One of the key advantages of using the Ms Office application suite relates to the flexibility of including data from one application into another. For example you can include an excel table in a PPT or a word document with ease. Similarly in Access too, you can include Ms Office data files like a word documents by using the OLE field type. There maybe many scenarios where you may need to include a world file in an Access database. Imagine you are creating an employee database and wish to include their resumes for handy reference. Since resumes are typically available in form of a word file, the ability to include them in Ms Access proves rather beneficial. When it comes to embedding a word file into Access you need to always keep an eye on the amount disk space the document is going to consume. In case you are looking to include several hundred documents, it is a more prudent choice to include links to documents rather than embed the entire data files into an Access table.
Including a Ms Word file in Access
- Launch the Ms Access application and create a new table in your database
- Now create a field and set its type to OLE Object
- Next open the table you created and move to the column field. Once there, right click and head to Insert Object and click on it
- A new window would open up where you will get two options Create New and Create from file. Now if you wish to insert an existing word document just choose Create from file and select Microsoft word document from the drop down list
- In the next screen you would get the option to include the document as a link. You should ideally choose this option if the word document would remain on the local system. Using a link saves a considerable amount of database space.
- Click Ok to save the changes.
The Object data stored in an Access Database can be vulnerable during an Access crash
If you have stored important information in OLE fields in Access, the same may be vulnerable during an Access crash. Corruption of the underlying MDB file can jeopardize your entire database including OLE fields. Only a powerful access repair tool like DataNumen Access Repair can help you get back your records including embedded objects. It also has the capacity to seamlessly recover forms and indexes created within the Access application and can even bring back data stored in auto-number fields. Now if you have stored a backup copy of the Access database on an optical disc and if it too has got compromised, this application can be called in without a second thought. In some scenarios when an Access crash occurs, the MDB files get shifted from their original location. This application can work as an e-discovery program and trace out missing MDB files in a flash.
Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including access repair and sql recovery software products. For more information visit www.datanumen.com