Ch06 Access

Automating Database ProcessingSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 1Chapter 6“An organization’s ability to learn, and translate that learninginto action rapidly, is the ultimate competitive advantage.”—Jack Welch

Chapter IntroductionDesign and implement user-friendly menuCalled switchboardMacrosAutomate repetitive tasksConditionsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 2

Tools Covered in This ChapterAutoExec macroAutoKeys macroMacro windowStartup dialog boxSwitchboard ManagerSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 3

Level 1 Objectives: Automating Tasks with Switchboards and MacrosCreate a well-designed switchboard to provide a user interface for a databaseAutomate tasks by creating basic macrosSpecify what happens when a database opensSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 4

Understanding SwitchboardsSwitchboard Special kind of form Appears when database openedLists options for working with database objectsSelect up to eight objects to list on switchboardDetermine what action Access should take when users select optionSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 5

Understanding Switchboards (continued)Typical switchboard buttonsOpen forms reports and other objects Open other switchboards that list additional database objects Close switchboardOpen the Navigation PaneClose AccessMain switchboardLarge number of database objectsLaunches other switchboardsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 6

Typical Switchboard DesignSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 7

Designing a SwitchboardSwitchboard ManagerTool to design and customize switchboardCreate main switchboardAdd buttonsSpecify button propertiesAccess creates switchboard formOnly one switchboard per databaseCan contain many pagesSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 8

Creating a Switchboard Open Switchboard ManagerSwitchboard Manager dialog boxUse five buttons on Switchboard Manager dialog box to perform tasksCreate secondary switchboards firstVerify new form creationSwitchboard item table Keeps track of switchboard items commands and arguments Should be altered only through Switchboard ManagerSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 9

Switchboard Manager ButtonsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 10

Edit Switchboard Item Dialog BoxSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 11

Switchboard CommandsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 12

Formatting a SwitchboardBy default Access switchboards share same layout and design Including background colors and placement of titleSwitchboard Manager doesn’t provide options for modifying switchboard designFormat switchboard in form design viewDo not change command buttons or propertiesSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 13

Understanding Basic MacrosMacro Action or series of actions Save time and ensure accuracyUsually assigned to key, key combination, or buttonComposed of series of actions organized in sequence in which they should be performedCreate macroUsing Macro windowSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 14

Common Macro ActionsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 15

Creating a MacroCreate Access macro in Macro windowSelect the Create tab, and then click the Macro button in the Other groupAction column List actions macro performsClick list arrow in action columnAccess provides over 50 different actionsComment columnDocument action by describing what task it performsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 16

Creating a Macro (continued)Action arguments paneProvide additional information for performing macro actionArguments needed vary depending on selected action chosenSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 17

Running a MacroIn Macro window Click the Run button in the Design tabClick Run Macro on the Database Tools Ribbon, click the list arrow and select the macro, and then click OKIn the Navigation Pane, click Macros, right-click the macro name, and then click RunSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 18

Macro Design ToolbarSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 19

Editing a MacroUse Macro windowRearrange order of actions Drag action line to new positionInsert new action between two existing actions Right-click row Click insert rowsDelete actionRight-click row Click delete rowsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 20

Setting Startup OptionsStartup optionsAccess performs when database opensUse Startup dialog boxBypass Startup OptionsPress and hold down shift key when opening databaseSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 21

Specifying Startup Options in the Startup Dialog BoxOptionsDisplay formDisplay navigation paneAllow full menusSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 22

Startup Dialog BoxSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 23

Creating a Splash ScreenSplash screenDisplays when database opensContainsLogoTextCan only display splash screen or switchboard automaticallySucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 24

Creating a Splash Screen (continued)AutoExecSpecial macroRuns when database opensBefore startup dialog box optionsCan use to display splash screenCreate splash screen formSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 25

Creating an AutoExec MacroCreate macro that contains actions Access should perform when database openedSave macro using name AutoExecSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 26

Level 1 SummarySwitchboard Special kind of form Appears when database openedMacroUse to automate repeated actionsStartup options dialog boxSplash screenSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 27

Level 2 Objectives:Creating Advanced MacrosConsolidate automated tasks by creating a macro groupCreate buttons that can perform a series of actionsTroubleshoot macrosSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 28

Understanding Macro GroupsMacro group Two or more macros placed within same macro fileConsolidate related macros Manage large numbers of macrosOnly group name displayed as macro object in database windowSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 29

Creating a Macro GroupLogical to organize similar macros within groupTo create Click the Create tab and then click the Macro buttonClick the Macro Names button on the Design tab. Access adds the Macro Name column to the left of the Action columnIn the Macro Name column, enter the name of a macroIn the Action column, enter the corresponding actions for the macroEnter comments as needed in the Comment column, and set arguments as needed in the Action Arguments paneSave the macro group, using the “mcr” prefix in the object nameSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 30

Running the Macros in a Macro GroupRun particular macro within groupClick the Run Macro button in the Macro group on the Database Tools RibbonSelect the list arrow to choose the macro nameClick the macro nameClick OKSwitchboard Manager and many property sheetsSpecify name of macro to runSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 31

Running the Macros in a Macro GroupRun macro objectEnter or select nameRun only one macro in macro groupUse special notation mcrGroupName.mcrMacroNameSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 32

Creating an AutoKeys Macro GroupAutoKeys macro group Assign macro action or set of actions to key or key combinationMacro name columnType key or key combination Use special syntaxSendKeys action Sends keystrokes to Access or to another active programSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 33

Examples of Key Combinations for the Autokeys Macro GroupSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 34

Modifying the Switchboard to Run MacrosModify switchboard to include Macro group listing macros that open queriesSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 35

Specifying Conditions and Events for MacrosSpecify conditions for performing macro actions Assign macro to controlEvent-driven programmingRunning macro when user interacts with objectEvent State condition or occurrence that Access recognizesEvent propertySpecifies how object responds when event occursSet to macro name to run macro when even occursSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 36

Assigning a Macro to a ControlCreate macro or macro group that performs series of actionsAssign macro to controlAdd command button to form by opening form in Design viewAttach macro with desired actions to command buttonUsing On Click propertySucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 37

Specifying Conditions in a MacroWhere condition argumentRefer to controls on form that are not currently activeUse control’s complete nameFormat[Forms]![formName]![controlName]Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 38

Troubleshooting MacrosMacros containing argumentsEspecially error proneError typesSyntax errorLogic errorRun-time errorTroubleshooting toolsSingle step through execution of macro, using debug windowPrint macro codeSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 39

Printing MacrosOpen Documenter dialog box Select macroClick options button to select details of macro to printSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 40

Single Stepping a MacroRuns macro one action at time Pausing between actionsMake sure actions appear in correct order and with correct argumentsUse Single Step buttonMacro Single Step dialog boxButtonsStepHaltContinueSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 41

Using Breakpoints and the Debug WindowBreakpointCode inserted in macroSignals where to stop macroExamine values of actions controls, and arguments macro using in debug windowDebug window Shows macro as it appears in VBA codeExamine details of macro code in debug windowSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 42

Using Breakpoints and the Debug Window (continued)Immediate paneDisplays current value of controls and argumentsDisplay using ? operatorSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 43

Level 2 SummaryMacro groupConditions for macrosAssign macro to controlDebug macrosSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 44

Level 3 Objectives:Macro ConditionsDisplay message boxes under specified conditionsRun a macro when a form opens or a report printsUse a macro to validate dataSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 45

Exploring Macro ConditionsMacro conditions Logical expressions that result in true or false answerDepending on outcome Macro can perform one set of actions or anotherEnter macro conditions Open condition column in Macro windowBy clicking Conditions buttonIf condition true Access performs corresponding action in action columnSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 46

Exploring Macro ConditionsPerform more than one action if condition true Enter conditional statement in condition column Select actions in action column in order Enter ellipsis (…) for each subsequent action associated with condition in condition columnSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 47

Exploring Macro Conditions (continued)SetValue actionChange property of object by disabling, updating, hiding, or displaying controlArguments ItemExpressionSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 48

Assigning a Macro to an Object EventAssign macro to object By specifying macro name in event property of objectEvent categoriesReportSectionSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 49

Report EventsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 50

Report Section EventsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 51

Using Message Boxes with FormsForm events can also trigger macrosUse to Validate data Set values Navigate between formsFilter, find, and print recordsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 52

Form EventsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 53

Using Message Boxes with FormsMsgBox commandOpens message box Displays warning or informational messageMsgBox ("message" sum of button and icon values "title")Returns value depending on which button clickedCreate condition that checks to see which button users clickSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 54

Using Message Boxes with ReportsWhen conditions in macro references name of control from source Source must be open when condition testedCan hide window while macro tests conditionMsgBox actionOpens message box and displays warning or informational messageSimilar to using MsgBox commandSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 55

Using Message Boxes with Reports (continued)MsgBox action arguments Message Beep TypeTitleSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 56

Validating Data with MacrosValidation field properties have limitsValidate data using more than one rule and more than one validation messageCreate macroDomain aggregate functionsCalculate statistics for set of records (recordset) or domain, from table or queryDcount functionDcount(expression, table or query, condition)Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 57

Common Domain Aggregate FunctionsSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 58

Level 3 SummaryConditional expressions in macrosAssign macros to eventsMessage boxesMsgbox commandMsgbox actionValidate data with macrosSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 59

Chapter SummarySwitchboardProvides main menu for Access applicationMacro Automates repetitive tasksCan use conditional expressionsAssociate with command buttons or other controlsDebuggerFind errors in macros by stepping though each statementSucceeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 60

Ch06 Access

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Ch06 Access