WD: Using IncludeText and Link Fields with Word (212041)


The information in this article applies to:

  • Microsoft Word 2000
  • Microsoft Word 97 for Windows
This article was previously published under Q212041

SUMMARY

If you want to insert data from another application, you can use the INCLUDETEXT field. Use this field when the data is unlikely to change.

However, if the data is likely to change frequently, using dynamic data exchange (DDE) ensures that your document includes the most current information. The type of data you import determines which field is best to use. If the data is continually updated, such as stock information or charts from Microsoft Excel, use the LINK field with the \a switch (this switch updates the field automatically). If the data changes less frequently, use the LINK field without the \a switch and manually update the field.

MORE INFORMATION

You can use any of the following methods to insert an INCLUDETEXT field or a LINK field.

Method 1: Use "Insert as Link"

  1. On the Insert menu, click File.
  2. In the Insert File dialog box, select the file you want to insert.
  3. Click the arrow next to Insert in the lower-right corner of the dialog box.
  4. On the list that appears, click Insert as Link. An IncludeText field is inserted for the file. To display the field results, select the field, and then press SHIFT+F9.
Or you can link to the document by following these steps:
  1. On the Insert menu, click Object.
  2. Click the Create From File tab.
  3. Click the Browse button.
  4. Select the document that you want link to, and then click Insert.
  5. Click OK, and a link field is inserted for the file. To display the field results, select the field, and then press SHIFT+F9.

Method 2: Create the Field Code Manually

  1. Position the insertion point at the location where you want the linked item to appear.
  2. Press CTRL+F9 to insert the field braces ({}).
  3. Within the field braces, type the field command and the arguments you want to use, as in the following examples:

    {LINK Word.Document.8 "C:\\My Documents\\Document1.doc" \p \a}

    -or-

    {INCLUDETEXT "C:\\My Documents\\Document1.doc"}

  4. To update the field, select the field and press F9. To display the field results, select the field, and press SHIFT+F9.

Method 3: Use the Field Command on the Insert Menu

  1. Position the insertion point at the location where you want the linked item to appear.
  2. On the Insert menu, click Field.
  3. Select either Link or IncludeText from the Field names box.
  4. In the Field codes box, position the insertion point to the right of the inserted field and type the appropriate information. For example, your LINK or INCLUDETEXT field should look similar to one of the following examples:

    LINK Word.Document.8 "C:\\My Documents\\Document1.doc"

    -or-

    INCLUDETEXT "C:\\My Documents\\Document1.doc"

  5. Click OK.
  6. To display the field results, select the field, and press SHIFT+F9.

REFERENCES

For more information about LINK fields, click Microsoft Word Help on the Help menu, type link field in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.


For more information about INCLUDETEXT fields, click Microsoft Word Help on the Help menu, type includetext field in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.
Modification Type:MajorLast Reviewed:10/8/2003
Keywords:kbfield kbhowto KB212041
©2003 Microsoft Corporation. All rights reserved.