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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