Build an Access form that allows HR to access applicants' resumes

Make cross-referencing Access and Word documents easier. Here's how to create an Access form that allows users to reference particular Word documents on the server.

The managers in Human Resources have asked you to build an Access database of all applicants. This database includes a form that the managers can use to look up all available information on anyone who has applied with your firm. Now they would like to you to add a control on the form that would allow them to access each applicant's resume without having to search through the paper or electronic files. Once your company receives resumes -- e-mailed, faxed, or mailed -- a Human Resources rep scans, if necessary, and stores each resume as a Word file in the applicant's folder on the server. To allow access to each applicant's file from the Applicant Information form, follow these steps:

  1. Open the Applicant database in Design view.
  2. On the next blank field cell, type Resume.
  3. Press [Tab] and select OLE Object from the Data Type cell.
  4. Close and save the table.
  5. Open the Applicant Information form in Design view.
  6. Click the Field List button in the toolbar.
  7. Click and drag the Resume field onto the form.
  8. Close and save the form.

Now you are ready to enter a link to the resume file for each record. Follow these steps:

  1. Open the Applicant Information form.
  2. Right-click the Resume control for the first record.
  3. Select Insert Object.
  4. Navigate to the applicant's resume file.
  5. Click to select the Link check box.
  6. Click to select the Display as Icon check box, then click OK.

The field now contains an icon that links to the applicant's resume document. The Human Resources manager can double-click on the icon to open the applicant's resume in Word. Because the link provides the managers with access to all Word functions, not only can they read the resume, they can also insert comments and save them for future reference.

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