Learn Microsoft Access Advanced Programming Techniques, Tips and Tricks.




We can search for Microsoft Access database files on disk by selecting File - - > Open option from the main menu.  But, if we want to search, select and open some other file from disk then how do we do that?  If we are able to do that then what do we do with those File(s) in Access? Well, we can create a Hyperlink to the file and store it in a data field or use FileCopy() function to make a copy of it into a different location.

Demo Run Preview

Anyway let us get to work with the first part. But before that, a preview of the Run of our Project is shown below:

Designing a Demo Form

open a Database from your Computer or from the Network Drive.

Let us design a small Form with the Common Dialog Control, a Textbox and a Command Button with few lines of VBA Code for our project.  The design will look like the image given below. 

Tip: You can download a demo database from the bottom of this page.

The rectangular shaped object at the left side is the Common Dialog control inserted from the ActiveX control’s group. when the User clicks on the Browse. . . button the dialog box like the first image above opens up.

Now let us get to work.

  1. Open a new Form and Create a Text-Box Control, wide enough to hold the Path and File name selected from the disk.
    • Change the Caption of the child-label to File Path Name.
    • Select the Textbox control, display the property sheet (F4) and change the Name property value to lbldb.
  2. Create a Command Button as shown in the above Design, display its Property Sheet and change the following property values as shown below:
    • Name = cmdBrowse
    • Caption = Browse. . .
  3. Now it is time to bring in the real hero element of our design: the Microsoft Common Dialog Control, to do that follow the procedure given below:
    • Select ActiveX Control from Insert Menu
    • You will find a List of ActiveX Controls opens up, scroll down and select the Microsoft Common Dialog Control and Click OK. If you didn't met any trouble on the way out after clicking the OK button you will find a square shaped control sitting on your Form. If your MS-Office installation is not properly done it is likely that you may end with a message like 'this ActiveX DLL is not registered, re-install it' or something similar.

    Display the Property Sheet of the Common Dialog Control and change the Name property to cmDialog1. You can place it anywhere at your convenience, it will not be visible when you activate your Form.

  4. Click on the Command Button to select it.
  5. Display the Property Sheet (F4).
  6. Click on the On Click Event property and select [Event Procedure] from the drop-down control.
  7. Click on the build (. . .) button to open the VBA Module Window of the form.

    The VBA Code

  8. Copy the Following Visual Basic Code and paste it, over-writing the existing empty procedure lines, into the Module and save the Form.
Private Sub cmdBrowse_Click()
Dim VFile As String
On Error GoTo cmdBrowse_Click_Err
ChDrive ("C") 
ChDir ("C:\")
  cmDialog1.Filter = "All Files (*.*)|*.*| _ Text Files (*.txt)|*.txt|Excel WorkBooks (*.xls)|*.xls"  cmDialog1.FilterIndex = 1
  cmDialog1.Action = 1
  If cmDialog1.FileName =  "" Then
  VFile = cmDialog1.FileName 
  Me!lbldb = VFile
  End If  
  Exit Sub
  MsgBox Err.Description, , "cmdBrowse_Click"
  Resume cmdBrowse_Click_Exit
End Sub 

Test Run

Open the Form in normal view and click on the Browse Button. The File Browsing Control, that we have seen on the top of this page, will open up. Select a file from any location you like and click Open. The selected file with its complete location address will be inserted into the Text Box control.


Download Demo Database



  1. I know you posted this some 3 years ago but a client of mine needed maintenance in an Access application and this saved me a lot of time. Thank you for the tutorial and the SIMPLE way of making this work. Other tutorials were huge.

    Thanks again!

  2. I like the form but it doesnt work, it gives me the error message" object doesnt support this property or method"

  3. You may try the following Code, if you are using MS-Access 2003. This sample code you can find on the Code Module of Employees Form in NorthWind.mdb database. The Program is run from the Add/Remove Button click on the Form.

    Private Sub AddPicture_Click()
    ' Use the Office File Open dialog to get a file name to use
    ' as an employee picture.
    End Sub

    Sub getFileName()
    ' Displays the Office File Open dialog to choose a file name
    ' for the current employee record. If the user selects a file
    ' display it in the image control.
    Dim fileName As String
    Dim result As Integer
    With Application.FileDialog(msoFileDialogFilePicker)
    .Title = "Select Employee Picture"
    .Filters.Add "All Files", "*.*"
    .Filters.Add "JPEGs", "*.jpg"
    .Filters.Add "Bitmaps", "*.bmp"
    .FilterIndex = 3
    .AllowMultiSelect = False
    .InitialFileName = CurrentProject.path
    result = .Show
    If (result <> 0) Then
    fileName = Trim(.SelectedItems.Item(1))
    Me![ImagePath].Visible = True
    Me![ImagePath].Text = fileName
    Me![ImagePath].Visible = False
    End If
    End With
    End Sub

    You may modify it to suit to your requirement.


  4. Hi - could you add a demo database of your browser lesson to your site? Having a demo version to compare to my own would be really useful!! Thanks.

  5. Hi,

    Thanks a lot!

    The MS-Access 2002 example database contains the same code as the MS-Access 2003's. To find said database: http://support.microsoft.com/?scid=kb%3Ben-us%3B276376&x;=20&y;=10

    Bye !

  6. The Northwind example for Access 2003 is missing an operand. These lines:
    If (result
    0) Then
    should actually be
    If (result <> 0) Then
    It was missing the not equal. It works great after that. Thanks.

  7. The Code is corrected. Thanks for pointing out the Error.

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