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Can MS Access be used to store/retrieve MS Word documents

Anonymous
2014-09-17T15:06:56+00:00

I have a need to store and retrieve (for the purpose of editing, etc.) documents of all sorts.  Many of the documents are Word files.  Can MS Access be used as a database to store and retrieve Word documents, scans of documents, PDFs, etc.?  I'm simply looking for a non-Cloud-like method for storing and retrieving documents that will have to be periodically accessed and updated/modified.

Microsoft 365 and Office | Access | For home | Windows

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  1. ScottGem 68,810 Reputation points Volunteer Moderator
    2014-09-18T12:42:34+00:00

    What you are referring to is a Document Management system. There are many that are not cloud based, but LAN based, There are some that are even for personal use.

    Are your needs on a LAN or personal? Do you want to use a database to facilitate searching for the documents? A bi more background on your needs can help us suggest a solution. (not that I disagree with your other responses)

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  2. Anonymous
    2014-09-17T15:24:05+00:00

    Hi,

    yes you can store in Acces many types of files (.Doc, .xls, .pdf ....) as attach field but you have a limit of DB to 2 gb.

    I think is better to store in Access only the path where files are stored.

    Mimmo

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  3. Anonymous
    2014-09-17T15:38:14+00:00

    Although MS introduced Attachment fields to embed documents (any document) in a database, it is still not a good idea within MS Access as a general rule.  You have to worry about database size limit and what happens if your database gets corrupted (then you'd loose your documents too!).  Backup strategies become critical in such cases.

    I much prefer creating a neat folder setup and move, copy (the choice is yours), the files and then simply store (as a text field) the path to the document.  This way you are not bloating your database needlessly, you need not worry about loosing your documents in the even that your database corrupts.  You can easily create buttons to open the documents and manipulate whatever you need.

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