how do I set up automatic update for inserted pictures?

[cecithi]

I have inserted pictures from file into my Word 2003 document, and the F9 key
does not update them like in Word 2000. I have checked the menu Edit-Links,
and the checkbox "automatic update" is greyed out. It's taking me too much
time to manually update each picture, can anyone give me a tip on this?

Thanx!

 

[Cindy M.]

Hi =?Utf-8?B?Y2VjaXRoaQ==?=,

I have inserted pictures from file into my Word 2003 document, and the F9 key
does not update them like in Word 2000. I have checked the menu Edit-Links,
and the checkbox "automatic update" is greyed out. It's taking me too much
time to manually update each picture, can anyone give me a tip on this?

Are these pictures formatted "in-line" with the text, or with text wrap
formatting? If the former, I can probably help you get things updated. If the
latter, it may be more difficult (or require a macro).

FWIW, you may be running into a security measure that was introduced in newer
versions of Word. See

Https://mvp.support.microsoft.com/default.aspx?scid=kb;en-us;330079

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail

 

[cecithi]

Hello,

The pictures are inserted in-line with the text, using the option "Insert
and Link".

I have noticed in the link that the blank spaces in the path are replaced
with %20 signs. I have unchecked the box "Update links on save" in the Web
Options as I have read in another topic, but the %20 reappear even after that.

I have added the registry key FieldCalcSecurityLevel and set it to 0. Then
I've tested the behaviour with a new Word document and it works fine there.
But the images still won't update with my User Guides on the network - the
inserted pictures are in sub-directories under the directory where my
document is.

(I can't access the MVP database right now, there's an error.)

Any idea?

Cecile Thiran

 

[Cindy M.]

Hi =?Utf-8?B?Y2VjaXRoaQ==?=,

The pictures are inserted in-line with the text, using the option "Insert
and Link".

I have noticed in the link that the blank spaces in the path are replaced
with %20 signs. I have unchecked the box "Update links on save" in the Web
Options as I have read in another topic, but the %20 reappear even after that.

I have added the registry key FieldCalcSecurityLevel and set it to 0. Then
I've tested the behaviour with a new Word document and it works fine there.
But the images still won't update with my User Guides on the network - the
inserted pictures are in sub-directories under the directory where my
document is.

And the new, test document: if you save that in the network does it still work,
or are you seeing the problem?

Are the graphics files also on the network?

Try these links

http://support.microsoft.com/kb/330079/en-us
http://support.microsoft.com/kb/825773/en-us

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail

 

[cecithi]

Hello again,

Aha, we have a clue: I copied my test document and picture on the network
and the problem appears there!

This is my working environment for my documents:
- FOLDER\document.doc
- FOLDER\SUBFOLDER\SUBSUBFOLDER\picture.bmp

I checked the two links you've given, the first one is about the
FieldCalcSecurityLevel which I did yesterday. The second one is not useful
since it works fine on my local drive now.

Cecile

 

[Cindy M.]

Hi =?Utf-8?B?Y2VjaXRoaQ==?=,

OK. You mentioned it's too inefficient to update each picture individually.
Does Ctrl+A, F9 update all the pictures in the document for you? That would
at least get you working.

So, if you:
- create a new document and save it to the network location
- insert a picture from the network location (subfolder, as shown below)
and link it

Does the path still show the 20%, etc.? And does it use forward slashes / or
backslashes \?

Do you access the path via an http URL or through a "traditional" type of
interface?

Aha, we have a clue: I copied my test document and picture on the network
and the problem appears there!

This is my working environment for my documents:
- FOLDER\document.doc
- FOLDER\SUBFOLDER\SUBSUBFOLDER\picture.bmp

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or
reply in the newsgroup and not by e-mail

 

[cecithi]

Hello Cindy,

I'm back.

OK. You mentioned it's too inefficient to update each picture individually.
Does Ctrl+A, F9 update all the pictures in the document for you? That would
at least get you working.

The problem is that the F9 key does not update the picture. I have to click
menu Edit - Links, clear the checkbox "Save picture in Document", click
"Update Now" and then check the box Save picture again. Otherwise the picture
won't refresh.
FYI: when inserting a picture, I choose the option "Insert and Link".

So, if you:
- create a new document and save it to the network location
- insert a picture from the network location (subfolder, as shown below)
and link it
Does the path still show the 20%, etc.? And does it use forward slashes / or
backslashes \?

I tested this : the path has become {INCLUDEPICTURE
"Getting%20Started%20Tour%20bitmaps/Test/List%20of%20Opportunities_F.bmp" \*
MERGEFORMAT}.

I also found out that, when I insert a picture (from the network) when my
document is on my local drive, the link is correct : {INCLUDEPICTURE
"H:\\eLink 2006\\Users Guide\\Getting Started Tour bitmaps\\Test\\Sunset.jpg"
\* MERGEFORMAT}

Do you access the path via an http URL or through a "traditional" type of
interface?

It's a mapped network drive and I just browse through the Windows Explorer
when I insert the picture.

Hope this information gives you more ideas...

Cecile

 

[Suzanne S. Barnhill]

Try using "Link to File" instead of "Insert and Link." This will force the
graphic to be updated each time you open the file (provided you have "Update
automatic links at Open" checked on the General tab of Tools | Options. This
will also reduce file size because the graphic will not be embedded.

 

[cecithi]

Hi Suzanne,

I really do need the option "Insert and Link" because my reviewers are in
France (I'm in Belgium) and we don't share the same servers. So I have to
send them the document by e-mail, and I'm not going to send them each time
all subfolders with hundreds of images...

Thanks anyway,

Cecile

 

[Suzanne S. Barnhill]

Okay, that makes sense. In that case, I guess you'll have to resign yourself
to manual updating (via macro if necessary).

 

[Mike Starr]

That does seem to be a significant change from the way previous versions of
Word handled it. In the past, if one chose Insert and link, the graphic
would be saved in the file and updated when the file was opened or with an
F9.

The way it is right now it sounds like there's no difference between
"Insert" and "Insert and Link"... both save the graphic in the document file
and neither one of them ever updates. The only one that updates is "Link to
file". It took me a long time to figure out why my graphics weren't updating
when I knew I had chosen "Insert and link" and I then had to go back and
uncheck the "Save picture in document" checkbox. <grrr>

Mike

 

[Suzanne S. Barnhill]

No, if you use Insert, the picture is embedded and *can't* be updated
(except by reinserting it). If you use Insert and Link, you can update it,
but you must do it manually. See the macro to update fields at
http://gregmaxey.mvps.org/Field_Macros.htm

 

[cecithi]

I have discovered that if my document is on another drive than my bitmaps
(e.g. doc on c: and bmps on h, the path is OK (no forward slashes and no
20%) and the pictures refresh with F9 even when "Insert and Link"-ing them.

So that's how I will work now.
Thanks to everyone for your help.

Cecile

 

[Bob Buckland ?:-\)]

Hi Cecile,

If you've mapped the folder to be a drive 'letter' then you'll see the %20 (HTML substitution) occur that you mentioned. You'll get
the same thing if you save a file with a long file name to the root folder of a drive from Word if you use the syntax of

C:Quick Brown Fox.doc
you'll end up with C:\Quick%20Brown%20Fox.doc in Windows explorer.
If you use
C:\Quick Brown Fox.doc
the file name won't change.


It was an intentional design for that to occur on root folders )for compatability with web servers, if I recall correctly).
==========
Hello Cindy,

I'm back.

OK. You mentioned it's too inefficient to update each picture individually.
Does Ctrl+A, F9 update all the pictures in the document for you? That would
at least get you working.

The problem is that the F9 key does not update the picture. I have to click
menu Edit - Links, clear the checkbox "Save picture in Document", click
"Update Now" and then check the box Save picture again. Otherwise the picture
won't refresh.
FYI: when inserting a picture, I choose the option "Insert and Link".

So, if you:
- create a new document and save it to the network location
- insert a picture from the network location (subfolder, as shown below)
and link it
Does the path still show the 20%, etc.? And does it use forward slashes / or
backslashes \?

I tested this : the path has become {INCLUDEPICTURE
"Getting%20Started%20Tour%20bitmaps/Test/List%20of%20Opportunities_F.bmp" \*
MERGEFORMAT}.

I also found out that, when I insert a picture (from the network) when my
document is on my local drive, the link is correct : {INCLUDEPICTURE
"H:\\eLink 2006\\Users Guide\\Getting Started Tour bitmaps\\Test\\Sunset.jpg"
\* MERGEFORMAT}

Do you access the path via an http URL or through a "traditional" type of
interface?

It's a mapped network drive and I just browse through the Windows Explorer
when I insert the picture.

Hope this information gives you more ideas...

Cecile >>

 

[Mike Starr]

Well, I've not tried the macro you pointed me to but while working on a
document with graphics inserted using the "Insert and link" option, if I go
to the page where the graphic is placed, select the graphic and press F9, it
won't update. I assume that's the procedure you're referring to as updating
manually.

One of the things I'm doing is altering the color of fields in the screen
captures of dialog boxes. When our software allows a lookup by pressing a
function key with the cursor in a field, I change the color of that field in
the screen capture as an indicator that the field has lookup functionality.
So I fire up Paint Shop Pro, open the screen capture file, change the text
field color, save and exit PSP. Then I go back to Word, select the image,
press F9 and nothing happens. I have to go to Edit>>Links and uncheck the
"Save picture in document" checkbox. Then the image updates correctly. And
just so we don't go down any blind alleys, all of my images are kept in the
same directory as the Word document file.

That's what leads me to say that for this version of Word, the "Insert and
link" option is functionally identical to the "Insert" option. I've been
using "Insert and link" for a number of years... it's my standard procedure
and always worked fine until this version of Word.

Mike