Copying file pathnames

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 sure Display 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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