How to Insert a Picture, Graph, or Microsoft Office Document into an Access Database

You can insert a picture, sound, video file, graph or Microsoft Office document into an Access database. You must first create a OLE Object datatype field, then insert your "objects" (sounds, pictures and so on) into the field. These instructions apply to MS Access 97.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Microsoft Access

Create an OLE Object Datatype Field

1. Open a table in Design view.
2. Click in the field that you want to use for the "objects," as they are called. If necessary, create a new field.
3. Name your field.
4. Click in the box to the immediate right of the field name you just created. A small arrow appears to the right hand side.
5. Click in the arrow to receive a list of menu choices.
6. Select OLE Object.
7. Save your table.

Create a New Object to Insert in the OLE Object Datatype Field

8. After creating your OLE Object field, change to Datasheet view.
9. Locate the OLE Object field where you want your picture or other object to go.
10. With the cursor in the field, open the Insert menu and select Object.
11. From the window that appears, click on Create a New Object.
12. Select the object type in the Type window that appears. (chart, bitmap image, video clip, Word document and so on.)
13. To display the object as a clickable icon that will launch the file, put a check besides Display as Icon. If you want the text name of the object type to appear instead, leave the icon checkbox blank.
14. Click OK.
15. The software application will open. Create the file you want to insert in the database.
16. When your object file is complete, go to the File menu and select Exit and Return to "Your Table" (your table will be named).
17. Return to the table to see that an icon or text entry now appears in the field you used. Click on that entry to launch the object you just created.

Insert an Existing File as the OLE Object

18. Follow steps 1, 2, and 3 from the instructions above.
19. Put a checkmark beside Create Object from Existing File.
20. Click on the Browse button, then move through the folders and files on your disk until you find the one that you want to use. Select that file.
21. Click Open.
22. Now you must decide whether to embed the file or whether to link to the file. If you link, you can make changes to the linked file and those changes will be reflected in your database object. If you do not link, the embedded object will not reflect future changes that you make.
23. Click in the Icon checkbox if you want an icon to appear in your data field. If you prefer the text name instead of the icon, leave the Icon checkbox blank.
24. Click OK.

Tips & Warnings

• If you link a file, you must continue to store that file in the same location. MS Access will not be able to display the file if you move or delete it. You must also include the linked file if you send your database to someone else or make a copy on a disk, etc.
• Files inserted as embedded objects will use more system resources than a linked file.

Who Can Help:

• Find Computer, Electrical and Telephone Services Here. Compare Up to 4 Quotes, Free Service & No Obligation.
• Find Electrical Services Here. Compare Up to 4 Quotes, Free Service & No Obligation.