Keeping track of hyperlinks: Or where did my files go?

Submitted by:  Brad Denison

Do you need to add hyperlinks to a presentation that will be shared on a USB flash drive?  The key is organization.

1.  Create a file folder for the Microsoft office document that will include hyperlinks.  This folder can be created on your desktop, in “My Documents” or on a flash drive.  The example folder is labeled “Presentation.”

2.  Create sub file folders in the main file folder.  You will want to create a folder for each file type you will be using.  The example has folders for videos, music, pictures and PDFs.  You are able to add sub folders as you go as well.

3.  Create and save your file type for the presentation.  The example will use PowerPoint and the file is labeled “Hyperlink Presentation Example.”

4.  Add files to these folders before putting them in your presentation.  Again, files can be added to the folders as you progress in building your presentation, but you will need to add them to their related source folder before adding the hyperlink.

5.  The problem with copying your presentation from drive to drive and running it on different PCs is the creation of “absolute links” which require the various drive letters to stray the same.   

6.  Now when you “Insert Hyperlink” the address for the file location will be a “relative link” which is based on the location of the files relative to where the presentation file is.

7.  The example is using an MP3 file located in the “Music” sub file folder.  Notice that there is no C:\\, E:\\, or even C:\Documents and Settings\User\Desktop\Presentation\Music\COM - 04 - Track 4.mp3 in the address.

8.  Click "OK" to create the hyperlink in your presentation.

You now have a digital presentation “package.”  In this example the PowerPoint and all related files would be transferred to a USB flash drive and will open on any PC with Microsoft PowerPoint.