How to Change Hyperlink Display Text for Multiple Records in Microsoft Access
Question details
The user needs to change the display text of hyperlink fields across multiple records in Microsoft Access, replacing full image paths with a clean, simple label like 'View'.
- Product
- Microsoft Access
- Device & OS
- not provided
- Scenario
- Managing a database form where hyperlink fields display long image or file paths instead of simple text labels.
- Observed behavior
- The hyperlink field displays the full target path instead of a custom display text, and updating this across many records simultaneously is difficult because the field also stores the target path.
Before applying VBA code or running update queries on your database schema, ensure you have created a backup copy of your Microsoft Access database to prevent accidental data loss.
Use a Form Button and Hidden Text Box
Create a clean user interface by using a button labeled 'View' and a hidden text box to trigger the hyperlink via VBA.
Instead of trying to format the hyperlink field directly across thousands of records, you can bypass the display issue entirely on the form level. By using a standard command button, you provide a uniform 'View' label for every record, while a hidden control handles the actual path data.
Right-click your target form in the Navigation Pane and select 'Design View'.
Add a new text box to the form and bind it to your hyperlink field. In the Property Sheet, set its 'Visible' property to 'No' so it remains hidden from users.
Drag a Command Button onto the form from the Design ribbon. Change its 'Caption' property to 'View' (or your preferred display text).
Select the button, open the Property Sheet, click the 'Event' tab, and select '[Event Procedure]' for the 'On Click' event. Click the builder button (...) to open the VBA editor.
Inside the click event, add the following code: Application.FollowHyperlink Me.YourHiddenTextBoxName (make sure to replace 'YourHiddenTextBoxName' with the actual name of your hidden text box).
Save the form, switch to Form View, and click the 'View' button to ensure the hyperlink opens correctly.
Store Paths in a Text Field and Use an Image Control
Instead of using hyperlink fields, store the image path as plain text and use an unbound image control to display the image directly on the form.
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Frequently Asked Questions
Why does Microsoft Access show the full path instead of the hyperlink display text?
In Microsoft Access, a hyperlink field actually stores up to four parts separated by the '#' character (Display Text#Address#SubAddress#ScreenTip). If the display text portion is empty or wasn't formatted correctly when the data was imported or entered, Access defaults to showing the raw address or full file path.
Can I run an update query to change the display text for all hyperlink records?
Yes, you can use an Update Query to modify the hyperlink field format in bulk. You would update the field using a string concatenation expression like: "View#" & [YourHyperlinkField] & "#". This injects the word 'View' as the display text portion of the underlying hyperlink string.
How do I extract just the URL or path from an Access hyperlink field?
Because the hyperlink field stores multiple parts delimited by '#', you can use the HyperlinkPart function in a query or VBA. For example, HyperlinkPart([YourField], acAddress) will return just the URL or file path portion, ignoring the display text and sub-address.
