If you type an e-mail address into a Hyperlink field, the
address defaults to an HTTP address for the link. Therefore, if you type
, what is actually stored in the
database is email@example.com#http://firstname.lastname@example.org#
expected behavior because a Hyperlink field is made up of two parts: the
displayed text, and the actual address. Because the field type is Hyperlink,
Access assumes that the text that is entered will be a Web site and not an
To change this so that you can click the hyperlink
and send e-mail, you can use either Method 1 or Method 2 mentioned earlier.
=Both methods update existing records only.
To automatically format
data that is entered into the database, you can use the "How to Store a
Properly Formatted E-mail Address Automatically" that is mentioned
Using an Update Query to Change the HTTP Address to a
- Create a query in Design View that is based on the table
that has the e-mail addresses.
- Include just the e-mail field from the table in the query
- On the Query menu, click Update Query. This adds the Update To row to the query design grid.
- In the Update To row, type the following expression. Replace [Mail Field] with the
name of your e-mail field:
IIf(Left([Mail Field],8)<>"#mailto:","#mailto:" & Left([Mail Field],InStr(1,[Mail Field],"#")-1),[Mail Field])
- On the File menu, click Save. Save the query as qryUpdateHyperlink.
- On the Query menu, click Run. Note that you receive a message that indicates how many rows
(records in the table) will be updated. Click Yes to update your records.
Using Visual Basic for Applications Code to Change the
HTTP Address to a MAILTO Address
: The sample code in this article uses Microsoft Data Access
Objects. For this code to run properly, you must reference the Microsoft DAO
3.6 Object Library. To do so, click References
on the Tools
menu in the Visual Basic Editor, and make sure that the Microsoft DAO 3.6 Object Library
check box is selected.
- Create a new module and name it
- Type or paste the following code in the module:
On Error GoTo Err_UpdateHyperlinkToMail
Dim DB As DAO.Database
Dim RS As DAO.Recordset
Dim strMail As String
Set DB = CurrentDb
Set RS = DB.OpenRecordset("E-mail Table", dbOpenDynaset)
If .RecordCount > 0 Then .MoveFirst
Do Until .EOF
If Not IsNull(![Hyperlink Field]) Then
If Left(![Hyperlink Field], 8) <> "#mailto:" Then
strMail = "#mailto:" & Left(![Hyperlink Field], _
InStr(1, ![Hyperlink Field], "#") - 1) & "#"
![Hyperlink Field] = strMail
MsgBox "Update complete!"
Set RS = Nothing
Set DB = Nothing
MsgBox "Error: " & Err.Number & " - " & Err.Description
- Replace the "E-Mail Table" text in the code with the
correct name of your table, and replace all instances of the text [Hyperlink
Field] with the name of your field that has the e-mail addresses.
- Click the pointer somewhere in this procedure, and then
press F5 to run the code.
Storing a Properly Formatted E-mail Address Automatically
future, if you want to store the e-mail addresses that you enter as an e-mail
link instead of a hyperlink to an Internet page, follow these steps. This
process requires that the data is entered through a form.
- Open your data entry form in Design View.
- Right-click the field that you use to enter the e-mail
address, and then click Properties.
- In the Properties dialog box, click the Event tab.
- Click in the AfterUpdate property box, click the arrow, and then click [Event Procedure] in the list.
- Click the Build (...) button to start the Visual Basic Editor.
- What you see in the Visual Basic Editor depends on the
name of your e-mail field. For example, if the name of your e-mail field is
Text0, you see the following:
Private Sub Text0_AfterUpdate()
- Type or paste the two following lines of code between the
two lines of code shown in step 6. Make sure to replace [Text0] with the name
of your field.
Whenever an e-mail address is now entered in this field, it is
automatically formatted and stored as an e-mail address as soon as focus has
moved away from this field.
If Len(Me![Text0]) = 0 Then Exit Sub
Me![Text0] = "#mailto:" & Left(Me![Text0], InStr(1, Me![Text0], "#") - 1) & "#"
Article ID: 323202 - Last Review: July 16, 2004 - Revision: 4.1
- Microsoft Access 2000 Standard Edition
|kbhowto kbhowtomaster KB323202|