Insert and/or Link Pictures in PowerPoint 2010 for Windows
Learn about the advanced options available for inserting and/or linking pictures in PowerPoint 2010.
Author: Geetesh Bajaj
Product/Version: Microsoft PowerPoint 2010
OS: Microsoft Windows XP / Vista / 7 / 8
Date Created: September 2nd 2011
Last Updated: September 2nd 2011
Among the first few activities that any new PowerPoint user undertakes is inserting a picture in their PowerPoint slide. To most of you, inserting pictures is mundane -- an activity that's simple. But behind this simple task, there are options you may not be aware of.
You know that a picture located in any of your folders can be inserted on a slide. But, have you wondered about the relation a picture on the slide has with the original picture located in your folder? By default, PowerPoint retains no relation -- even if you delete or move the original picture file you inserted, the copy on your slide will still be retained since PowerPoint saves the picture as a part of the file it creates. However, there are options in PowerPoint that let you maintain the relation between the original picture and the inserted picture -- for example, you can make changes to your original picture and PowerPoint will update the copy on the slide!
The advantage of this approach is that you can change pictures in your folder that have the same file names, and your slides get automatically updated with newer pictures. This approach also has a disadvantage: if you rename, delete, or move the picture file you linked from, then the picture on your slide won't be there! Now that we have made you aware of the pros and cons, let us explore these options.
Whenever you bring up the Insert Picture dialog box, either by clicking on the Insert Picture from File button in a Content placeholder -- or directly selecting the Insert tab | Picture option, you may typically just click the Insert button after selecting the picture to be inserted. But look closer - you will find a down-arrow next to the Insert button, highlighted in red in Figure 1.
Figure 1: Down-arrow next to the Insert button
Click this down-arrow to open a small menu that provides three different options to insert a picture as shown in Figure 2.
Figure 2: Insert Picture options
Let us explore these options:
- Insert is the default option and will place the selected picture on the slide. We have already covered what the Insert option does in our Insert Picture in PowerPoint tutorial. Do note that this option will increase the file size of the presentation, although PowerPoint 2010 does some automatic compression. When you choose this option, the picture is embedded within the presentation.
- Link to File links the picture in your folder to the slide where you place it. This will reduce the size of your presentation since PowerPoint only saves the path and name of your picture -- rather than saving the entire picture.
Also, if the linked picture is edited outside PowerPoint, the change will get reflected within the presentation automatically as long as the file name and location is not changed for the edited picture. Conversely, if the original picture is deleted or renamed, you will see a small red X icon indicating that the linked picture cannot be displayed.
If the Link to File option is something you want to choose, always copy the picture used to the same folder that contains your presentation save the presentation at least once before you place the picture within your slide.
- Insert and Link embeds the picture within the presentation, and also updates the picture if it is edited or updated. This option will bloat the file size, especially if you are using a very high resolution picture -- however if file size is not an issue, this approach does give you the best of both worlds.
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