Include an OLE object by using a File object

Graphics, external files, & hyperlinks

Sometimes you may need to include an external file in a document. For example, you might need to include a PowerPoint slide in your print, Web, and Help outputs.

  • To link to the file, but not incorporate its contents into your document, use a Hyperlink object.

  • To incorporate the external file's contents directly into your document, use a File object.

We'll look at the second option here. Author uses the standard Object Linking and Embedding (OLE) feature of Windows to include external files (in their original formats) in your document. The application that created the external file must also support OLE.

Note: Using this method, the OLE object is created as an embedded object, and changes to the original file will not be reflected in Author. If you need to edit the original file, create a linked OLE object. Refer to Adding a Linked Image or OLE Object. We recommend linking rather than embedding OLE objects.

  • To add an OLE object to your topic:

  1. In the Library Explorer, select the folder where you want to store your new OLE File object.

  2. Open the topic where you want to insert the external file, and place the cursor where you want the file to appear.

  3. Click Edit > Insert > OLE Object to create and open a new File object. The Insert OLE Object window is displayed.

  4. Select the external file you want to display. Once selected, the file is displayed in the File object's preview pane.

  5. On the General tab, select Embedded OLE File Template from the Based On drop-down list.

  6. Type a Description, then switch to the Print, Help and Web tabs to change any of the File object's other settings, such as scaling, if necessary.

  7. Save your changes. The new File object is inserted into the topic.

  8. Save your changes to the topic.