Excel 2000 includes an enhanced feature that allows you to add hyperlinks to cells in your workbook, connecting them to other electronic documents on your hard disk, the Internet, or an attached computer network. Hyperlinks in Excel give you a handy way to combine a series of related workbooks or let you provide your users with on-demand access to supporting documents, Web pages, or other reference materials on the Internet. You create a hyperlink using the Hyperlink command on the Insert menu, and the command prompts you for the name of the supporting file or Web page and underlines the text in the worksheet cell that was selected when you ran the command. (The underlined word appears in a special color, and looks similar to linked topics that appear in the Office online Help.) After a hyperlink to another document has been established, you can activate it by clicking the underlined word in your worksheet.
Note that you can specify any supporting document for your hyperlink—provided that you have the application necessary to open the document on your computer. For example, if you have Microsoft Office Professional Edition installed, you can insert a hyperlink in your worksheet to any Office application—Word, Excel, PowerPoint, Access, Publisher, or Outlook—and Excel will open that document when you click the underlined hyperlink cell in your workbook. Similarly, if you have Microsoft Internet Explorer or another Internet browser, you can create a hyperlink to any resource on the Internet for which you have a proper address.
The following steps show you how to add a hyperlink to your worksheet that opens a document on your hard disk, the Internet, or a network to which you're attached:
Figure 15-12. The Insert Hyperlink dialog box in Excel 2000 gives you several options when creating hyperlinks.
You also have three additional options. The second button, Place In This Document, creates a link to a different location in the current workbook. Use this option if you want to jump quickly from one location in a spreadsheet to another. (It works like the Go To command.) The third button, Create New Document, allows you to open a new Office document from within your worksheet, which can be another Excel spreadsheet, a Word document, a PowerPoint presentation, and so on. We use this option when we want to give our users a quick way to write notes or jot down estimates while using a worksheet. Finally, E-Mail Address (the fourth button on the left side) allows you to create a link in your worksheet that automatically sends an e-mail message to another user, complete with a custom subject header and a handy screen tip.
If you are identifying a particular document name or Web page that should be loaded when the user clicks the hyperlink, locate it on your system by using one of the Browse buttons (File or Web Page), and specify a descriptive label in the cell by typing it in the Text To Display text box. (This text box is available only if the cell is blank or contains a text label.) You can also use three buttons within the dialog box corresponding to frequently used documents: Recent Files, Browsed Pages, and Inserted Links.
Using a Web Page as a Hyperlink
When you browse for a Web page link, Office 2000 opens your Internet browser and allows you to locate the Web page you want to use. After you locate the page you want to use, return to the Insert Hyperlink dialog box (with your Internet browser still running), select any additional options you want, and click OK. The trick here is to jump back to the Insert Hyperlink dialog box while your browser is still running, or you won't get the right Web page.
To activate a hyperlink in a worksheet, click the underlined cell containing the hyperlink, and Excel will start any necessary applications and load the linked document. If the hyperlink requires an Internet or other network connection, you might be prompted for a member ID (also called a username) and password when your browser activates the link.
The Web Toolbar
After you activate a hyperlink in Excel, a special Web toolbar appears on the screen, which lets you switch back and forth between open hyperlinks, establish additional Internet connections, or run special network-related commands. If the toolbar doesn t appear, click Toolbars on the View menu and select Web on the submenu. You don t have to use the Web toolbar when switching between hyperlinks (you can also use the Excel Window menu), but in many cases you ll benefit from doing so. To close the Web toolbar, click the Close button on the toolbar s title bar.
The Web toolbar is shown here as a free-standing toolbar, which you can duplicate by dragging the toolbar from its default locked position beneath the Formatting toolbar.
If you're not sure whether an underlined word represents a hyperlink, place the mouse pointer directly over the cell and see if the mouse pointer changes shape. The mouse pointer over a cell containing a hyperlink resembles a hand with a pointing finger and often displays a descriptive label.
After a hyperlink has been activated, you can jump back and forth between the home document and any supporting hyperlinks by clicking the Back and Forward buttons, respectively, on the Web toolbar. If the hyperlink launched a separate Windows application to load the document—say, the hyperlink started Word or Internet Explorer—you can also use the Windows taskbar to move back and forth quickly between the applications. When you're finished viewing a hyperlinked Excel workbook, close it by choosing Close from the Excel File menu. When you're finished using documents associated with other applications, simply exit the application. (If you're using the Internet, this will end your connection.)
For more information about using Internet documents and the Web toolbar, see "Browsing Documents on the Web"
To edit or remove a hyperlink from a worksheet cell, follow these steps:
Don't left-click the cell containing the hyperlink or you'll activate it.
After you enter information into a new workbook, it's a good idea to save the data to disk—before you make some phone calls and get distracted or go to lunch! This way, you can protect the information and use it again later. Each workbook is stored in its own file on disk and is assigned a filename that is unique to the folder in which it is stored. To assign a new filename to a workbook, use the Save As command on the File menu. To save edits you have made to an existing workbook file, use the Save command on the File menu.
For more information about saving workbooks, see "Saving Documents and Web Pages" For information about saving summary information in workbooks, see "Working with Property Sheets"
Figure 15-13 shows you the steps to follow to save your workbook to disk. Choose Save As from the File menu. The Save As dialog box appears, prompting you for a filename, as shown in Figure 15-13.
Figure 15-13. Saving your workbook to disk using a new filename.
Save Your Favorite Files in a Special Folder
We recommend that you place the files you use most often in the My Documents or the Favorites folder, two special locations on your hard disk set aside for particularly useful files. (If you like, you can also create subfolders in these folders.) You'll see buttons for both of these folders on the left side of Save As and Open dialog boxes when you use Office applications.
To save revisions you have made to a workbook that already has a filename, choose Save from the File menu. That's all there is to it—choosing Save updates your file on disk automatically. If you decide you want to create a new version of the file while preserving the original, choose Save As and specify a new filename.
You can also save your file by clicking the Save button on the Standard toolbar or by pressing Ctrl+S on your keyboard.