© 2001 ComputerPREP, Inc. All rights reserved. Access 2000: Introduction to Application Development

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 1: Designing Applications

Objectives Examine the application development process Preview an existing application Decide where to automate your application

About Access Applications Access application – an Access database that contains all the objects necessary for users to work with data, as well as specific property settings and macros that automate data entry tasks Access applications are event-driven; they respond when a user performs an action Event – any action a user performs, such as entering text, opening a form or clicking on a button

Examining the Application Development Process Three major phases of application development: –Determine user requirements –Design the application interface Involve users to identify and resolve potential problems before building them into the interface Limit the scope of each screen to a specific task Limit user actions to necessary tasks –Define the database configuration

Deciding Where to Automate Your Application Create event-driven applications by writing macros and event procedures for events to which you want your application to respond Three categories of events in applications: –Keyboard event – occurs when the user presses a keyboard key –Mouse event – occurs when the user moves or drags the mouse, or clicks a mouse button –Program event – occurs when the application loads, opens or closes a form or report

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 2: Using Advanced Tools and Controls

Objectives Use the Performance Analyzer Use a combo box to find records Calculate values from subform controls

Using the Performance Analyzer The Performance Analyzer evaluates and optimizes the performance of objects in a database The Performance Analyzer lists three kinds of analysis results: –Recommendations –Suggestions –Ideas for optimization Access can automatically perform recommendations and suggestions You must perform idea optimizations on your own

Using a Combo Box to Find Records Using the Combo Box Wizard: –Use the Combo Box Wizard to add an unbound combo box control to a form Modifying the Combo Box Drop-Down List: –Modify what displays in a drop-down list by changing its RowSource property –Modify the SQL statement to reflect the desired drop-down list display

Calculating Values from Subform Controls To display calculated values in a main form based on values in a subform: –Create a calculated control in the footer of a subform –Refer to the subform calculated control from the unbound text box control in the main form –Hide the form footer if the subform is a continuous form by setting its Visible property to No

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 3: Creating Dialog Boxes

Objectives Set dialog box form properties Add dialog box controls Enhance dialog boxes

Setting Dialog Box Form Properties Dialog box – a specialized form that displays on top of other forms, stays open until a user closes it, and prevents a user from accessing other database objects while it is open To create a dialog box: –Open a new, unbound form –Specify format properties to make the unbound form display and function as a dialog box

Creating Option Groups Option group – a type of control that contains a set of related buttons that provide a limited set of choices for the user An option group consists of: –An option group frame –Option buttons inside the option group frame Option buttons created outside the option group frame and then dragged into the frame will not become part of the option group

Creating Command Buttons Command buttons allow the user to execute or cancel the current task Specify a default and a cancel button for a dialog box: –Default button – a button that is selected automatically when the user presses ENTER –Cancel button – a button that is selected automatically when the user presses ESC The default button should be the one most often chosen by users The cancel button exits a dialog box without performing any other tasks

Enhancing Dialog Boxes Enhance a dialog box by: –Adding labels –Setting a default value (default option button) –Setting the Pop Up and Modal properties The default option button should be the one most often chosen by users Pop Up property – specifies that the dialog box will display on top of onscreen objects Modal property – specifies that the dialog box must close before the user can access any other database object

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 4: Using Macros

Objectives Create macros Attach macros to events on forms Use the Macro Builder Create conditional macros Create macro groups

Creating Macros Macro – a set of one or more actions that you can use to automate tasks –There are 53 pre-defined macro actions you can use to create macros When you run a macro, the macro actions execute in the order in which they appear in the Macro window Most macros require action arguments –Action argument – an expression, operator, object name or combination of objects that provide additional information needed by the macro to perform its actions For example: you must specify the name of a form to open or a report to print

Attaching Macros to Events on Forms For a macro to execute automatically, it must be attached to an event in your application To attach a macro to an event on a form: –Open the form in Design view and display the Event properties for the object to which you want to attach the macro –Display the drop-down list for the appropriate event property, then click on the macro you want to attach to the object For example: Command buttons have macros attached to them that govern their actions when a user clicks on them

Using the Macro Builder Use the Macro Builder to create a macro and attach it to an event in one step To use the Macro Builder: –Open the form in Design view and display the Event properties for the object to which you want to attach the macro –Click on the Build button for the desired property –Enter the macro actions, comments and action arguments, as required

Creating Conditional Macros Conditional macro – a macro that executes only when certain conditions are met To create a conditional macro: –Display the Condition column in the Macro window and enter an expression in it that can be evaluated as either True or False If the condition is True, the action associated with the condition will execute If the condition is False, the action associated with the condition will not execute

Creating Macro Groups You can group two or more related macros in one macro group To create a macro group: –Display the Macro Name column in the Macro window and specify a name for each individual macro –When you save the Macro window, the name you specify becomes the macro group name You reference the individual macros by using the macro group name, period (.), then the individual macro name –For example: ReportsDialog.Preview refers to the Preview macro in the ReportsDialog macro group

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 5: Controlling Data Entry

Objectives Restrict user access to fields Set form properties Set the open mode Close forms automatically Specify default values for fields Conditionally set the Visible property

Restricting User Access to Fields Locked property – specifies whether data in a control can be edited Enabled property – specifies whether a control can receive user input Tab Stop property – specifies whether a user can access a control by pressing the TAB key –If Enabled = No, a user cannot access the control and it appears dimmed –If Locked = Yes, a user can access the control but not edit the data –If Enabled = No and Locked = Yes, a user cannot access the control but it displays normally –If Tab Stop = No, a user cannot tab to the control

Setting Form Properties AllowAdditions property – specifies whether a user can add records using a form AllowDeletions property – specifies whether a user can delete records using a form AllowEdits property – specifies whether a user can edit existing records using a form DataEntry property – specifies whether a form opens to allow data entry and whether existing records display

Setting the Open Mode You can set three open modes for a form: –Add mode – specifies that a user can add new records using a form –Edit mode – specifies that a user can add new records and edit existing records using a form –Read Only mode – specifies that a user cannot add or edit records using a form The open mode of a form overrides its property settings

Closing Forms Automatically To close a form automatically after a user adds a record: –Create a macro that includes a Close action –Specify the name of the form you want to close –Attach the macro to the form’s AfterInsert or AfterUpdate event AfterInsert event – an event that occurs when a user adds a new record to a table AfterUpdate event – an event that occurs when a user adds a new record or edits and saves changes to an existing record

Specifying Default Values for Fields Specify default values for fields to increase data entry speed and accuracy To specify a default value for a field: –Open the form and display the Data properties for the appropriate control –In the Default Value text box, type an expression that yields the default value; or use the Expression Builder to build an expression that yields the default value

Conditionally Setting the Visible Property Conditionally set the Visible property to hide a control in situations when it would not be appropriate for a user to access the control To conditionally set the Visible property for a control: –Create a conditional macro and add a SetValue action that will execute if the condition is True –Specify the appropriate action arguments to set the Visible property to No –Attach the macro to an appropriate event

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 6: Using Dialog Boxes to Get Report Criteria

Objectives Create a dialog box for a report Modify underlying queries Modify reports Test and refine dialog boxes

Creating a Dialog Box for a Report The first step in giving users the ability to filter records in a report is to create a dialog box that will accept user input for use as query criteria To create a dialog box that will accept user input: –Create a dialog box and add unbound text box controls for each user-supplied criteria –Set the Name and Format properties for the unbound text box controls –Create and attach macros for the dialog box, as appropriate

Modifying Underlying Queries The second step in giving users the ability to filter records in a report is to keep the dialog box open so you can reference its user-supplied value as you specify the criteria of a query based on that value To keep a dialog box open: –Set the Visible property to No To reference a value a user types in the dialog box: –Open the dialog box –Create an expression in the appropriate Criteria cell in the query design grid that references the control in the dialog box

Modifying Reports The third step in giving users the ability to filter records in a report is to modify appropriate report properties to display and close needed dialog boxes as the macro executes To display a dialog box when a user previews or prints a report: –Create a macro that opens the dialog box form and attach it to the report’s OnOpen event To close a dialog box when a user closes a report: –Create a macro that closes the dialog box form and attach it to the report’s OnClose event

Testing and Refining Dialog Boxes Ensure that you test all features included in the dialog box and test it in relation to other forms in the application To test a dialog box: –Open the dialog box as many times as necessary to test each feature –Record and repair any errors or problems

Testing and Refining Dialog Boxes (cont’d) If, while testing the dialog box, you encounter results that could confuse an inexperienced user, create message boxes to tell the user what to do next To create a message box: –Create a macro and include the MsgBox action –Type the message you want the message box to display in the Message action argument –Specify settings for the remaining action arguments as appropriate

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 7: Creating Custom Switchboards

Objectives Create switchboard forms Create macros for switchboard controls Assign macros to switchboard controls

Creating Switchboard Forms Switchboard forms are forms that contain option or command buttons that users can click on to execute application tasks Switchboards serve as menus for an application Switchboard options should logically group related tasks and forms in the application You can create as many switchboards as necessary Switchboards can display other switchboards

Creating and Assigning Macros to Switchboard Controls Switchboard controls open forms or display other switchboards As with controls on any form, you create macros or event procedures to perform application tasks associated with the controls After you create the macros or event procedures, assign them to the appropriate controls in the switchboard

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 8: Enhancing Applications

Objectives Create keyboard shortcut macros Create control tips and status bar messages Set startup properties Adjust objects and view enhancements

Creating Keyboard Shortcut Macros Create keyboard shortcuts by creating a macro group named AutoKeys, in which you assign macro actions to key combinations The actions you assign to shortcut key combinations within a database will override the default Access key assignments Enter symbols in the Macro Name column of the AutoKeys macro group to specify particular key combinations

Creating Control Tips and Status Bar Messages Control tips and status bar messages provide helpful information and instructional text about controls in a form –Control tip – text that displays in a pop-up window when a user positions the mouse pointer over a control –Status bar message – text that displays in the status bar when a control is activated

Setting Startup Properties Startup properties determine the way an application appears when opened Use the Startup dialog box to set startup properties, which can include: –Specifying the text that will display in the application title bar –Specifying the form to display automatically when the application opens, such as the switchboard –Specifying to hide the Database window when the application opens Press and hold the SHIFT key when opening a database to bypass the startup settings

Adjusting Objects and Viewing Enhancements After you enhance an application, you might need to adjust macros or forms to accommodate the changes you made In the Trailer Park application, you will: –Write a macro action to redisplay the hidden Database window from within a macro –Write a macro action to exit Access from within the macro –Test the application enhancements

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 9: Using Database Utilities

Objectives Use the Database Splitter Use the Linked Table Manager Compact and repair a database Convert a database to a previous version Back up and restore a database

Using the Database Splitter If your application is located on a network, you can create a front-end/back-end application using the Database Splitter wizard –Back-end database – a database that contains the tables used by the front-end database –Front-end database – a database that contains the database objects and links to the tables in the back- end database Typically, the back-end database is located on a network server and copies of the front-end database are located on individual users’ computers

Using the Linked Table Manager After you have split a database, use the Linked Table Manager utility to view or refresh links, or to change the file name and path for linked tables If the location or structure of a linked table has changed since you split the database, you will not be able to access the table data by attempting to open a query, form or report until you refresh the links

Compacting and Repairing a Database If you delete data or objects in your application, the database can become fragmented and use disk space inefficiently If a database behaves unpredictably, it may be damaged Use the Compact and Repair utility to compact and repair a database simultaneously Compacting a database: –Rearranges how the file is stored on disk –Resets AutoNumber values

Converting a Database to a Previous Version You can use the Convert Database utility to convert an Access 2000 database to an Access 97 database To convert a database to a previous version: –Open the database you want to convert –Click on Tools, Database Utilities, Convert Database, To Prior Access Database Version… –Name the new database, then click on Save If the Access 2000 application contains event procedures, you may need to fix missing references in the converted version

Backing Up and Restoring a Database To back up a database: –Make a copy of the database using Windows Explorer, My Computer or the MS-DOS Copy command, or –Use a backup/restore utility software package (if the database will not fit on one floppy disk) To restore a database: –Copy the backup database back to your hard disk, or –Use the restore feature of the backup/restore utility software package

© 2001 ComputerPREP, Inc. All rights reserved. Lesson 10: Protecting and Replicating Databases

Objectives Set record locking Open databases in exclusive mode Use database passwords Encrypt and decrypt databases Replicate and synchronize databases

Setting Record Locking Record Locking – a setting that gives one user exclusive access to a record or table and prevents other users from editing a given record at the same time Record locking settings: –No locks – turns off record locking for the database –All records – locks all records in the form or datasheet while you edit them –Edited record – locks only the record you are editing

Opening Databases in Exclusive Mode Open mode – more than one user can open a database at a given time Shared mode (the default mode) – other users can access a database that you have opened Exclusive mode – no other users can access a database that you have opened –Some database operations require that a database be opened in exclusive mode. For example: compacting a database, or setting or unsetting a database password

Using Database Passwords Set database passwords to prevent unauthorized access to your application Database passwords are stored with the database After you set a password, only a user who enters the correct password will be able to open the database If you lose or forget the password, it cannot be recovered and you will be unable to open the database

Encrypting and Decrypting Databases Encrypt – compacts a database and makes it indecipherable by a utility program or a word processor Decrypt – reverses the encryption process Encrypt a database: –When sending a database as an attachment, or –Sending it to a remote user over the network

Encrypting and Decrypting Databases (cont’d) Before you can encrypt a database: –You must close it –Enough space must be available on your hard disk for the original database and the temporary copy Access creates during the encryption process Before you can decrypt a database: –Enough space must be available on your hard disk for the original database and the temporary copy Access creates during the decryption process

Replicating and Synchronizing Databases Replicate a database for use by mobile users and synchronize the replicas with the original database to update the data between them –Replicate – copies a database to create replicas –Synchronize – exchanges updated data between the original database and the replicas When you replicate databases, the original becomes the design master The design master and replicas, collectively, are know as a replica set

Replicating and Synchronizing Databases (cont’d) Users may update design master or any of its replicas may be updated To change the structure of a database, you must make changes to the design master Different replicas in the replica set can be designated the design master; only one design master can be designated in each replica set You cannot replicate or synchronize a database that is password-protected, nor can you attach a password to a replica