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How to Add an Embedded Image to an Access Report on Multiple Computers

Phi Hung Vo Oct 14, 2026 868 views

Question details

The user needs to ensure an image, such as a company logo, remains visible on a Microsoft Access report when the database is opened by different users on multiple computers.

How to Add an Embedded Image to an Access Report on Multiple Computers

Product: Microsoft Access
Device & OS: not provided
Scenario: Distributing a Microsoft Access database to multiple machines and requiring the report graphics to load without missing file errors.
Observed behavior: The goal is to store the image internally within the database file rather than relying on external file paths that break on different computers.

Before you start

Ensure you have the image file (like a standard JPG or PNG of your company logo) saved on your local computer before opening your Access database.

Solution 1Recommended

Embed the Image via the Report Design View

Adding an Image control and explicitly setting its picture type to 'Embedded' ensures the image data is stored directly within the database file, making it portable.

By embedding the image directly into the Access report, the database no longer needs to reference an external file path. This is the most reliable method for databases shared across different computers or networks.

Open Report in Design View

Launch Microsoft Access, right-click the specific report in the Navigation Pane, and select 'Design View'.

Insert the Image Control

Navigate to the 'Report Design' tab on the top ribbon, click on the 'Insert Image' tool, and drag your cursor on the report canvas to draw the image container.

Select Your Image

A file dialog will appear. Browse your computer for the desired logo or image and click 'OK'.

Verify Picture Type Property

Select the newly inserted image. Open the Property Sheet (press F4), find the 'Picture Type' property, and ensure it is set to 'Embedded'. Save your report.

Embed the Image via the Report Design View

Watch the Database File Size: Embedding a single logo has minimal impact on database size. However, embedding dozens of high-resolution images can significantly bloat your Access database, so only embed essential graphics.

Solution 2

Use the Image Gallery for Shared Graphics

If you plan to use the same logo on multiple forms or reports, you can add it to the Image Gallery to reuse it without increasing the database file size unnecessarily.

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Frequently Asked Questions

Why do images on my Access report disappear on another computer?

If an image disappears, it was likely inserted as a 'Linked' image rather than 'Embedded'. Access tries to find the image using the original folder path on the other computer, which doesn't exist. Setting the Picture Type to 'Embedded' fixes this.

Does embedding images make the Microsoft Access database run slower?

Embedding a small number of standard images, like a company logo, will not affect database performance. However, embedding many large, high-resolution photos can cause the file to approach the 2GB limit and slow down the database.

Can I update an embedded image in Access later?

Yes. To update the image, open the report in Design View, select the Image control, open the Property Sheet, and click the browse button next to the 'Picture' property to select a new file.

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