Software

Tech Tip: Create hyperlinks to other Word docs/Keep users from accessing a worksheet/See all records in a parameter query

Find out how to link text to another document, mark a worksheet as "very hidden," and make a parameter query return all records.

Create hyperlinks to other documents

Word lets you drag and drop hyperlinks to your documents. For example, let's say you want to add a hyperlink to a product specification sheet in a document that's announcing a new product.

Follow these steps:

  1. Open both the document containing the product specification sheet and the document containing the announcement.
  2. Go to Window | Arrange All.
  3. In the product specification sheet document, select the text you want to use as the hyperlink's display text (e.g., the document title).
  4. Right-click the selected text, and drag it to the document where you want to insert the hyperlink.
  5. Select Create Hyperlink Here from the shortcut menu.

Keep in mind that you can use this method only to link text to another document; you can't use it to link a graphics object.

If you're uploading these files to a Web server, store both documents in the same folder. You can also set the base address for all hyperlinks in a document by going to File | Properties. On the Summary tab, enter the path to all hyperlinks in the Hyperlink Base text box, and click OK.

Keep users from accessing a worksheet

While you can hide a worksheet by going to Format | Sheet | Hide, users can still access it by going to Format | Sheet | Unhide. If you don't want a user to access a worksheet at all, you must mark the worksheet as "very hidden."

Follow these steps:

  1. Open the worksheet that you want to hide.
  2. Go to View | Toolbars | Control Toolbox.
  3. Click the Properties button on the Control Toolbox toolbar.
  4. In the Properties box, select the drop-down list next to the Visible cell, and select 2 -xlSheetVeryHidden.

Users won't be able to access this worksheet—even using the Unhide option.

To make the sheet visible again, you must create a macro to change the Visible property for the hidden worksheet. For example, let's say the name of the hidden worksheet is Wages.

Follow these steps:

  1. Open the file that contains the hidden file.
  2. Press [Alt][F8].
  3. Enter a name (e.g., Unhide_Wages) in the Macro Name text box, and click Create.
  4. At the prompt, enter the following code, and then close the VBA window.

ActiveWorkbook.Worksheets("Wages").Visible = True

When you're ready to unhide the worksheet, run the macro by pressing [Alt][F8] and clicking Run.

See all records in a parameter query

If you don't enter a response to the prompt in a parameter query, Access returns no records. But what if you want to see all of the records?

For example, let's say you have a Books In Stock query, and the [Enter book title] prompt is in the Criteria cell of the Book Title field. You can make the query return all records even when you've entered no title.

Follow these steps:

  1. Open the query in Design View.
  2. Change the criteria in the Book Title Criteria field to the following:

[Enter book title] Or [Enter book title] Is Null

The query will now accept a null value for the prompt and return all records.

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