How to Create a Hyperlink Field in Access 2010

To create a hyperlink field in Access 2010, open a table in Design View, add a field name such as Website or Email, and set its Data Type to Hyperlink. Save the table, then enter or edit destinations in Datasheet View. A Hyperlink field stores an address that Access can open; it does not copy a web page or attach a file to the database.

When to use a Hyperlink field

Use this data type when people working with the database should open a related website, email address, or file location from a record. Examples include a company’s public website, a contact’s email address, or a document stored on a shared network drive. The destination still has to exist, and each user must have permission to reach it.

A hyperlink is different from an Attachment field: it stores a destination, not the file itself. It can also carry optional display text, a subaddress, and a screen tip along with the address. Microsoft documents a maximum of 2,048 characters for a Hyperlink field. If a report, query, or another program needs a plain text URL, consider whether a Short Text field is a better fit and test how your database uses the value.

For shared documents, a UNC path such as \server\shareolder\guide.pdf is usually easier for coworkers to use than a drive letter that may be mapped differently on each PC. A link to a file on your own computer will not automatically work for other users.

Create the field in Access 2010

1. Open the table in Design View. For an existing table, right-click it in the Navigation Pane and choose Design View. To start a table, select Create > Table, save it with a name, and switch to Design View from its tab’s shortcut menu.
2. Add a field name. In the first blank row under Field Name, enter a clear name such as Website, Email, or DocumentLink. Use a separate field for each kind of destination you need to store.
3. Set its data type. In the same row, open the Data Type list and select Hyperlink. Leave unrelated fields—such as a person’s name or phone number—as the appropriate text or number types.
4. Save the table design. Press Ctrl+S. If Access prompts you to name a new table, enter a useful table name and confirm it. Switch to Datasheet View when you are ready to add records.

Enter a website, file, or email link

In Datasheet View, enter a complete web address beginning with https://, for example https://www.example.org. Include the scheme so Access has an explicit destination. For a shared file, enter its reachable path. Access may display a hyperlink in blue and underlined text, but appearance alone does not confirm that the address is correct.

To create an email link with a subject, select the cell and open Hyperlink > Edit Hyperlink from its shortcut menu, or press Ctrl+K. In the dialog, choose E-mail Address, enter the recipient, and optionally fill in the subject. Confirm with OK. When clicked, the link asks the computer’s configured email application to compose a message; it is not guaranteed to open Outlook unless Outlook is the default mail handler.

You can also use the hyperlink dialog to make the displayed label more readable than a long URL. Keep the destination itself accurate, and use display text that tells the user where the link goes. Microsoft’s Access documentation describes the field’s address, display text, subaddress, and screen-tip parts in its Hyperlink field guide.

Test the link and fix common problems

• A URL looks clickable but does not open: Edit the hyperlink and check for a typo, a missing https://, or an obsolete page address. Try the destination directly in a browser.
• A file link works only on one computer: Confirm that the file is in a shared location and that the current user has access. Replace a machine-specific path or drive letter with the correct shared path if appropriate.
• An email link does not open a compose window: Check that Windows has a default email application configured. The address and subject in Access populate a request for the mail program; they do not send the message.
• You need to change a saved destination: Use Edit Hyperlink rather than replacing only the visible label. Save the record and test the new target.

For a safe test, use a public page you trust, a file you can access, or your own email address. Avoid opening unexpected links from records you do not recognize. Hyperlink values can contain more than the visible text, so inspect the actual destination before relying on a label.

For additional reference, see Microsoft’s Access data types and field properties and its HyperlinkPart reference, which explains how Access separates and reads the parts of a hyperlink value.