How to Copy a Word File With All Linked Sources

When you copy a Word document that contains linked sources such as Excel charts, embedded images, or linked text files, the links may break when you move the file to a new folder or send it to someone else. This happens because Word stores the absolute path to the source file, and that path changes when the document is relocated. This article explains how to copy a Word file while keeping all linked sources intact using the built-in Package for CD feature and manual folder management. You will learn two reliable methods that preserve the connections between your document and its supporting files.

Why Linked Sources Break When You Copy a Word File

Word stores the full absolute path to each linked source file. For example, a linked Excel chart might point to C:\Users\Name\Documents\Sales\chart.xlsx. When you copy the Word document to a new location, the absolute path no longer matches the new location. Word then displays a broken link warning or an empty placeholder instead of the linked content.

Linked sources include Excel worksheets, PowerPoint slides, PDF files, images stored on a network drive, and text files inserted as linked objects. The link type depends on how the object was inserted. Objects inserted via Insert > Object > Create from File with the Link to File checkbox selected are linked. Objects embedded directly are not linked and do not break.

To copy a Word file with all linked sources successfully, you must either create a self-contained package that includes every linked file or ensure that relative paths remain valid after the copy operation. Both approaches are covered below.

Two Methods to Copy a Word File With All Linked Sources

Method 1: Use the Package for CD Feature

The Package for CD feature copies the Word document and all linked files into a single folder. It also updates the links inside the document to point to the new folder. This feature works in Word 2010 through Word 2021 and Microsoft 365. No actual CD is required.

1. Open the Word document
   Launch Word and open the file that contains linked sources.
2. Go to File > Publish > Package for CD
   If you do not see Publish, click File > Save As and look for the Package for CD option in the Save As dialog under Tools or Save as type. In Microsoft 365, you may need to add the command to the Quick Access Toolbar.
3. Name the package
   In the Package for CD dialog, type a name for the package. This name becomes the folder name.
4. Add linked files automatically
   Word scans the document and lists all linked sources. Click Add to include additional files manually if needed. Check the list to confirm all required sources appear.
5. Set link update options
   Click Options. Select the checkboxes for Update links on save and Embed TrueType fonts if you want the document to look the same on other computers. Click OK.
6. Copy to a folder
   Click Copy to Folder. Choose a destination folder. Word creates a subfolder with your package name and copies the document and all linked files into it.
7. Test the links
   Open the copy of the Word document from the new folder. Press Ctrl+A, then F9 to update all fields. Verify that linked content displays correctly.

Method 2: Manual Folder Copy With Relative Paths

If you cannot use Package for CD, you can manually move the linked files into the same folder as the Word document and then copy the entire folder. This method requires that you change the links to use relative paths.

1. List all linked sources
   In Word, go to File > Info > Edit Links to Files. The dialog shows every linked source with its current path. Write down the file names and locations.
2. Copy all linked files to a new folder
   Create a new folder. Copy the Word document and every linked source file into this folder.
3. Change links to relative paths
   In the Edit Links to Files dialog, select each link and click Change Source. Browse to the copy of the file in the new folder. Repeat for all links.
4. Save the document
   Press Ctrl+S to save the document with the updated relative links.
5. Copy the entire folder
   Copy the folder to a USB drive, network share, or cloud storage. All links remain valid as long as the folder structure is preserved.

Common Issues When Copying Word Files With Linked Sources

Package for CD Is Missing From the Menu

In Word for Microsoft 365, the Package for CD command may not appear on the ribbon by default. Add it to the Quick Access Toolbar: click File > Options > Quick Access Toolbar. Under Choose commands from, select All Commands. Scroll to Package for CD, click Add, then click OK. The command now appears in the Quick Access Toolbar.

Linked Sources Are Not Listed in Edit Links to Files

If the Edit Links to Files dialog is empty, the document may contain embedded objects instead of linked objects. Embedded objects do not break when copied because the data is stored inside the Word file. To check, right-click an object and select Linked Worksheet Object > Links. If Links is grayed out, the object is embedded.

Links Still Break After Using Package for CD

This can happen if the linked source file is not in the same folder as the Word document inside the package. Open the package folder and verify that all linked files are present. If a file is missing, repeat the Package for CD process and ensure you added all sources.

Relative Paths Do Not Work Across Different Drives

Relative paths only work when the Word document and linked files are on the same drive. If you copy the folder to a different drive letter, Word may still look for the original drive. Always copy the entire folder to the same drive where you plan to open the document.

Package for CD vs Manual Folder Copy: Key Differences

Item	Package for CD	Manual Folder Copy
Setup time	2-3 minutes	5-10 minutes
Automation	Automatically collects linked files	Requires manual file copying
Link updating	Automatic relative path update	Manual Change Source for each link
Feature availability	Word 2010 to 2021, may need QAT addition in M365	All Word versions
Font embedding	Optional via Options dialog	Not available
Reliability across drives	High — all files in one folder	Moderate — requires same drive letter

You can now copy a Word file with all linked sources using either the Package for CD feature or the manual folder method. For frequent transfers, add Package for CD to the Quick Access Toolbar to speed up the process. As an advanced tip, use relative paths from the start when inserting linked objects by placing the Word file and source files in the same folder before linking.