Hyperlinks

[SharonK]

I'm using WORD 2002 SP 3. I have a table of contents with multiple links to
other WORD documents on my server. Generally, when I copy this TOC plus
associated documents to my other servers it dynamically changes the address
in my links to the new server. I've done this several times before and had
no problem. Today I have a very large TOC with a hundred hyperlinks in one
document. However, no matter what I do I can not get that TOC and associated
WORD documents to run once I copy them to another server. They want to run
from the server the originated from. Any suggestions?

 

[John McGhie]

When you get the copy and all the associated documents onto the correct
server, rebuild the TOC ( click in it and hit F9).

I guess there would be a reason you did not save the whole project out as
web pages? That's the format designed to do this job

I'm using WORD 2002 SP 3. I have a table of contents with multiple links to
other WORD documents on my server. Generally, when I copy this TOC plus
associated documents to my other servers it dynamically changes the address
in my links to the new server. I've done this several times before and had
no problem. Today I have a very large TOC with a hundred hyperlinks in one
document. However, no matter what I do I can not get that TOC and associated
WORD documents to run once I copy them to another server. They want to run
from the server the originated from. Any suggestions?

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Sydney, Australia. S33°53'34.20 E151°14'54.50
+61 4 1209 1410, mailto:[email protected]

 

[SharonK]

John,

Thanks so much for the quick response. Unfortunately, this did nothing.
We're still at the same place.

Also, I have no idea why the user set the document up in this manner.

 

[Clive Huggan]

Dear Sharon,

Mainly because John has not yet replied (time-zone factors apply): You've
landed in a discussion group for users of Mac versions of Word, which are
subtly (and sometimes not so subtly) different from the PC versions.
Although John is one of several people here who are experts in both Mac and
PC, you're likely to get quicker results in a discussion group for PC Word.
Start here:
http://www.microsoft.com/office/community/en-us/FlyoutOverview.mspx

Cheers,

Clive Huggan
Canberra, Australia
(My time zone is 5-11 hours different from North America and Europe, so my
follow-on responses to those regions can be delayed)
============================================================

 

[John McGhie]

Yeah, sorry Sharon:

I was in the air most of yesterday, and today I had to put in an appearance
at work.

Basically, this will "just work" if all of the documents are in the correct
location first, and when you update the TOC you elect to replace the entire
table.

Just check that they have not set a Hyperlink Base in the document (look it
up in the Help, I can never remember where to find it...)

You should NOT have a Hyperlink Base set if you want the hyperlinks to
update dynamically.

Cheers

Dear Sharon,

Mainly because John has not yet replied (time-zone factors apply): You've
landed in a discussion group for users of Mac versions of Word, which are
subtly (and sometimes not so subtly) different from the PC versions.
Although John is one of several people here who are experts in both Mac and
PC, you're likely to get quicker results in a discussion group for PC Word.
Start here:
http://www.microsoft.com/office/community/en-us/FlyoutOverview.mspx

Cheers,

Clive Huggan
Canberra, Australia
(My time zone is 5-11 hours different from North America and Europe, so my
follow-on responses to those regions can be delayed)
============================================================

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Sydney, Australia. S33°53'34.20 E151°14'54.50
+61 4 1209 1410, mailto:[email protected]

 

[SharonK]

John,

Thanks so much for the suggestions. All the files for the TOC are in place.
There is no hyperlink base set for this file. I tried the F9 you suggested
and saw some improvement. None of the links on the first page updated, but
most of the links on the second and third page did. However, within many of
the WORD documents on this TOC are hyperlinks to other documents in the same
directory. None of those "secondary" hyperlinks were updated.

 

[little_creature]

Hello Sharon,John...,
Sorry John has been solving things for me. Now I wonder whether this could
due to the relative and absolute linking like when you do HTML, I'm
inquisitive for the answer.
Also have you tried to save&close and re-open the document?

 

[SharonK]

Greetings!

I've open/saved the document probably a hundred times. No changes. Well,
except for the slight change I e-mailed John on earlier.

I'm not a WORD person, I'm the network person here. I got involved in this
because a practice staff have used in WORD in the past wasn't working. So,
they assume it's a network issue. I've looked at the links on the TOC.
Here's the hyperlink address for the TOC main document. All the hyperlinks
on the page are the same, with the exception that they point to a different
document or spreadsheet:

\\LABOR\VOL1\WHD\STAFF\Suntrack Manual\Suntrack Manual (electronically
linked)\master-toc.doc

The directory structure on our remote sites is exactly the same. Here's the
address of one of our remote sites:

\\LABORS\VOL1\WHD\STAFF\Suntrack Manual\Suntrack Manual (electronically
linked)\master-toc.doc

The only thing that is different is the server name. They tell me they do
this all the time. When they copy the directory with the TOC and hyperlinked
files to another servers, let's say LABORS, the hyperlink is automatically
changed from LABOR to LABORS. They don't have to do anything more.

I've tested this on a smaller document and it does work. I had no problems.
However, on this large TOC with a hundred or more links it's not converting
the address from LABOR to LABORS. Thus staff in that office (LABORS) can't
access the files.

Sharon

 

[John McGhie]

Hi Sharon:

The trick they are talking about works ONLY if all of the files are in a
single folder, the same folder as the host document.

If they are not, Word cannot find the reference targets and thus cannot
update the links.

But you can...

1) Open the document(s).

2) Display the Field Codes (check the Help for how)

3) Use a global Find/Replace to replace simply the server name in the
hyperlink path. E.g. Search for "\\LABOR\" and replace with "\\LABORS\"

And next time, tell them to use FrontPage or DreamWeaver to PUBLISH the damn
thing to the correct server

Cheers

Greetings!

I've open/saved the document probably a hundred times. No changes. Well,
except for the slight change I e-mailed John on earlier.

I'm not a WORD person, I'm the network person here. I got involved in this
because a practice staff have used in WORD in the past wasn't working. So,
they assume it's a network issue. I've looked at the links on the TOC.
Here's the hyperlink address for the TOC main document. All the hyperlinks
on the page are the same, with the exception that they point to a different
document or spreadsheet:

\\LABOR\VOL1\WHD\STAFF\Suntrack Manual\Suntrack Manual (electronically
linked)\master-toc.doc

The directory structure on our remote sites is exactly the same. Here's the
address of one of our remote sites:

\\LABORS\VOL1\WHD\STAFF\Suntrack Manual\Suntrack Manual (electronically
linked)\master-toc.doc

The only thing that is different is the server name. They tell me they do
this all the time. When they copy the directory with the TOC and hyperlinked
files to another servers, let's say LABORS, the hyperlink is automatically
changed from LABOR to LABORS. They don't have to do anything more.

I've tested this on a smaller document and it does work. I had no problems.
However, on this large TOC with a hundred or more links it's not converting
the address from LABOR to LABORS. Thus staff in that office (LABORS) can't
access the files.

Sharon

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Sydney, Australia. S33°53'34.20 E151°14'54.50
+61 4 1209 1410, mailto:[email protected]

 

[SharonK]

John,

I did go back and look at the document and you are right about the directory
issue. This TOC is in a directory with a number of sub directories. It
looks like the links were updated to LABORS in the main directory, where the
TOC document is. However, in the links are not updated when the documents
are in subdirectories.

I will work with my user on the global find/replace.

Thanks so much for all your help with this. I really appreciate it.

Sharon

 

[SharonK]

John,

I was able to use the "display fields" (Alt + F9) and do a global search and
replace to change the LABOR to LABORS. The hyperlinks look perfect.
However, they still won't open.

Sharon

 

[Dr. Akash Rajpal]

Hi,
Same problem here thougha little different. I have this TOC with lot of
links on the server. For some security reason I need to shift this TOC to
another location, but the files which are linked to in the TOC will be in the
same original location. Now when I move this TOC to another location, the
hyperlinks dont work. I want a solution where the links remain absolute and
can be opened even when this TOC location changes as the files which are
linked to are still at that same location.

Regards.
Akash.

 

[John McGhie]

Hi Sharon:

Dunno! You're not doing this on a Mac, are you? Mac Word TOC generator
won't do hyperlinks...

I think you better flip me one of those documents and I'll take a look...

Cheers

John,

I was able to use the "display fields" (Alt + F9) and do a global search and
replace to change the LABOR to LABORS. The hyperlinks look perfect.
However, they still won't open.

Sharon

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Sydney, Australia. S33°53'34.20 E151°14'54.50
+61 4 1209 1410, mailto:[email protected]