Navigate Microsoft Office using hyperlinks

Hyperlinks are one of the easiest methods of connecting data or information created in one application with another application. Hyperlinks to websites typically look like the blue underlined text that automatically navigates to a different place on the web.

In Microsoft Office, you can create hyperlinks that would allow, for example, the ability to open an Excel workbook by clicking on the underlined words, “See Excel workbook entitled …” Anytime you insert a hyper­­link, you link data from two sources. When you’re not sure how best to integrate two applications, sometimes a hyperlink is the best answer.

Hyperlink how-to

Example: You have a list of ­­employees in Excel. It is performance review time, and you retained notes that you took during the review. The best place to keep that information would be Microsoft Word. You can create a hyperlink by highlighting the word “review” in column F (see diagram below), and inserting a hyperlink by one of these three methods.

  1. From the Insert tab and the Links group (2007/2010), click on the Hyperlink button.
  2. Right click on the selected text and choose Hyperlink.
  3. Use the shortcut Ctrl+K.

Screen Shot of Excel Sheet, How to Hyperlink

Other uses

PowerPoint offers another practical use for hyperlinks. Sometimes, you need to support your presentation with the source data. You can insert an in­­conspicuous button that will quickly take you to the supporting source data by hyperlinking that button to the file. Your presentation will stay on the last slide while you open, for example, Excel to show some finer details of a chart or graph. Just make sure to insert a shape (with no borders and no fill) in one corner of your slide. Make it big enough so that it is an easy target to hit.

You can also link one slide to another. For example, you could have an agenda slide that you keep returning to during your presentation to help you navigate from one item to the next. You can insert special shapes, called Action Buttons, which have some intelligence built into them. From the Insert tab, in the Illustrations group, choose Shape and look on the bottom for the Action Buttons. It brings up a dialog box where you can choose Options.

Tip: Scroll down the list and choose Slide … to have your button navigate to a particular slide.

screen shot of action settings mouse click