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Ch06 Access
 

Ch06 Access

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    Ch06 Access Ch06 Access Presentation Transcript

    • Automating Database Processing
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      1
      Chapter 6
      “An organization’s ability to learn, and translate that learninginto action rapidly, is the ultimate competitive advantage.”—Jack Welch
    • Chapter Introduction
      Design and implement user-friendly menu
      Called switchboard
      Macros
      Automate repetitive tasks
      Conditions
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      2
    • Tools Covered in This Chapter
      AutoExec macro
      AutoKeys macro
      Macro window
      Startup dialog box
      Switchboard Manager
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      3
    • Level 1 Objectives: Automating Tasks with Switchboards and Macros
      Create a well-designed switchboard to provide a user interface for a database
      Automate tasks by creating basic macros
      Specify what happens when a database opens
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      4
    • Understanding Switchboards
      Switchboard
      Special kind of form
      Appears when database opened
      Lists options for working with database objects
      Select up to eight objects to list on switchboard
      Determine what action Access should take when users select option
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      5
    • Understanding Switchboards (continued)
      Typical switchboard buttons
      Open forms reports and other objects
      Open other switchboards that list additional database objects
      Close switchboard
      Open the Navigation Pane
      Close Access
      Main switchboard
      Large number of database objects
      Launches other switchboards
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      6
    • Typical Switchboard Design
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      7
    • Designing a Switchboard
      Switchboard Manager
      Tool to design and customize switchboard
      Create main switchboard
      Add buttons
      Specify button properties
      Access creates switchboard form
      Only one switchboard per database
      Can contain many pages
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      8
    • Creating a Switchboard
      Open Switchboard Manager
      Switchboard Manager dialog box
      Use five buttons on Switchboard Manager dialog box to perform tasks
      Create secondary switchboards first
      Verify new form creation
      Switchboard item table
      Keeps track of switchboard items commands and arguments
      Should be altered only through Switchboard Manager
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      9
    • Switchboard Manager Buttons
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      10
    • Edit Switchboard Item Dialog Box
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      11
    • Switchboard Commands
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      12
    • Formatting a Switchboard
      By default Access switchboards share same layout and design
      Including background colors and placement of title
      Switchboard Manager doesn’t provide options for modifying switchboard design
      Format switchboard in form design view
      Do not change command buttons or properties
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      13
    • Understanding Basic Macros
      Macro
      Action or series of actions
      Save time and ensure accuracy
      Usually assigned to key, key combination, or button
      Composed of series of actions organized in sequence in which they should be performed
      Create macro
      Using Macro window
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      14
    • Common Macro Actions
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      15
    • Creating a Macro
      Create Access macro in Macro window
      Select the Create tab, and then click the Macro button in the Other group
      Action column
      List actions macro performs
      Click list arrow in action column
      Access provides over 50 different actions
      Comment column
      Document action by describing what task it performs
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      16
    • Creating a Macro (continued)
      Action arguments pane
      Provide additional information for performing macro action
      Arguments needed vary depending on selected action chosen
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      17
    • Running a Macro
      In Macro window
      Click the Run button in the Design tab
      Click Run Macro on the Database Tools Ribbon, click the list arrow and select the macro, and then click OK
      In the Navigation Pane, click Macros, right-click the macro name, and then click Run
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      18
    • Macro Design Toolbar
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      19
    • Editing a Macro
      Use Macro window
      Rearrange order of actions
      Drag action line to new position
      Insert new action between two existing actions
      Right-click row
      Click insert rows
      Delete action
      Right-click row
      Click delete rows
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      20
    • Setting Startup Options
      Startup options
      Access performs when database opens
      Use Startup dialog box
      Bypass Startup Options
      Press and hold down shift key when opening database
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      21
    • Specifying Startup Options in the Startup Dialog Box
      Options
      Display form
      Display navigation pane
      Allow full menus
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      22
    • Startup Dialog Box
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      23
    • Creating a Splash Screen
      Splash screen
      Displays when database opens
      Contains
      Logo
      Text
      Can only display splash screen or switchboard automatically
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      24
    • Creating a Splash Screen (continued)
      AutoExec
      Special macro
      Runs when database opens
      Before startup dialog box options
      Can use to display splash screen
      Create splash screen form
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      25
    • Creating an AutoExec Macro
      Create macro that contains actions Access should perform when database opened
      Save macro using name AutoExec
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      26
    • Level 1 Summary
      Switchboard
      Special kind of form
      Appears when database opened
      Macro
      Use to automate repeated actions
      Startup options dialog box
      Splash screen
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      27
    • Level 2 Objectives:Creating Advanced Macros
      Consolidate automated tasks by creating a macro group
      Create buttons that can perform a series of actions
      Troubleshoot macros
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      28
    • Understanding Macro Groups
      Macro group
      Two or more macros placed within same macro file
      Consolidate related macros
      Manage large numbers of macros
      Only group name displayed as macro object in database window
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      29
    • Creating a Macro Group
      Logical to organize similar macros within group
      To create Click the Create tab and then click the Macro button
      Click the Macro Names button on the Design tab. Access adds the Macro Name column to the left of the Action column
      In the Macro Name column, enter the name of a macro
      In the Action column, enter the corresponding actions for the macro
      Enter comments as needed in the Comment column, and set arguments as needed in the Action Arguments pane
      Save the macro group, using the “mcr” prefix in the object name
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      30
    • Running the Macros in a Macro Group
      Run particular macro within group
      Click the Run Macro button in the Macro group on the Database Tools Ribbon
      Select the list arrow to choose the macro name
      Click the macro name
      Click OK
      Switchboard Manager and many property sheets
      Specify name of macro to run
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      31
    • Running the Macros in a Macro Group
      Run macro object
      Enter or select name
      Run only one macro in macro group
      Use special notation mcrGroupName.mcrMacroName
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      32
    • Creating an AutoKeys Macro Group
      AutoKeys macro group
      Assign macro action or set of actions to key or key combination
      Macro name column
      Type key or key combination
      Use special syntax
      SendKeys action
      Sends keystrokes to Access or to another active program
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      33
    • Examples of Key Combinations for the Autokeys Macro Group
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      34
    • Modifying the Switchboard to Run Macros
      Modify switchboard to include
      Macro group listing macros that open queries
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      35
    • Specifying Conditions and Events for Macros
      Specify conditions for performing macro actions
      Assign macro to control
      Event-driven programming
      Running macro when user interacts with object
      Event
      State condition or occurrence that Access recognizes
      Event property
      Specifies how object responds when event occurs
      Set to macro name to run macro when even occurs
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      36
    • Assigning a Macro to a Control
      Create macro or macro group that performs series of actions
      Assign macro to control
      Add command button to form by opening form in Design view
      Attach macro with desired actions to command button
      Using On Click property
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      37
    • Specifying Conditions in a Macro
      Where condition argument
      Refer to controls on form that are not currently active
      Use control’s complete name
      Format
      [Forms]![formName]![controlName]
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      38
    • Troubleshooting Macros
      Macros containing arguments
      Especially error prone
      Error types
      Syntax error
      Logic error
      Run-time error
      Troubleshooting tools
      Single step through execution of macro, using debug window
      Print macro code
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      39
    • Printing Macros
      Open Documenter dialog box
      Select macro
      Click options button to select details of macro to print
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      40
    • Single Stepping a Macro
      Runs macro one action at time
      Pausing between actions
      Make sure actions appear in correct order and with correct arguments
      Use Single Step button
      Macro Single Step dialog box
      Buttons
      Step
      Halt
      Continue
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      41
    • Using Breakpoints and the Debug Window
      Breakpoint
      Code inserted in macro
      Signals where to stop macro
      Examine values of actions controls, and arguments macro using in debug window
      Debug window
      Shows macro as it appears in VBA code
      Examine details of macro code in debug window
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      42
    • Using Breakpoints and the Debug Window (continued)
      Immediate pane
      Displays current value of controls and arguments
      Display using ? operator
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      43
    • Level 2 Summary
      Macro group
      Conditions for macros
      Assign macro to control
      Debug macros
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      44
    • Level 3 Objectives:Macro Conditions
      Display message boxes under specified conditions
      Run a macro when a form opens or a report prints
      Use a macro to validate data
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      45
    • Exploring Macro Conditions
      Macro conditions
      Logical expressions that result in true or false answer
      Depending on outcome
      Macro can perform one set of actions or another
      Enter macro conditions
      Open condition column in Macro window
      By clicking Conditions button
      If condition true
      Access performs corresponding action in action column
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      46
    • Exploring Macro Conditions
      Perform 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 column
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      47
    • Exploring Macro Conditions (continued)
      SetValue action
      Change property of object by disabling, updating, hiding, or displaying control
      Arguments
      Item
      Expression
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      48
    • Assigning a Macro to an Object Event
      Assign macro to object
      By specifying macro name in event property of object
      Event categories
      Report
      Section
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      49
    • Report Events
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      50
    • Report Section Events
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      51
    • Using Message Boxes with Forms
      Form events can also trigger macros
      Use to
      Validate data
      Set values
      Navigate between forms
      Filter, find, and print records
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      52
    • Form Events
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      53
    • Using Message Boxes with Forms
      MsgBox command
      Opens message box
      Displays warning or informational message
      MsgBox ("message" sum of button and icon values "title")
      Returns value depending on which button clicked
      Create condition that checks to see which button users click
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      54
    • Using Message Boxes with Reports
      When conditions in macro references name of control from source
      Source must be open when condition tested
      Can hide window while macro tests condition
      MsgBox action
      Opens message box and displays warning or informational message
      Similar to using MsgBox command
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      55
    • Using Message Boxes with Reports (continued)
      MsgBox action arguments
      Message
      Beep
      Type
      Title
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      56
    • Validating Data with Macros
      Validation field properties have limits
      Validate data using more than one rule and more than one validation message
      Create macro
      Domain aggregate functions
      Calculate statistics for set of records (recordset) or domain, from table or query
      Dcount function
      Dcount(expression, table or query, condition)
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      57
    • Common Domain Aggregate Functions
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      58
    • Level 3 Summary
      Conditional expressions in macros
      Assign macros to events
      Message boxes
      Msgbox command
      Msgbox action
      Validate data with macros
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      59
    • Chapter Summary
      Switchboard
      Provides main menu for Access application
      Macro
      Automates repetitive tasks
      Can use conditional expressions
      Associate with command buttons or other controls
      Debugger
      Find errors in macros by stepping though each statement
      Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
      60