Microsoft Office Tutorials and References
In Depth Information
Adding and Editing Records
for each record in the field, such as a picture of a person or files containing
correspondence about an order. Attachments can increase the size of the
database dramatically, but because the attached file is stored as part of the
database, you’re not dependent on network drives being available, as you
would be if you had included a hyperlink to the file. As a matter of fact, feel
free to delete the original file after you attach it to the database so that you
aren’t storing it twice or storing multiple versions of the file.
To use the Attachment data type, you must be using Access 2007, 2010, or
2013, and the database must be in the newer .accdb format. Individual files
can’t be larger than 256MB, and all attached files can’t exceed 2GB (the size
limit for an Access database).
After you’ve defined the data type of a field as Attachment, you can’t
change the field to any other data type.
Normally, a field holds only a single piece of information for each record. In
an Attachment field, however, you can store multiple attachments. (Access
creates a hidden table to normalize your data.)
You have two ways to create an Attachment field in a table:
Insert a field based on the Attachment data type into your datasheet.
(Refer to “Creating Fields,” earlier in the chapter, for details.)
Define the field data type as Attachment by clicking the Data Type
button in the Formatting group on the Fields tab of the Ribbon, or by
choosing Attachment from the Data Type drop-down menu in Table
Design view.
In Datasheet view, a paper-clip icon appears in the field-name box to indicate
that the field is an Attachment field. An Attachment field can’t be renamed
in Datasheet view, although the name of the field can be changed in Design view.
Each record also contains a paper-clip icon with a number in parentheses
indicating how many attachments the record has.
Manage attachments by double-clicking a record’s paper-clip icon. The
Attachments dialog box opens, as shown in Figure 1-11.
Figure 1-11:
Attachment fields
by using the
dialog box.
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