How to Use Zapps Pro
The Collection

Pro Media Controls: Import Pics


Use Import Pics to select picture files to insert into an open Word document.

By using the Windows operating system Control + Click or Shift + Click keyboard shortcut you can select multiple image files.

They are inserted in sequence alphabetically by file name.

Pro Media Controls group on The Collection ribbon

To Import Pics

Click on Import Pics


A dialog opens that asks you to select your insertion type.



Import Pics dialog box

Your choices are:

  1. Embedded
  2. Linked
  3. Linked and Embedded.

We recommend Linked and Embedded.



Click Start to navigate to the picture files you want to import.
To select more than one file to import at once use:

  1. Control + Click to import a whole group of images
  2. Shift + Click to import selected images within a group



  1. If you are importing 3 images with the file names of Carnation, Rose, and Tulip
  2. And you want the image insertion order to be Rose, Carnation, Tulip
  3. Then you would change their file names to something like 1Rose, 2Carnation, 3Tulip or...ARose, BCarnation, CTulip.

About Import Pics


Insertion type

Choosing which insertion type format to use is a matter of considering three factors and answering the question, “What is the objective?”

The factors are:

  1. Size
  2. Sharing
  3. Updating.



The document’s file size will be the largest when the insertion type option of “Embedded” or “Linked and Embedded” are used. This is because the inserted image is saved into the receiving file and thus the document’s ultimate size increases in relation to how many images are inserted. The receiving document’s file size will be smallest if the “Linked” option is chosen. Using this option the image files are not saved into the document, only a reference link of the path and file name is saved.



The document is easy to share when the inserted image files are contained within the document itself, thus under this factor, either the “Embedded” or the “Linked and Embedded” option provides the most benefit. Sharing a file that contains linked images is more difficult because the “link” to the folder path of the source image files is easily broken. In other words, often the recipient of the file does not have access to the image file’s folder path because that path points to a directory on your computer and not theirs. The folder path link is also broken when you or someone else moves the image files to a different directory location.


The best practice for any type of linked images is to always store them in the same folder or at least subfolder, of where the document is stored.




When an inserted image is altered, how easy is it to update the document with the new version of the image? Only the insertion type of “Linked” or “Linked and Embedded” shine under this criterion. When a document contains either form of these linked image types, when you reopen the document, the links all refresh.

There is of course a caveat. In order for links to refresh, the option of “Update automatic links at open” must not be turned off. Verify this application setting in Microsoft Word’s Options > Advanced > General settings. Optionally you can use Zapps Pro “Update All Fields” function and it will refresh all links before you save the file. However, if you still do not see on the screen the changes made in your file it is probably just a screen buffer delay and you can simply then Save, Close and re-open your file and your changes will appear.

Since you are using Zapps Pro, which makes using linked image files so easy, we recommend the insertion type of “Linked and Embedded.” It provides you with the most flexibly and functionality.



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