AMP110 Microsoft Access Macros

Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

AMP110 Microsoft Access Macros

Orange Coast
Database Associates

Specializing in Microsoft Office,
Access, SQL, and related technologies
Classes custom designed for Working Professionals
http://www.dhdursoassociates.com
San Juan Capistrano, CA
(800)355-9855

Accelerated Computer Training for Working Professionals Factory 2010 Case

AMP110 - Introduction to Access
Macros

Quick introduction to Access
Macros for experienced Windows
users

P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com

1 Factory AMP110

MS Access Introductory (100 Level)
Curriculum

AIN100
AIN100T A, B

AIA101

AIN104
AIN102 AMP110
Reports
Queries Macros
& Forms

2 AMP110 Factory

Macros

 Introduction (s)
 Facilities
 Course Packet (May vary by course and class)
– Student Questionnaire
– Collaterals (Catalogs, etc.)
– PowerPoint handouts for all sessions
– Evaluation form in back
– Training certificate

3 AMP110 Factory

AMP110 – Introduction to Access
Macros

 Quick pace for experienced windows users
 Assumes prior knowledge of Access equivalent
to AIA101/AIN100
 End-user, not programmer, oriented
 Somewhat structured towards personal use for
analysis and reporting

4 AMP110 Factory

Macros
Course Topics:

 Macros (90% of class)
 Hot Keys, etc.
 Switchboards (2007) or
Navigation Forms(2010)

5 AMP110 Factory

Introduction to Access Macros
Industry Standard Approach:

Access has many ways to accomplish tasks. As an accelerated
course we will cover only the most common.

Tables Table Designer
Queries Query designer
Reports Wizard then modify
Forms Wizard then modify

Macros Macro Designer

6 AMP110 Factory

Macros
Course Format:

 2 Sessions
 Lecture
 Demo
 Student “hands-on” - by the end of the
class the student will have added macros to
a small sample application
 Exercises are cumulative – later examples
build on objects created earlier

7 AMP110 Factory

Macros
Course Schedule (3 hour sessions):

 Session 1
– Macro Concepts
 Session 2
– Using Macros
– Switchboards (2007) or
– Navigation Forms (2010)

8 AMP110 Factory

Microsoft Access

Module – Macro Concepts

P.O. Box 6142
949-489-1472

1 Factory Access Macros

Module Outline
Two parts:

 Part 1: Basic Macro concepts
 Part 2: Form concepts
 Part 3: Building a macro “group:
 Part 4: Introduction & Keyboard
shortcuts

2 Access Macros Factory

Module Hands On
Students “hands-on”:

– Create macros
 Simple
 Run from form
 Add where criteria
 Add a condition
 Add another command
 Custom keys


Sample Application – Factory2000

 Simple cost accounting
application
 Employees work on work
orders
 Clock labor hours for each
work order


Factory2000 Relational Database Structure

EmpNo fName lName Rate Wono Descr Std
12 Bob Smith 15 A1 Casting 30

13 Mary Chavez 20 B3 Fitting 50

14 Alicia Parks 25 C2 Screws 70

employees Work_orders
EmpNo Wono Start End Hours
12 A1 1/1/01 1/31/01 20

14 A2 2/1/01 2/28/01 42
Labor
14 B3 1/1/01 2/28/01 40


Permanent Links


Microsoft Access

Part 1
Introduction to
Macro concepts


Introduction to Macro
Programming

 Two ways of “programming” a task
in Access
– Macros
– Visual Basic for Applications (VBA)
 We will cover Macros primarily
 We will also take a look at control
wizards which do use VBA
 We do have two Access VBA courses you
can take

Types of Macros

 Standalone
 Data
 Embedded


Introduction to Macro
Programming

 Macros are not coded – they are
designed using a Macro Designer
 They run in response to an “event”
– like when a form launches or the
user clicks on a button


Some Common Events

 Common button event
– “On Click”
 Common form events
– On Load
– On Activate
– On Current (record)
– On insert/update/delete (records)
– On Close


Introduction to Macros

 Elements of Macros
– Actions – what the macro does
– Action arguments – control the specifics of the
action
– Name – Allows you to store multiple macros within
a single macro “object”
– Conditions – circumstance under which the macro
“fires”


Typical Actions
 Apply Filter
 Cancel event
 Go to control/record
 Minimize/Maximize
 Open form/report/query
 Set value
 Select object
 Transfer spreadsheet
 Transfer text


Macro Design Grid


Introduction to Macros – Actions &
Arguments

 Create and run a simple macro, mcrFirst,
to become familiar with the concepts
– Action = msgbox
– Arguments:
 “Hello, Macro”
 information type
 title = “My First Macro”


Designing the First Macro


Designing the First Macro


My First Macro


Design | Macro Tools


Comments

 Use the
comment action
to comment your
macros
 Always a good
idea


Submacros

 Same idea as a programming subroutine
 Used to store common actions that are used
repeatedly
 Submacros are NOT run unless you call them
by name
 You call them with programming “dot
notation”…
Macroname.submacroname


Submacros


Groups

 Another way to create subroutines or blocks of
macros (submacros)
 Hold over from 2007 which we won’t use in the
course


Conditional Macros (If)
 Use if to create
a macro that
runs only when
certain
conditions are
met


Microsoft Access

Part 2
Form concepts


Form Events

 Forms and controls have “events”
 These “fire” on certain actions. Examples:
– Click a button (onclick event)
– Before table is updated (beforeupdate event)
– After table is updated (afterupdate event)
– Etc.


Form Events (cont’d)

 When an event “fires” can execute:
– VBA Code
– Macro
 This provides a method for “running” an
application
 Macros will appear in the event drop down list


Event List with Macros


Microsoft Access

Part 3
Building a macro
Group


Building a Macro Group

 We will build a series of submacros in a macro.
– Open report
– Open report with filter
– Open report with filter conditionally
 These will be run from a form with a button
using the OnClick event of the button.


Open Report Macro

 Design a simple macro to open
(run) a report for the displayed
form record
 Use rptWork_OrdersFull
 Give this macro the name
work_Orders Report
 Save the “group” as mcrReports

Note: it won’t run right just yet – still has
all records

Designing The Open Report Macro


Invoking the macro

 Add a command button to the form
 Bring up properties sheet, events tab
 Click the drop down for the On Click Event
 Select your macro
 That’s it!


Use Onclick Event to “Fire” the Macro


Select Macro


Invoking the macro

 Open the frmWork_OrdersFinal form
in design mode
– Add a command button to the form with
control wizard off
– Bring up properties sheet, events tab
– Click the drop down for the On Click Event
– Select your macro
– That’s it!
 Save as frmWork_OrdersMacro
(instructor may use AMP110 or other suffix for this class)

Adding Where Conditions to a
Macro

 Use action argument where
 Create a filter like the where clause of
an SQL statement


Using the Expression Builder for the Where Condition


Where Condition (in Zoom Window)


Macros - Adding a where clause

 Open mcrOpenReport in design mode
 Add a where criteria to preview only the work
order on the screen. Put this in a new submacro.
 Click to right of where in macro property sheet
 Use the builder to get name of form text control,
etc. Your expression will look like this:
– [wono]=[Forms]![frmWork_OrdersMacro]!
[Wono]
 Save the macro under the same name (instructor
may use a slightly different name)


Invoke the macro

 Open the frmWork_OrderMacro
in design mode
 Update the preview button to use
the new submacro
 Observe that the form only prints
detail for the work order selected
in the form!


Macro Group w/ where Macro
added


More on Macros

 Macros can be invoked depending on
“condition”
– Uses an if macro
– Macro will run if and only if condition is true
 Macros can be run one after another like a
“program”. Example:
– Do a maketable query , then an append query from
a different file. I.E different downloads from an ERP
system


Conditional Macros

 Modify your mcrOpenReport to check for a
missing work order number before doing a
report
 Add a new action like the mcrFirst to print
“Please select a work order number”
 Add a condition to each to check to see if wono
is null
 Use the builder if desired
 Name submacro OpenReport_Condition
 Save macro group with same name


Using the Builder to Create a Macro Condition


Invoking the Conditional Macro

 Modify the form
frmWorkOrders_Macro to
run the new macro
 Save as
frmWorkOrders_MacroFinal
 Test your new form and
macro


Macro Group with new conditional
macro


Adding Commands to a Macro

 Move focus on form back to wono
when an error occurs
 Add a go to control action
 Save your macro as
mcrOpen_Report_Final


Final Submacro in Design Mode


Macro Messages

 Often want to suppress messages when
running a macro
– Set warnings off
– Echo off


Microsoft Access

Part 4
Custom key
Assignments


Custom Key Assignments

 Can customize keyboard shortcuts in two
ways:
– Access keys
– Key Assignment macros


Access Keys (Hot Keys)



 Access has many built-in keyboard shortcuts:
CTRL-G to open Debug Window, F11 to
display Database Window, etc. See Help.
 Can also create your own using macros – we
will cover this in module 2


Microsoft Access

End of Module

P.O. Box 6142
949-489-1472


Microsoft Access

Module – Using Macros to Automate
Your Application

P.O. Box 6142
949-489-1472

1 Factory Access - Using Macros

Module Hands On
Students “hands-on”:

– Create macros
 Imports
 Exports
 Startup (AutoExec)
 AutoKeys
 Set Values on a form
 Data Macros
 Macros to code
– Use the control wizard to close a
form
2 Access - Using Macros Factory


 Two ways of “programming” a task
in Access
– Macros
– Visual Basic for Applications (VBA)
 We will cover Macros primarily
 We will also take a look at control
wizards which do use VBA



 Elements of Macros
– Events – what “fires” the macro
– Actions – what the macro does
– Action arguments – control the specifics of the action
– Conditions – circumstance under which the macro “fires”
 Macro design grid – how macro is defined


Macro Designer


Some Available Actions

 Apply Filter
 Find
 Go
 Max/minimize
 Open
 Run
 Set
 Transfer


Form Events

 Forms and controls have “events”
 These “fire” on certain actions. Examples:
– Click a button (onclick event)
– Before table is updated (beforeupdate event)
– Before a record is deleted
– After table is updated (afterupdate event)
– After the user leaves a control
– Etc.


Form Events (cont’d)

 When an event “fires” can execute:
– VBA Code
– Macro

 This provides a method for “running” an
application


Import/Export Form

 Create a simple, unbound form named frmData
 We will use it to drive a series of very useful
import and export macros


Import/Export Form


Export Macro

 Design a simple macro to
export our three main tables
to text files – use transfer text
 Export order is not critical
 Let’s put them into a data
macro group
 Group name mcrData
 Macro name export_all


Designing The Export Macro

Note: can use saved spec


Invoking the macro

 Open the frmData form in design mode
– Add a command button to the form with wizard
enabled
– Select run macro
– Select your macro
– That’s it!
 Save with same name (instructor will use a
different name for this working form)


Use Control Wizard to “Fire” the Macro


Select Your Macro


New Data Form with Macro Button


Export Your Data

 Run the export macro – check for files


Macros - Adding the Imports

 Open mcrOpenData in design mode
 Add the imports
 Call the macro import_all
 Link the two parent text files to
work_orders_linked and employees
_linked
 Import the labor_export text file to
labor_import


Creating the Import Macro


Invoke the macro

 Open the frmData form
 Add a button to run the import
macro
 Click on it
 Observe that the tables in your
database are updated!


Updated Data Form


New Tables after Running Macro



 Key combination goes in macro name field
 Use Send Keys codes to create the macro
 Can have conditions if desired, too


Create Import/Export AutoKeys


Automating Startup

 Put VBA code in the form Open and/or Load
event, or
 Use a startup (old DOS autoexec concept)
macro
– Create a macro with the name Autoexec – it will
“fire” when your app starts. Hold down the shift key
to bypass it.


Autoexec Macro


Create an AutoExec Macro

 Modify your import/export macro
 Keep the import part only
 Save as autoexec
 Delete your linked tables and the labor import
 Close and restart your database – notice the
tables were added again automatically


Setting a Value

 Set value can be used to do calculations, etc.
 Two action arguments
– The item that will have its value set
– The expression to put in


First Add an Overhead Control

 Add an unbound text box to the
frmwork_OrdersMacro form
 Call it txtOverhead


Form with Overhead Control


Create Set Value Macro


Item to set


Value Expression


Invoke the Macro

 Use the form’s on current event
 This fires whenever we move to a new record
 When the event fires run the macro


Invoke the Macro

Note: this
Is a form event


Using the Macro


Using Set Value

 Update frmData_Macro with two new
controls…
– Checkbox which says wether or not to hide the work
order selection text box
– Textbox for work order
 Add a macro which will hide and show the
above text box


Adding the Macro


Item to Set


Value Expression to Hide/Unhide


Form with New Controls


Data Macros

 Data macros fire when a certain event takes
place within a table – similar to a trigger in
Oracle or SQL Server
– After insert
– After update
– Etc.


Data Macros

 Add an overtime rate field to the employees
table
 Add a data macro to update this field when the
regular time rate changes


Data Macros


Before Change Macro


Table with Data Macro


Macros to Code

 Can convert macros to VBA code
 A handy way to get your VBA subroutine
started
 In general, programmers will use code, not
macros
 But as we have seen Macros can be quite
handy


Macros to Code


Macro to Code


Add a Close Button

 Open frmData_Macro in design
mode
 Add a close form button
 Select close form from
operations
 Run the form
 That’s it!


Final Data Macro Form


Microsoft Access

End of Module

P.O. Box 6142 Please fill out and turn in your
949-489-1472 end-of-course evaluations if
http://www.d2associates.com this is your last module
52 Factory Access - Using Macros

Microsoft Access

Module – Navigation

P.O. Box 6142
949-489-1472

1 Factory Access Navigation

Access navigation

 Newer Access 2010 databases use the new
Navigation forms
 Older MDB databases still have the
Switchboard Manager tool available

2 Access Navigation Factory

Creating a Navigation form

 Select the desired style


Navigation Forms

 Drag and drop forms and reports one by one


Adjust properties

 Adjust properties as desired and save as
frmNavigation


Set startup options (File | Options)

 Set the Access options to open the navigation
form when it starts up


Navigation Form

 Create a navigation form for
your application


Switchboards

 Create via a switchboard manager tool
 Creates a tree of launch forms – main
form is called switchboard and is placed
with your other form objects


Launching Switchboard Manager


Switchboard Manager

 Yes – we want to create a new switchboard!

Switchboard Manager


Switchboards

 Create a switchboard for your
application


Add a macro to minimize database
window

 Create macro (add to mcrForm macro group)
 Invoke on form load of switchboard form

13 Access Switchboards Factory

Updated mcrForm


Add to main switchboard load
event


Switchboard test

 Close your database
 Reopen your database – the database window
should be minimized


Microsoft Access

End of Module

P.O. Box 6142
Please fill out and turn in your
949-489-1472 end-of-course evaluations.

17 Factory Access Navigation

Notes


Notes


Notes


Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

Accelerated Computer Training

Orange Coast
Database Associates

Specializing in Microsoft Office,
Access, SQL, and related technologies
Computer Training, Programming & Consulting
32422 Alipaz St., Suite A-15
San Juan Capistrano, CA
(800)355-9855 (Toll Free) | (949)489-1472 (Direct) | (949)485-6284 (Fax)
http://www.dhdursoassociates.com | sales@dhdursoassociates.com

Accelerated Computer Training for Working Professionals

AMP110 Microsoft Access Macros

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