How To Create A File Path Link

These are the instructions for copying file path names as a link into a Word document or an email. This is handy if you want the recipient to open the file quickly without searching. Note: this will only work if recipients have access the files location.

Settings check

There is a setting you need to check before you set up your link;

Open any folder
(If you can't see the menu, click the Organise link, choose Layout and then Menu Bar)
From the Tools menu, choose Folder Options and select the View tab
Under the Files And Folders group, make sureDisplay the full path in the address bar is selected
Click OK

Example 1 - Microsoft Word

Open both the Word document where the link will be inserted and folder where the file exists
In the folder, select the path in the Address bar and Copy it (Ctrl C)
Open the Word document to where you want the link and Paste it (Ctrl V)
Example: C:\Test Folder

This gives us the folder location but not the file.

In the folder, click once on the file name to select it
*Important step: Click once again on the name to select only the name of the file (the text)
Copy this name (Ctrl+C)

At this stage you will add this to the original address but you need to make sure it is the correct syntax. The next part uses keyboard shortcut keys for expediency.

Return to Word
After the text type a backslash e.g. C:\Test Folder will become C:\Test Folder\
Press Ctrl+V (to paste) (e.g. C:\Test Folder\ 2014_Timesheet.xls)
Important: make sure there is no space after the last backslash. If there is, remove it (e.g. the above example will become 'G:\Test Folder\2014_Timesheet.xls')
Select all the text. This will be the completed link.

Press Ctrl+C (to Copy)
Press Ctrl+K (or Insert/Hyperlink) to open the Hyperlink window. See following diagram.

The curser will appear in the Address box with two possibilities:
- If the link is already inserted into the address bar, simply click OK
- If the link is not inserted into the address bar, press Ctrl+V (to paste it) an click OK
The link will be inserted and the text will turn blue and underlined
C:\Test Folder\2014_Timesheet.xls

You can test the link in Word by holding the Ctrl key (on the Keyboard) and clicking the link.

Example 2 - email

This is done in a similar way to the Word document above.

In an email you have to send the email before the link will work, so simply send a test message to yourself.

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Open the folder that contains the file

Copy the text in the address bar (Ctrl+C)

Open the email, click in the Message section and Paste ( Ctrl+V)

Add a backslash at the end "\" (no spaces)
C:\Reports\2014 Reports\May 2014\

Add the file name (or you can copy and paste the file name too)
C:\Reports\2014 Reports\May 2014\Gordon's Report

Highlight the whole address and Copy (Ctrl+C>)

With the address still highlighted, Open the Hyperlink box (Ctrl K)

Simply paste (Ctrl+V) This will be inserted as the URL

Click OK

The link is inserted