Working with Images in Word
Many writers include images when producing documents using Microsoft Word. Most writers typically insert images into Microsoft Word source documents in one of the following ways:
Inserting images in Microsoft Word source documents, also known as embedding images
Inserting links to image files in the Microsoft Word source documents
If you insert an image into a Microsoft Word source document, Microsoft Word inserts, or embeds, the image in the Microsoft Word source document, and the image becomes a part of the document. Embedded images move with the text of the paragraph in the document. Embedded images in Microsoft Word are also sometimes called inline shapes.
If you insert a link to an image is Microsoft Word source documents, Microsoft Word inserts a link to the image and displays the image in the Microsoft Word source document. The link becomes a part of the document, but the actual image file is not inserted into the document, although the actual image files is displayed in the document. If you update the image file referenced by the link, Microsoft Word displays the updated image referenced by the link automatically. Linked images in Microsoft Word are also sometimes called shapes.
There are benefits and drawbacks to inserting images directly into Microsoft Word source documents and inserting links to images used in Microsoft Word source documents.
For example, if you insert images in Microsoft Word source documents, you do not have worry about breaking links between the Microsoft Word source documents and the image files. If you link to images in Microsoft Word source documents, you must ensure that you keep the same file structure for the image files in order to not break links between the Microsoft Word source document and the image file.
However, linking images in Microsoft Word source files, rather than inserting or embedding images, provides some of the following benefits:
You can update image files without reinserting the image file into your Microsoft Word source documents.
If you have one image used in multiple places, you can update the image in one place, rather than reinserting the image into multiple places.
You can manage your documentation files and image files separately, which makes organizing images easier.
Source documents with linked images are smaller in size than source documents with inserted, or embedded, images.
When you work with Microsoft Word source documents that you will use to generate output, ensure you follow the guidelines specified by the Stationery designer for the following items:
Method used to insert images
Correct DPI to use for inserted images
Correct image file format to use for inserted images
For more information about image considerations see “Defining the Appearance of Images” on page 138.