful to me.
However, I have finally found... in Object Insertion, there is a second tab that I hadn't seen, "Create from file," which meets my needs exactly!
Regards!
This is the last solution I gave you. So if you choose "insert as link," you can modify both the destination file and the original file at the same time.
Good luck with the rest! ;)
m@rina
Well, in the end, I don't think I really understood.
It worked for a single document (the initial document was one page), but I just tried to incorporate a two-page document into a master document of five pages, and I only get the first page. And worse still, I don't see the entire page. No matter how much I try to resize, I'm always missing part of the document (on the left).
What a mess!
What am I doing wrong?
I’m going through the "Object" button in the Insert tab, Text group.
I tried using the IncludeText field (my fields are in French in my Word) but it asks me for the file name or URL. If I just write the file name, or the name with its path, it doesn't work (Error! Bookmark not defined), so I don’t understand.
I don't know what EMBED is in French (I can’t find "incorporer") and I also don't know what syntax to apply...
Basically, I would like to have an "image" of my document, but of all the pages, integrated into the master document, with a link so that if I'm asked to modify version A, document B (the master) can be updated.
In fact, document A can be an annex to several documents, it can also be used independently, as it is a form, and this form is mentioned in a protocol or reference framework, and placed in an annex.
I think I need a simple link, but I don’t know how to do it...
You have made an EMBED image. And since the image cannot be located on multiple pages, it is truncated and you only have the first page.
So, you need to use the INCLUDETEXT function, but you don’t need to insert the field by hand:
Insert tab, Text group, Object button => Text from a file.
You choose your file, and in the drop-down list Insert in the dialog box, you select "Insert as link". And there, in fact, you will have inserted an INCLUDETEXT field.
As I explained to you earlier, this system does not work with the OLE protocol, so there is no automatic update. You need to press F9 for the update.
But the little-known advantage of this field is that it gives you the ability to modify the embedded text, and to save your changes in the source document from this destination document.
m@rina