PART I PART I PART I
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7 Click the hyperlink to test it and Microsoft Picture Library opens displaying the scanned fireplace drawing, as shown in Figure 6-3
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NOTE If you are using Windows XP, the Windows Picture and Fax Viewer may show up instead of
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the Microsoft Picture Library
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Editing and Deleting Hyperlinks
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Editing a hyperlink address is a little different from editing normal text, because if you click the address, you jump to the target You can edit the address in two ways: Open the Edit Hyperlink dialog box and edit the address directly Move to the field and press f2 to switch to Edit mode To see the full address, press shift-f2 to open the Zoom box To open the Edit Hyperlink dialog box, right-click the hyperlink, point to Hyperlink in the shortcut menu, and click Edit Hyperlink in the submenu Make the changes to the address in the Address box You can also edit the display text and ScreenTip in the Edit Hyperlink dialog box the same way you specified them To edit the complete address in the datasheet, use the keyboard to move to the field Then press f2 to enter Edit mode and make changes in the address If you can t read the whole
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FIGURE 6-3 Viewing the target of the Fireplace hyperlink
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address, press shift-f2 to open the address in the Zoom box You can change all parts of the address this way The two consecutive pound signs between the address and the ScreenTip indicate no subaddress exists, but its relative position is preserved Moving to another field saves the changes and completes the edit process
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Entering and Editing Data
PART I PART I PART I
To delete a hyperlink address from a field, right-click the hyperlink and choose Cut from the shortcut menu, or simply use the Tab key to move to the hyperlink and press delete You can also point to Hyperlink in the shortcut menu and click Remove Hyperlink
TIP Although Access removes the hyperlink address without asking for confirmation, you can easily
restore it by clicking the Undo button on the Quick Access toolbar If you want to delete all the hyperlink addresses you inserted in a field, delete the field from the table design
NOTE You can change the hyperlink colors that show whether the link was accessed by clicking the
Microsoft Office button and clicking Access Options Then select Advanced in the left pane and click the Web Options button in the General list In the Web Options dialog box, select the colors for the Hyperlink and the Followed Hyperlink See 16 for more information about customizing the Access workplace
Attaching Files to a Table
Suppose you want to add some comments and drawings to the Notes attachment field in a Workorder record To add a file to the attachment field, open the table in Datasheet view and double-click in the field Alternatively, you can right-click in the field and choose Manage Attachments in the shortcut menu The Attachments dialog box appears, displaying a list of files already named as attachments You use this dialog box to add or remove attachments, open one of the attachments, or save changes you have made to the attachments
NOTE You can use the same attachments in more than one table
1 Click Add to open the Choose File dialog box
2 Go through the folders to find the file or files you want to attach to the field If you know the name of the file, type it in the Search box in the upper-right corner and press enter 3 Select the file or files and click Open to return to the Attachments dialog box 4 After attaching all the files you need, click OK to return to the datasheet
Entering and Editing Data
Back in Datasheet view, you will see the paper clip icon followed by the number of files currently attached to the field
PART I PART I PART I
NOTE If you want to look at the attachment directly from the Access table, you will need the
program that originated or at least supports the file installed in your system
Customizing Data Entry
Data entry is, by nature, a time-consuming task Access offers many tools to help improve its efficiency, some of which minimize the data entry process, while others assist in navigation in a datasheet or give you access to special symbols The basic rule is The more help you can provide, the better