Microsoft KB Archive/193074

XL97: Contents of the Delete Links Wizard ReadmeDLW.txt Article ID: Q193074 The information in this article applies to: Microsoft Excel 97 for Windows SUMMARY This article contains the contents of the ReadmeDLW.txt file that is contained in the self-extracting file for the Delete Links Wizard for Microsoft Excel. INSTRUCTIONS FOR DOWNLOADING The following file is available for download from the Microsoft Software Library: ~ Dellinks.exe (size: 171232 bytes) For more information about downloading files from the Microsoft Software Library, please see the following article in the Microsoft Knowledge Base: ARTICLE-ID: Q119591 TITLE  : How to Obtain Microsoft Support Files from Online Services You can also obtain the Delete Links Wizard for Microsoft Excel, by using your Web browser to go to the following site: ftp://ftp.microsoft.com/Softlib/MSLFILES/ MORE INFORMATION --------------------------------------------------- MICROSOFT(R) EXCEL 97 DELETE LINKS WIZARD June 1998 --------------------------------------------------- (c) Microsoft Corporation, 1998 The Delete Links Wizard is an add-in file for Microsoft Excel 97 that you can use to delete links to external files in one or more workbooks. Currently the only way to perform this task is to manually delete the links or to use a Microsoft Visual Basic for Applications (VBA) macro to search, find, and delete the links. These methods may require a significant amount of time if you want to remove all the links to external files. Using the Delete Links Wizard is more efficient than either of these methods, since it contains options that make deleting multiple links easier. These options allow you to easily delete any one of six kinds of links. -------- CONTENTS -------- Instructions Wizard Dialog Boxes Additional Notes Potential Issues Notice ------------ INSTRUCTIONS ------------ After you download Dellinks.exe from the Microsoft Software Library and double-click it to extract Dellinks.xla, the Delete Links Wizard, copy Dellinks.xla and the ReadmeDLW.txt file to the correct folder. Then, load the Delete Links Wizard add-in. WARNING: The default functionality of this wizard is to remove the links in a workbook you specify, save a copy of the workbook with a new name, and then automatically close the workbook. Microsoft recommends that you make a backup copy of the workbook before you use this wizard to delete links in it. If you are not satisfied with the link removal process, you can use the original or the backup file. Installing the Wizard To copy and load the wizard, follow these steps: 1. Double-click the Dellinks.exe file that you downloaded. When prompted, type the full path or browse to the Office\Library folder in the Microsoft Office folder. (The default installation folder for Office 97 is C:\Program Files\Microsoft Office.) 2. Start Excel 97. 3. On the Tools menu, click Add-Ins. 4. Select the Delete Links Wizard check box and click OK. Running the Wizard NOTE: For performance reasons, do not switch to another program while the Delete Links Wizard is running. Microsoft Excel must remain the active program until the wizard is finished. To run the wizard, follow these steps: 1. Close all open workbooks (hidden and visible). This includes the Personal.xls macro workbook, which is typically hidden. To see hidden workbooks, click Unhide on the Windows menu. NOTE: If you unhide the Personal.xls macro workbook and attempt to close it, you are prompted to save changes. Typically, you would close the workbook without saving changes unless you have a specific reason to save changes. You are asked to save changes when you close Personal.xls even though you did not make any changes because you changed the hidden property of the workbook by unhiding it. If you do not save changes to Personal.xls, the workbook is reopened as a hidden workbook the next time you start Excel. 2. On the Tools menu, point to Wizard, and then click Delete Links. 3. In Step 1 of the wizard, select the folder that contains the files from which you want to delete links. Click Select Files, to select a file for processing. NOTE: You can select multiple files by pressing CTRL or SHIFT (for adjacent files) and clicking the files. 4. In Step 2 of the wizard, specify the kinds of links you want the wizard to search for by selecting the appropriate check boxes. You can click "Select All/Unselect All" to quickly select or clear the check boxes for all six kinds of links. NOTE: When you select the kind of link to search for, the wizard only compiles the links; it does not delete them. You select the links you want to delete in a later step. In this dialog box, the maximum number of advanced options that can be selected at any one time is three. The following two options are available by default. "Leave last workbook open when Links Wizard has completed" Use this option if you want the last workbook to be processed and remain open after the Delete Links Wizard has finished. This feature is useful if you want to review the link deletions you specified in the wizard (for the last workbook only) before you decide to close the workbook. Note that the wizard deletes links in each specified workbook, saves a copy of the workbook, and closes each workbook except for the last workbook, which is not closed. NOTE: If you click Cancel before the wizard is finished, this feature is ignored, any open workbooks are closed, and changes are not saved in a copied workbook. "Do NOT prompt for which links to delete in each workbook" Use this option if you do not want to choose which individual links to delete. If you use this option, all links of the kind you have specified are deleted, and a copy of the file is saved. You are not prompted to specify which links to delete. NOTE: The following option is available only when "Do NOT prompt for which links to delete in each workbook" is selected. "Use aggressive mode for charts" If you do not select "Do NOT prompt for which links to delete in each workbook" and "Use aggressive mode for charts," you can select "Use aggressive mode for charts" in Step 3 of this wizard. Because this is an aggressive mode option, you may want to select "Leave last workbook open when Links Wizard has completed." Doing so allows you to perform a final review of the deleted link results in the last processed workbook before you close the copy of the processed workbook and continue processing other workbooks in a similar manner. NOTE: For additional information about the deleted links, see the summary workbook that is compiled by the wizard during the process. 5. In Step 3 of the wizard, either the dialog box for a particular kind of link is displayed or the wizard continues searching for the next kind of link selected if the wizard does not find a requested link. NOTE: For performance purposes, you are not notified each time the wizard fails to find specific kind of link. After the dialog box is displayed, you can select or deselect the links you want to delete by clicking them in the list. The list contains a compiled list of external links that match the kind of link you have searched for. You can also use the "Select All/Unselect All" buttons to quickly select or clear the check boxes for all the links in the list. Step 3 also contains an option that is available only on the Chart Links dialog box. This option, which is "Use aggressive mode for Charts," is the same option that is available in Step 2. For a detailed explanation of the "Use aggressive mode for Charts" option, please see "Delete Links Wizard - Step 2 of 3" in the "Wizard Dialog Boxes" section. NOTE: If you click Cancel during Step 3, you may experience a delay or the action may not be cancelled. For this reason, you should attempt to cancel an action during Step 3 only when you see the "About to process..." message. If you click Cancel while the "Processing..." message is displayed, your request may not be accepted due to background processing. WIZARD DIALOG BOXES Delete Links Wizard - Step 1 of 3 This dialog box contains the following options and command buttons: Open the Readme: Automatically opens the ReadmeDLW.txt file in a text editor. Typically, this is the Microsoft Windows accessory called Notepad. NOTE: If you do not close the text editor window after reviewing the ReadmeDLW.txt, you must switch back to Microsoft Excel to continue using the wizard. Select Files: Allows you to browse and select the files to delete external links. NOTE: To select multiple files, press the CTRL key or the SHIFT key (for adjacent files). ?: Displays Help information for options in Step 1. Cancel: Cancels the wizard. Next: Proceeds to next step in the wizard. Delete Links Wizard - Step 2 of 3 This dialog box contains the following options and command buttons: Formula Links: Allows the wizard to search the selected workbook for all master external formula links (NOT each individual cell link). NOTE: Only the master external links are found. If a master link is selected for deletion the Master Formula Links dialog box, all dependent external cell links that use the master link are deleted. Click Links on the Edit menu to see a list of master external links. Defined Name Links: Allows the wizard to search the selected workbook for all defined name links. Hidden Name Links: Allows the wizard to search the selected workbook for all hidden name links. NOTE: Hidden name links are typically created with macro code but can also be created as a result of using Microsoft Query to return data to a spreadsheet. Chart Links: Allows the wizard to search the selected workbook for all charts that point to an external workbook for displaying chart series data. NOTE: Some charts may not have a valid external link for a chart series. Also, some charts may have an x label, y label, or chart title that points to an external workbook location for information. Both of these issues can cause problems when you try to remove their references to the external workbook. For more information, see the "Advanced Options" section. Microsoft Query Links: Allows the wizard to search the selected workbook for all Structured Query Language (SQL) links that are created in the destination worksheet to which Query returns information. NOTE: Microsoft Query creates an external link to the source data if you use Keep Query Definition when you return the data to the worksheet. Object Links: Allows the wizard to search the selected workbook for all objects that have an external link. These object links can be found in command buttons, AutoShapes, drawing objects, pictures, text boxes, linked charts, and unlinked charts. NOTE: This option not only searches all worksheets for externally linked objects, but also searches for externally linked objects that are embedded in a chart. The most common object that may be embedded in a chart is a text box. It is important to remember that the chart option (see the "Chart Links" section) looks only for external data series links and not embedded object links. ADVANCED OPTIONS - "Leave last workbook open when Links Wizard has completed": This option leaves the last workbook that you have selected for processing open after the wizard has completed. A copy of the last processed workbook is saved, but the workbook is not automatically closed. NOTE: If you have selected only one workbook for processing, that workbook is considered the last workbook and it will not be automatically closed when the wizard has completed. Example scenario: You select three workbooks in the following order: Book2.xls, Book3.xls, and Book1.xls. Given these files, Book2.xls and Book3.xls are processed, a copy of the file is saved and then closed. Book1.xls is processed and a copy of the file is saved, but this file remains open if you select "Leave last workbook open when Links Wizard has completed." NOTE: The default functionality of this wizard is to remove the links in a workbook you specify, save a copy of the workbook, and then automatically close the workbook. Also, if you use the "Leave last workbook open when Links Wizard has completed" feature, some links may not appear to be deleted until you close and reopen the copy of the processed workbook. Microsoft recommends that you make a backup copy of the workbook before you use this wizard to delete links in it. If you are not satisfied with the links removal process, you can then use the backup or the original file. "Do NOT prompt for which links to delete in each workbook": When you select this option, the wizard automatically displays and deletes all links that you have selected for deletion. This option applies to all workbooks you have selected. When you use this option, processing continues until all workbooks have been processed or until you click Cancel. NOTE: If you click Cancel during processing, you may experience a delay in the cancellation process. This delay occurs until the last process has finished and control is returned to the cancellation process. "Use aggressive mode for charts": This option provides a more aggressive chart links deletion process. This option handles the chart link deletion for any invalid external series links. If an invalid chart is encountered, the chart is converted to a picture. This option also allows you to remove external links for chart x or y labels and titles. This option is available in Step 2 of the wizard if you have selected "Do NOT prompt for which links to delete in each workbook." This behavior is by design. If you use this option, you are not given the opportunity to use the aggressive mode in Step 3 because the wizard processing is automated during Step 3. If you have selected "Prompt for which links to delete," you are given the option to use the aggressive mode for charts in Step 3. IMPORTANT: Due to a programming limitation that occurs when you access chart x or y labels and titles, any internal or external links to chart x or y labels and titles are removed when you use the aggressive mode. This mode applies only to charts that have external series links and that you have selected for external links deletion. Select All: Selects the check boxes for all six kinds of links. Unselect All: Clears the check boxes for all six kinds of links. ?: Displays Help information for options in Step 2. Cancel: Cancels the Delete Links Wizard. Back: Displays the "Delete Links Wizard - Step 1 of 2" dialog box. Next: Starts the links searching process. NOTE: After the links searching process is started, a dialog box that contains the list of links that have been found for a particular kind of link is displayed. Delete Links Wizard - Step 3 of 3 This dialog box contains the following information, options, and command buttons. NOTE: This dialog box may not contain the title "Step 3 of 3" depending on the video resolution setting on your computer. The title primarily displays the kind of link that you want to process. Files To Process: Represents the total number of workbooks to be processed. Workbook Name: Name of current workbook you have selected for processing. Number Of Links Found: Total number of specified links found in the current workbook. "Name and Reference of links found in": Name of the current workbook that is selected for processing. File list: Lists the name and links references for all qualified external links for the specified link type. You can select the links you want to delete by clicking the link in the list box. "Select All/Unselect All": Selects or clears the check boxes for all links listed in the list box for processing. "Use aggressive mode for charts": This option provides a more aggressive chart links deletion process. This option handles the chart link deletion for any invalid external series links. If an invalid link is encountered, the chart is converted to a picture. This option also allows you to remove external links for chart x or y labels and titles. IMPORTANT: Due to a programming limitation that occurs when you access chart x or y labels and titles, any internal or external links to chart x or y labels and titles are removed when you use the aggressive mode. This mode applies only to charts that have external series links and that you have selected for external links deletion. NOTE: This option is available in the Step 3 "Delete Links Wizard - Chart Links" dialog box. ?: Displays Help information for options in Step 3. Cancel: Cancels the Delete Links Wizard. NOTE: You may be able to cancel the Delete Links Wizard at any time; however, Microsoft recommends that you attempt to cancel the wizard only when you see the "About to process..." message in the top center of the dialog box. Next: Starts the links deletion process when more than one link type remains to be processed. Finish: Starts the links deletion process when only one link type remains to be processed. NOTE: When the links deletion process is started, you see the "About to process..." message in the top center of the dialog box. This message changes to "Processing..." when the wizard is deleting the links. ADDITIONAL NOTES If the wizard does not find a link of a requested link type, the wizard continues searching for other requested link types. There is no notification that the wizard has failed to locate links of the specified type. If a requested link type is not found, the Summary workbook that is generated during the wizard process contains information about the link types that were not found. Before you start the Delete Links Wizard, you must close all other workbooks. This includes the Personal.xls macro workbook, which is typically hidden, and any other custom workbooks that you may have hidden. You can view hidden workbooks by clicking Unhide on the Windows menu. NOTE: If you unhide the Personal.xls macro workbook and attempt to close it, you are prompted to save changes. Typically, you would close the workbook without saving changes unless you have a specific reason to save changes. You are asked to save changes when you close Personal.xls even though you did not make any changes because you changed the hidden property of the workbook by unhiding it. If you do not save changes to Personal.xls, the workbook is reopened as a hidden workbook the next time you start Excel. When you start the Delete Links Wizard, a new workbook is opened in the background. This workbook is used to record an individual worksheet listing of all deleted links activity for each workbook that is processed. Each worksheet contains a breakdown for each processed workbook of each external link that you have selected for deletion. This summary workbook remains open without being saved after the wizard has completely finished. NOTE: If you wish to keep a record of the deleted links, you must save the workbook. This summary contains a list of the old external link information and can serve as a reference if you choose to manually reapply the deleted links. NOTE: If you select only one workbook for processing and you cancel the Delete Links Wizard, the summary workbook is closed without being saved. If you cancel the wizard while multiple files are selected for processing, the summary workbook remains open without being saved if the wizard finishes processing the first workbook. This summary workbook contains information for all workbooks that are processed before you cancel the wizard. You should avoid clicking the Delete Link Wizard, any Excel options, and any worksheets that are being processed in the background while the wizard is in use. When the Delete Links Wizard Step 3 dialog box is displayed, objects that are located behind the dialog box may appear with a double image or with a shadow. This shadowing effect may look unusual but does not affect the functionality of the wizard itself. The shadowing effect is typically caused when you use third-party video drivers with a high video resolution setting (for example, 800x600 or higher resolution settings). If you wish to work around this behavior, you can temporarily change the video driver to the standard Video Graphics Adapter (VGA), which is supplied with Microsoft(R) Windows(R) 95 and Microsoft(R) Windows(R) 98, Microsoft(R) Windows NT(R) Workstation version 3.51, or Microsoft Windows NT Workstation version 4.0. Excel files that are protected with a password or that use an Auto_Open or Workbooks_Open event are treated as if you have manually opened them. Workbooks that are protected with a password should not be problematic; however, workbooks with macros that are automatically run may be problematic. This is true because the macro may initiate a process that might conflict with the wizard. Microsoft recommends that you disable all macros that are automatically run in the workbooks that you want to process with the wizard. The length of time it takes to process links in a workbook depends on the number of links that are found and deleted and the total number of workbooks that you want to process. POTENTIAL ISSUES Some hyperlinks may not function after you run the Delete Links Wizard. Hyperlinks that are in the form of a formula link (as the main address or as the subaddress) may not work. When this behavior occurs, the main address and subaddress for the hyperlink appear as you expect but they do not work when you click them. You can address this problem by entering the main address or the subaddress again. NOTE: The summary workbook contains a note for each cell for which the wizard removed a formula link and that contained a hyperlink. The note indicates whether the cell contained a standard or an Excel formula style hyperlink. Do not attempt to process workbooks with a file name that exceeds 25 characters in length. If you do so, the wizard stops before it finds any links. If your file names exceed 25 characters, rename the file so that it's name contains less than 26 characters. After you do this, rename the file with the original name. NOTE: This limit includes the file name extension. For example, a base file name of 21 characters and a file name extension of 4 characters, .xls, generates a file name with a total of 25 characters. Processing Microsoft Excel files from a network drive is possible, but problems may occur when the wizard saves a copy of the processed file. For this reason, Microsoft recommends that you process Excel files from your local hard disk drive. NOTICE The add-in discussed in this ReadMe file is provided "as is" and Microsoft does not guarantee that it can be used in all situations. Although Microsoft support professionals can help with the installation and existing functionality of this add-in, they will not modify the add-in to provide new functionality. This software, including any accompanying documentation (the "Software"), is provided to you at no additional charge. Microsoft Corporation owns all rights, title, and interest in and to the Software. The user assumes the entire risk as to the accuracy and the use of the Software. COPYRIGHT NOTICE. Copyright (C) 1998 Microsoft Corporation. Microsoft and/or its suppliers, One Microsoft Way, Redmond, Washington 98052-6399 U.S.A. All rights reserved. TRADEMARKS. Microsoft, Windows, Windows NT, MSN, The Microsoft Network and/or other Microsoft products referenced herein are either trademarks or registered trademarks of Microsoft. Other product and company names mentioned herein may be the trademarks of their respective owners. The names of companies, products, people, characters and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product or event, unless otherwise noted. NO WARRANTY. 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This EULA is governed by the laws of the State of Washington, U.S.A. Additional query words: xl97 97 remove link Keywords  : kbreadme kbdta xlwiz Issue type  : kbinfo

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