Insert and Link Pictures in Microsoft Word

Microsoft Word provides three options for inserting pictures in the Word documents.

You can choose these options in Microsoft Word, in the Insert menu, Picture sub-menu, From File command.

Insert The picture is saved in the Word document. This is the default setting for Word.

Since images are copied and saved into the document, it is the easiest way to move, copy, delete, and attach the document. However, editing images later becomes a little harder.

Once you chose this option, you cannot change to the other options later.
Link to File Only the link to the picture is saved in the Word document.

If you remove the original pictures, since the pictures themselves are not saved in the Word document, they will be a red X. On the other hand, if you edit the image files in other applications, the pictures in the Word document is automatically updated.

You must manage picture files together if you are going to, for instance, attach to the e-mail, but this is the best option if you edit pictures later in other applications.

You can change to other options later.
Insert and Link Both the link to the picture and the picture itself are saved in the Word document.

This option allows you to view the pictures even when the original picture files are missing, along with the benefits of Link to File option. However, since the pictures are saved in the Word document, the Word document becomes larger than Link to File option in size.

You can change to other options later.

Here are some hints for Microsoft Word 2000/XP or later.:

  • Find out the original file name of the linked pictures - Select the picture and in the Edit menu, click Links.
    You could also hit Shift + F9 to display the field code instead of the picture to find out the original file. Press Shift + F9 again to toggle back.
  • Change Link/Insert and Link to Insert - Select the picture and in the Edit menu, click Links. In the dialog, click Break Link.
  • Change Link to Insert and Link - Select the picture and in the Edit menu, click Links. In the dialog, select Save picture in document and click OK.
  • Change Inset and Link to Link - Select the picture and in the Edit menu, click Links. In the dialog, clear Save picture in document and click OK.
  • Update Insert and Link pictures - For Insert and Link pictures, although Word keeps the link to the original pictures, Word uses its internal copy to display and print. To update to the original picture files, select the picture and in the Edit menu, click Links. In the dialog, click Update Now.
  • Do above operations to multiple pictures - Select the picture and in the Edit menu, click Links. In the dialog, use Shift or Ctrl keys to select multiple pictures and do the operations you want.

    For instance, to select all pictures, click the first picture and then click the last picture while pressing Shift key.

For more information, please refer to Word help or manual.