Be able to insert and edit a hyperlink including linking text or objects to a slide within the presentation, an external file or an email address

Topic 19 – Presentations

Learning Objective

Be able to insert and edit a hyperlink, including linking text or objects to a slide within the presentation, an external file, or an email address.

What is a Hyperlink?

A hyperlink is an interactive element that, when activated, takes the user to another location. In presentations the target can be:

• A different slide in the same file
• An external document, website or media file
• An email address (opens the default mail client)

Types of Hyperlinks in a Presentation

• Slide link – jumps to a specific slide in the current presentation.
• External file link – opens a file stored on the computer or network (e.g., PDF, Word document, video).
• Web address link – opens a URL in a web browser.
• Email link – opens a new email message addressed to a specified recipient.

Inserting a Hyperlink

The basic steps are the same for text and objects (shapes, pictures, SmartArt, etc.).

1. Select the text or object you want to turn into a hyperlink.
2. Right‑click the selection and choose Link (or use the Ctrl+K shortcut).
3. In the dialog box that appears, choose the type of link you need (Slide, Existing File, Web Page, Email).
4. Enter the required information (slide number, file path, URL, or email address).
5. Click OK to apply the hyperlink.

Linking to a Slide within the Same Presentation

1. Select the text or object.
2. Open the Insert → Link dialog.
3. Choose Place in This Document (or “Slide” depending on the software).
4. From the list of slide titles, click the slide you want to link to.
5. Confirm with OK. The hyperlink now points to that slide.

Linking to an External File

1. Select the text or object.
2. Open the Insert → Link dialog.
3. Choose Existing File or Web Page.
4. Navigate to the file using the browse button, or type the full path (e.g., C:\Documents\Report.pdf).
5. Optionally, check “Open in new window” if the software offers that choice.
6. Click OK. When the presentation is run, clicking the link will open the file.

Linking to an Email Address

1. Select the text or object.
2. Open the Insert → Link dialog.
3. Choose E‑mail Address.
4. Enter the address in the form mailto:someone@example.com. You may also add a default subject line, e.g., mailto:someone@example.com?subject=Presentation%20Query.
5. Click OK. During the slide show, the link will launch the default mail client with a new message.

Editing an Existing Hyperlink

1. Right‑click the hyperlinked text or object.
2. Select Edit Hyperlink (or Change Link).
3. Modify the target information as required (different slide, new file path, updated email address, etc.).
4. Confirm with OK. The hyperlink is now updated.

Common Issues and Troubleshooting

• Broken file link: The linked file has been moved or renamed. Re‑link using the correct path.
• Slide number changes: Adding or deleting slides can shift slide numbers. Use slide titles rather than numbers when possible.
• Email link not opening: Ensure the address is prefixed with mailto: and that a default mail client is configured on the computer.
• Link appears as plain text: Verify that the hyperlink style is applied; re‑apply the link if necessary.

Summary of Hyperlink Types