There are several forms of what may be expressed as “shortcuts”. The first is the mouse shortcut. It is the basic purpose of that right button on every mouse and touchpad, listing the most commonly used available options that a user may be attempting in any given field or open window and software. It saves on clicking on the menu bar, and going through the longer list of options any given software makes available for a certain or current activity.

The Keyboard shortcuts are simply “set” or programmable key functions that involves a combination of either the “function”, “Control”, or “Alt” key, with a given character to do the same as working through the menu bar for the desired activity the user is attempting. A list of options in conjunction the the “Control” key include Ctrl+C for copy, Ctrl+P for paste, Ctrl+N for new, and so on. The same goes with the Alt key pad, and typically refers to the user giving a certain character a “shortcut” purpose. Even the function keys have a purpose both by themselves, and in some cases, in conjunction with a character.

The above concepts of “shortcuts” typically refer to the user, their computer, and any given software. But there are shortcuts used everyday, through the Internet, instead of being solely for the user. The “Hyper Text Markup Language” is the link found on almost every website, providing you with a “shortcut” to a specific file, somewhere else on a serve or computer, located anywhere in the world. It is a “Hyperlink” shortcut to a location to a file of interest, that allows us to read, download, purchase, and provide a simple click. That is the basic concept of a Hyperlink, whether a simple” Click here”, a website address, or email address; depending on the way it is presented, or typed in, it leads us to a location, with out “mapping it out” or addressing it in a form of  IP address, computer name, folder, subfolder, and then file (as an example of mapping). Still this same concept of “mapping” is available in many word documents, power presentations, spreadsheets, and other software where the developer felt the incentive to give any user a “shortcut” to a specific file or bookmark.

Still, sometime links get lost or discontinued, not only on website locations, but when a user attempts to use them in their own activities and projects, and although durable, there are rules to keep in mind when moving that file with hyperlinks around or even in the case of sharing and collaboration. Quite simply, there are guideline to follow, or once that file is moved, it will result in a broken link. Maybe one reason hyperlinks are still specific to being used as a server directed link, is due to its ability to break when used locally, or link to local files is because that loss of connection is quite expected. In some cases, it may never be a practice worth pursuing, unless you spend time learning what  keeps a hyperlink connected to its focused target.

Guarding Links in Projects

Even I realize that the use of hyperlinks can seem unpredictable, and keeping an eye and closely managing hyperlinks is a concept of “maintenance” or upkeep.  Making links on a local computer it seems perfect, until you attempt to back up, move or relocate the file to a new location. The two best software programs that keep track of mapping locations and are ideal for multiple hyperlinks is the Microsoft Word and Excel Workbook programs, still other Microsoft products, such as publisher, would need editing these links when moved, and purposely writing in a drive destination as the starting path to link to. The best plan for projects is to place the files to link to on a server; thus, any link that is a shortcut to a file typically starts with a website name, IP Address, or Server name.  For as long as the location remains a permanent destination to link to, the hyperlink can be moved from any computer, or stored on any storage device or disk. All this is true, unless you are me.

I have spent years experimenting with, and maintaining hyperlinks for many projects where the hyperlink was a planned task to linking to other files. I also found that Microsoft Excel trumps all other software when it comes to maintaining and managing hyperlinks. One unforgiving rule that must be that any spreadsheet must be parent to the files you plan to link to, in other words it shares the same location of the spreadsheet, or is stored in folders. The second most important rule (which actually is the ultimate rule), any spreadsheet that is planned to link to files should be stored in a parent folder. That parent folder is the major link to allowing the spreadsheet track the locations when the project is moved or backed up on CD or DVD.

Parent Folder Concept

The need of the parent folder can never be ignored, when attempting a project with plans to transfer it or even share it. This is a lesson learned even by me, and through personal experience. To even share the spreadsheet means copying the whole folder with the destination files, like one big bag of parts. Any other software is like “hardcoding a destination” that when the file or project is moved, the path does not accommodate the change in new location; which is why hyperlinks are typically used to server based file locations. But, it still can be done. Just keep everything in that parent folder, and know it has only worked for me with the Microsoft Excel Software program. I found that using the spreadsheet to do the work, but saving it in HTML [or web page format], keeps everything together (in the parent folder), and allows me to now free form the web page to the desired appearance. Even Microsoft front page software expects any links to an destination be a server or website destination.

There are some common suggestions that come to mind to be considered:

Decide on how important linking to other files is compared to referring others to where those files are stored, and how to get there. Most likely, it does sound nice to be able to use hyperlinks as a destination shortcut method.

Try to make all links specific to a few spreadsheets. In my case I have four separate spreadsheets, fueling, ATM, Expenses, and trip Submitting. The use is to link to receipts and scanned jobs submitted. As time passes, the more fueling, jobs, and expenses means more hyperlinks. Just don’t make it the ultimate method for any given project.

If need to recreate the links, break it into a few days, so you can track where you stopped, and will need to restart again.

Make backups often. If you do this, you may be able to retrieve the working hyperlinks from the older copy, and add the new or most recent data to it. Keep in mind, bringing back a copy means, bringing over the parent folder filled with the destination files. You might want to rename your folder to prevent writing over the whole project and losing the most recent data and location files. This way you can copy and paste the recent data over to the copied older version, and the destination files to link to as well. Then, once done, you can delete the parent folder with the lost links. It sounds like much thought and work, but losing months and years of work, or starting over is typically a huge undertaking. Waiting too long to make backups also means more work to redo.

Always check your links from time to time. This is the maintenance part of any project, and has to be done when making formulas that refer to cells of data too. If you do what id do, and simply reuse the finished spreadsheet, clearing the input data of that old project, the formulas might refer to a misleading location, especially when the new data is referenced by date. Leap years means reworking any copied template spreadsheet that is specific to date formats.

Keep in mind that when working with spreadsheet, maintenance and checking the work is part of the program. My definition of spreadsheets being a “work In Progress” all the time and every time is a concept to know and welcome the idea of paying attention to detail, formulas, and hyperlinks [Bookmarks too].

Finally, always plan on using a Parent Folder for whatever you start.

**I need to go into detail about trapping everything in a parent folder, creating the shortest path or making sure the identical path remains in a parent folder when copying or backing up.