A hyperlink or link is a very used and simple element that allows us to reference a specific part of a document, another document or any other information located in an internet address, even contacting us someone through your email address.
The links must be clearly recognizable through their own style, differentiating themselves from the rest of the contents of our document. The default style of a link is blue and underlined.
It is recommended that the text or phrase of the link is not excessively long and that there is not an excessive number of links per paragraph (one per paragraph is preferable).
The text of a link must clearly convey its purpose, even outside the context of the text that surrounds it.
We should not create links with a demonstrative text, such as "click here" or "download now" or in which the purpose is explained in an adjacent element, for example with the sentence: Download your notes in "this link" .
Users of support products have specific tools to list the links of a document and access the content more quickly. If we do not respect the aforementioned rules, the resulting list of links could be of the following type:
- This link
- Click here
- Download now
Let's see a practical example. We want to include a link to the registration form for an Accessibility Workshop. Let's see several possibilities:
- Register for the Accessibility Workshop by clicking here . Wrong!
- Sign up for the Accessibility Workshop at the following link . Wrong!
- Sign up for the Accessibility Workshop on the registration form: http://www.ua.es/inscripcion-jornada-accesible . Not great!
- You can register for the Accessibility Workshop through the Registration form . Great!
As we can check options 1 and 2, they are not accessible, since the link text does not convey its purpose. However, options 3 and 4 are more accessible, each in its context, that is:
- If it is a document that is intended to be printed, the most advisable option will be 3, since the destination address of the link appears.
- If it is a document that is intended to be used only digitally, the most correct option will be 4.
Insert a link
To insert a link in Word we will follow these steps:
- Select the Insert tab.
- We select the text or the place where we want to insert the link.
- In the toolbar, click on Hiperlink .
- In the window that appears, we introduce the text that will have our link that will depend on the destination:
- If we want to redirect to an internet site, we write the destination address in the Address field
- If we want to redirect to another document from our computer, instead of indicating an address, we will select the file we want in Look in
- If we want to redirect to a specific point of our document we follow the steps of the Bookmark section .
- To finish, click on OK .
If the destination of the link is a document located on the internet and therefore, the current context is going to change, it is highly recommended to specify the format and size of the file in brackets within the link.
Sometimes, it is vital to know the format and size of the file to avoid confusion. Let's imagine the following situations:
- The user does not have an internet connection, so he cannot access the link.
- The user does not have a flat rate on their internet connection, and wants to wait to download the file from a free Wi-Fi point.
- The user does not have the necessary program installed on his device to view the document.
- The format of the document is not accessible to a user of support products.
Following the example of the previous section, let's see how we would link the program of the Accessibility Workshop:
"For more information about the activities consult the program of the Accessibility Workshop (PDF 1Mb) ".
More information on a link
Sometimes it is necessary to include more information about the purpose and/or destination of a link, that is, to warn the user of what will be found when clicking on the link.
To include additional information on screen on a link in Word, we follow these steps:
- We select the Insert tab.
- We place the cursor on the existing link or on where we want to insert a new one.
- Select Link in the toolbar.
- Click on the ScreenTip... button
- In the new window that appears, we write the additional information that we want and click on OK .
- To finish, click on OK.
Following the previous example, we now want to add a link to the presentation video of the Accessibility Workshop we have on YouTube:
"If you wish, you can access the video presentation of the Workshop to know more details of the location and facilities."
The additional information on the screen for that link would be: "This is a YouTube video, it will open in your browser or if you have it installed, in your application".
As we can see in the following image, when you place the cursor over the link, the additional information will appear on the screen.
We can use internal links to give the user the possibility of directly accessing a specific part of the document and thus to improve navigation. We have markers and cross-references in Word to do it.
This tool allows us to reference sections of the document, page numbers, titles, illustrations, and all those elements that appear in the structure of the document. y todos aquellos elementos que consten en la estructura del documento.
We can insert a cross reference in Word following these steps:
- We select the References tab .
- We place the cursor where we want to insert the link.
- In the toolbar we click on Cross-Referente .
- In the new window that appears, we can select the type of element we want to reference (title, table, illustration ...)
- Now we will select one of the elents that appear of the selected type.
- Click on Insert and close the window.
The data of a cross reference is automatically updated when making changes to the elements of our document, thus improving its maintenance.
Bookmarks allow us to create marks in specific points of our document to access them directly. The creation of indexes or glossaries of terms are an example of this tool.
To create bookmarks and insert links that lead to them, we follow these steps in Word:
- Select the Insert tab.
- We are at the point we want to be the destination of the link.
- In the toolbar click on Bookmark.
- We write a name without spaces, and click on Add.
- We now select the text that will link to our bookmark.
- In the toolbar we click on Link.
- In the new window that appear we click on Bookmarks.
- We will select the bookmarker that we just created or the one we want and click on OK
- To finish, click on OK