Word Document Linked to Access Report

[klarae99]

I am wondering if access 2003 has the ability to open a linked Word Document, without that document being related directly to a table (I do not need to merge data with the document).

I am working on an inventory control database, and would like to create a 'Users Manual' to outline how we prepare items to be inventoried, how to use the database and general information about giftshop activities. We already have an Office Manual in Microsoft Word that will also have this 'manual'. Ideally, I would like to have a button (command or switchboard, I'm undescided) that would open the giftshop Word file from the office manual. It does not matter if the file opens in Word or through a feature of Access.

I prefer linking the word file to access so that two locations will not have to be updated when we edit how we handle inventory, or add information about activities, etc.

Any thoughts on whether or not this is possible, other ways I may want to consider handeling this, or ideas about how to implement this would be appreciated. Thanks for your help!

[ADezii]

I am wondering if access 2003 has the ability to open a linked Word Document, without that document being related directly to a table (I do not need to merge data with the document).

I am working on an inventory control database, and would like to create a 'Users Manual' to outline how we prepare items to be inventoried, how to use the database and general information about giftshop activities. We already have an Office Manual in Microsoft Word that will also have this 'manual'. Ideally, I would like to have a button (command or switchboard, I'm undescided) that would open the giftshop Word file from the office manual. It does not matter if the file opens in Word or through a feature of Access.

I prefer linking the word file to access so that two locations will not have to be updated when we edit how we handle inventory, or add information about activities, etc.


Any thoughts on whether or not this is possible, other ways I may want to consider handeling this, or ideas about how to implement this would be appreciated. Thanks for your help!

1. Why not create a Hyperlink to the Word Document?
2. If you still want to Link the Word Document, and not have it bound:
   1. Enter Form Design View
   2. Insert ==> Object
   3. Select Create from File
   4. Select Link
   5. Browse ==> Select File
   6. OK ==> OK
   7. Set the Enabled Property of the Unbound Object Frame to Yes

[klarae99]

ADezii,

Thanks for your quick response. What is the difference between a hyperlink and a linked file? Are there advantages or disadvantages to one or the other? (As you can tell I'm new to all this)

[ADezii]

ADezii,

Thanks for your quick response. What is the difference between a hyperlink and a linked file? Are there advantages or disadvantages to one or the other? (As you can tell I'm new to all this)

A hyperlink is a word, phrase, or image that you can click on to jump to a new document or a new section within the current document. Hyperlinks are found in nearly all Web pages, allowing users to click their way from page to page. Text hyperlinks are often blue and underlined, but don't have to be. When you move the cursor over a hyperlink, whether it is text or an image, the arrow should change to a small hand pointing at the link. When you click it, a new page or place in the current page will open, or even another Document entirely.
One major advantage of a Hyperlink is that only a single word or phrase is need in order to make the connection to another Document.

A Linked Document is stored on an Object Frame on a Form and can be opened simply by dbl-clicking on the Document within the confines of the Form. The Document, in your case a Word Document (*.doc), can be opened within the Access Environment and can be written to/edited etc. Some of Word's Menu and Toolbars will actually replace those of Access or negotiate with them for positioning on your Form. Linked Documents can sometimes be cumbersome, but I suggest you try both approaches and see what you like.

[klarae99]

If I am understanding you correctly:

A hyperlink would be a phrase (or Image) that you would click on and it would open the target document in Word.

A linked document would be an object on a form and double clicking on it would import the text from the Word file into the form.

In both cases the information would be stored in a Word Document that was refferenced by the (hyper)link and changes to that Word Document would be reflected.

If my understanding is correct than I think the easist way to implement what I want is in fact a hyperlink. I will look into how to do that. If I am not understanding you correctly could you please let me know. I really appreciate all your help with this.

[ADezii]

If I am understanding you correctly:

A hyperlink would be a phrase (or Image) that you would click on and it would open the target document in Word.

A linked document would be an object on a form and double clicking on it would import the text from the Word file into the form.

In both cases the information would be stored in a Word Document that was refferenced by the (hyper)link and changes to that Word Document would be reflected.

If my understanding is correct than I think the easiest way to implement what I want is in fact a hyperlink. I will look into how to do that. If I am not understanding you correctly could you please let me know. I really appreciate all your help with this.

You understanding is close enough, and you are correct in that the easiest way to implement what you are looking for would be a Hyperlink. If you need to know how to create a Hyperlink on a Form, just let me know, but the Help Files will be more than adequate to assist you in this area.

[klarae99]

Thanks so much for all your help! If I run into a problem I'll let you know but hopefully I'll be able to muddle through this!

[klarae99]

ADezii,

Thanks for your advice about hyperlinks, I have set up a form with all of the hyperlinks that I wanted and it works great! When I click on a link I get the following warning:

Hyperlinks can be harmful to your computer and data. To protect your computer, click only those hyperlinks from trusted sources. Do you want to continue?

I would like to eliminate this warning as I don't want to scare the user into not looking at my manual, do you have any ideas about how I could do that? I've tried to find something in the security settings for the database but I've had no luck. Any advice would be appreciated. Thanks!!

[ADezii]

ADezii,

Thanks for your advice about hyperlinks, I have set up a form with all of the hyperlinks that I wanted and it works great! When I click on a link I get the following warning:

Hyperlinks can be harmful to your computer and data. To protect your computer, click only those hyperlinks from trusted sources. Do you want to continue?

I would like to eliminate this warning as I don't want to scare the user into not looking at my manual, do you have any ideas about how I could do that? I've tried to find something in the security settings for the database but I've had no luck. Any advice would be appreciated. Thanks!!

1. Tools
2. Macro
3. Security
4. Security Level (set to Low)

[klarae99]

ADezii,

Thanks for the quick response. I followed your steps and discovered that my security settings were already set to Low. Is there anywhere else you can think of that may be influencing the warnings? Thanks for all your help!