Including documents
and files
Introduction
A useful extra feature in CDR Presenter is an ability to include separate files and documents in
your presentation, in much the same way as you might attach a file or document to an e-mail which you send to
someone. This lets you use a presentation as a way of presenting documents or files from other programs or
even as a convenient a way of delivering a copy of those files to users.
The 'file link' feature works by copying a selected file into the project's folder to be included with it when
it is copied to CD. Further, a link is displayed in the presentation to the file. This can be set to:
- Open the file or document when the user clicks the link
- Copy the file or document to the user's hard disk when the user clicks the link
- Give the user the choice of opening or copying the file or document
Creating a file link
To create a file link, select a layout with a file link on it for the current page. Most styles have a page called
'Four filelinks' which can be used. Now click in an unused 'filelink' area to create a link.
You can now click 'Choose' and browse for the file or document to include on the CD. It is immediately imported into
the presentation.
You can now type a title or other text to label the link in the presentation. This might be the name of the document
(e.g. sales.xls or report.pdf) or something more descriptive (e.g. 'click to view PDF').
Finally, you can select how the link should operate... open, copy or give the user the choice of copy or open.
Click 'Done' to close the file link dialog box.
Other file link options
The file link dialog lets you completely remove a file link you no longer want. Click the 'Remove' button. You can also
update the file that has been imported by clicking 'Update'. This re-reads the file from its original location and allows
you to quickly bring changes into the presentation without having to browse for the file again.
Opening vs. Copying
It is up to you which option to set for users of your included files.
Opening would usually be appropriate if the document
is intended to be read or viewed only as part of your presentation. Documents included with the ppen option are opened
directly from the presentation's CD which is a simple one-step operation but it does mean that the documents cannot be
amended or changed.
The copy option is best if you are including documents that the user might want to make use of or make changes to. The
user is shown a normal 'Save as' dialog box and can select where the document is copied to.
In some cases, it may be best to leave the choice of open or copy up to the user and the third option in the File link
settings dialog lets you do this.
Limitations
The file link feature is a simple and effective way to include other documents and files with a presentation. However, it
is not a fully-general way to tie different items into the CD. You should be aware that:
- It is not intended to link to other programs or presentations, such as .EXE type files. Many of these require a set
of files to operate rather than just the single file that each file link accommodates.
- The 'Open' option requires that the user's PC can understand and open the type of file you include. For example,
to view a Word document, Excel spreadsheet or Adobe Acrobat PDF, the user's PC must already have Microsoft Word,
Microsoft Excel or Adobe Acrobat Reader. Users without the right software may not be able to open the documents.
These limitations are usually not a problem where a presentation is being distributed to a known audience (such as
within a particular firm) but should be considered carefully for presentations that may be more widely distributed. For
example, if you are going to give away a price list on a business card CD-R at an exhibition, you may be best to enter
the prices on pages within CDR Presenter rather than including an Excel worksheet and hoping that everyone you give the
card to has Microsoft Excel on their PC.
