1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Committed to Shaping the Next Generation of IT Experts. Chapter 10 Customizing a Database with Macros and Visual Basic for Applications Exploring Microsoft Office Access 2007 Robert Grauer, Keith Mulbery, Maurie Wigman Lockley

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 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

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Objectives Understand Visual Basic for Applications (VBA) Use the Visual Basic Editor Create procedures Declare and use variables Manage data using SQL

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 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

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 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

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Creating an Embedded Macro Click Design tab Click Button  Controls Group Command Wizard begins Command Button Wizard Button

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Creating an Embedded Macro Choose the appropriate category Choose action that you want to perform Click Next Select the object you wish to use Click Next Choose a categoryChoose an actionChoose object that the action will be performed upon

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Creating an Embedded Macro Specify action when form is opened  Screen varies by object and action Specify text or graphic Click Next Specify Text or graphic for the buttonSpecify how the button should work open an object

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Creating an Embedded Macro Provide a name for the button Click Finish Completed button Finish

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Creating Standalone Macros using the Macro Builder Click the Create tab Click Macro  Other group  Macro Builder launches Macro Macro Builder

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Creating Standalone Macros using the Macro builder Select Action Provide Arguments when necessary  Value that provides information for action Run or Close and Save macro 1. Provide Argument Select Action 2. Argument appears here

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Assigning Events Event  Action triggered by user or system Assign an Event  Right-click, select properties  Choose property-Event tab, Control list Property Sheet Events Choose object that the event is assigned to

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Running a Macro Design view  Click the Run button Form, Report or Table view  Click button or perform assigned event Navigation Pane  Double-click Macro Button in Form View Navigation Pane

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Structured Query Language SQL  Defines and process database queries  Industry standard query language Microsoft Access SQL  Microsoft version of SQL SELECT fname FROM customer; SQL statement Show (SELECT) me the records in the first name (fname) field that are in (FROM) the customer table

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Database Analysis Tools Clauses  Added to statements to restrict/specify records WHERE clause  Specifies which records to return ORDER BY clause  Specifies sort order 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

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 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

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Launching the Visual Basic Editor Three ways to launch editor  Macro group, Database Tools tab  Event Property of an object/control  Press Alt+F11 VBA Editor

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 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

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 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

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Creating Procedures Select Insert on menu bar Select Module New module opens New Module Click Insert, Module

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Creating Sub Procedures Enter keyword Sub Enter the name of the procedure Enter a pair of parenthesis Enter End Sub Sub Procedure

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Decision Structures Performs logical test to compare statements Uses relations operators such as:  =, equal to, not equal to  less than, greater than  >= Greater than or equal to  <= Less than or equal to If Cost <=75 then purchase = 2

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Variables Named storage location in memory A variable’s scope limits accessibility Three different scopes  Local – available to a specific procedure  Global – available to any procedure  Module-level – available to any procedure within module

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 Naming and Dimensioning Dim (dimension) variables before using  Use appropriate data type Name variables logically Use a meaningful name  Variable12 not meaningful  intQuantity meaningful Dim strName as string Dim intCost as int Data type Variable name

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Assign Values to Variables Storage location named fname  John = value  Written fname = “John” Storage location named lname  Doe = value  Written lname= “Doe” JohnDoeValdosta fnamelnamecity Memory

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Call a Procedure Call keyword or procedure name  Can be used to activate another procedure Call to CloseForm Procedure

27. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Passing and “Catching” Arguments Argument passed to CloseForm procedure Passed to and “caught” here. Notice the variable names you are passing from and to do not have to match

28. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28