Exploring Microsoft Office Access 2007

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Customizing a Database with. Macros and Visual Basic for. Applications. Exploring Microsoft. Office Access 2007. Robert Grauer, Keith Mulbery, Maurie Wigman ...
Exploring Microsoft Office Access 2007 Chapter 10 Customizing a Database with Macros and Visual Basic for Applications Robert Grauer, Keith Mulbery, Maurie Wigman Lockley Committed to Shaping the Next Generation of IT Experts.1

Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Objectives 

  



Understand the purpose of macros Create embedded macros using Wizards Create macros using the Macro Builder Assign macros to events Use SQL conditions to control macro actions

Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Objectives 

 

 

Understand Visual Basic for Applications (VBA) Use the Visual Basic Editor Create procedures Declare and use variables Manage data using SQL

Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Customization in Access 





Customization needed when additional functionality required Access provides two methods of Customization Visual Basic for Applications 



User creates code using VBA

Macros 

Automates tasks

Copyright © 2008 Pearson Prentice Hall. All rights reserved.

4

Macros 

Two types of Macros in Access 



Embedded – belongs to a single object or control Standalone – used with more than one control 



Control – object in Access (textbox, list box)

Macro Group 

Group of macros stored in a single macro object

Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Creating an Embedded Macro

Button

 

Click Design tab Click Button 



Command Button Wizard

Controls Group

Command Wizard begins Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Creating an Embedded Macro

Choose a category     

Choose an action

Choose object that the action will be performed upon

Choose the appropriate category Choose action that you want to perform Click Next Select the object you wish to use Click Next Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Creating an Embedded Macro Specify how the button should work open an object



 

Specify Text or graphic for the button

Specify action when form is opened  Screen varies by object and action Specify text or graphic Click Next Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Creating an Embedded Macro

Completed button Finish

 

Provide a name for the button Click Finish Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Creating Standalone Macros using the Macro Builder Macro

Macro Builder

 

Click the Create tab Click Macro  

Other group Macro Builder launches

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Creating Standalone Macros using the Macro builder 2. Argument appears here Select Action 1. Provide Argument





Select Action Provide Arguments when necessary 



Value that provides information for action

Run or Close and Save macro Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Assigning Events Property Sheet

Events





Choose object that the event is assigned to

Event  Action triggered by user or system Assign an Event  Right-click, select properties  Choose property-Event tab, Control list Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Running a Macro 

Design view 



Form, Report or Table view 



Click the Run button Button in Form View

Click button or perform assigned Navigation Pane event

Navigation Pane 

Double-click Macro Copyright © 2008 Pearson Prentice Hall. All rights reserved.

13

Structured Query Language SQL statement

SELECT fname FROM customer; Show (SELECT) me the records in the first name (fname) field that are in (FROM) the customer table



SQL  



Defines and process database queries Industry standard query language

Microsoft Access SQL 

Microsoft version of SQL Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Database Analysis Tools SELECT fname FROM customer WHERE lname=“Smith” ORDER BY fname Returns records in the fname field only where the lname field is equal to Smith. Records are sorted in ascending order by first name 





Clauses  Added to statements to restrict/specify records WHERE clause  Specifies which records to return ORDER BY clause  Specifies sort order Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Visual Basic for Applications 

Programming language  

Allows you to create/customize applications It is a host application 



Resides in Office application

Visual Basic Editor 

Workspace for writing/editing VBA procedures

Copyright © 2008 Pearson Prentice Hall. All rights reserved.

16

Launching the Visual Basic Editor

VBA Editor



Three ways to launch editor 

 

Macro group, Database Tools tab Event Property of an object/control Press Alt+F11 Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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VBA Terminology  

 





Comment – explains the code’s purpose Keyword – recognized as part of a language Syntax – rules for entering statements Standard Module – stores procedures used by events Class module – contains procedures for specific objects Option Explicit – helps eliminate common errors Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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VBA Terminology (cont.)   



 

Event – action that triggers program instructions Sub procedure – performs an action Property procedure – creates or manipulates custom properties Function procedure – performs action, returns value Public Procedure – available to all objects Private Procedure – available to a specific object

Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Creating Procedures Click Insert, Module

New Module   

Select Insert on menu bar Select Module New module opens Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Creating Sub Procedures

Sub Procedure

   

Enter keyword Sub Enter the name of the procedure Enter a pair of parenthesis Enter End Sub Copyright © 2008 Pearson Prentice Hall. All rights reserved.

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Decision Structures If Cost equal to, not equal to less than, greater than >= Greater than or equal to