Access The L Line The Express Line to Learning 2007 L Line L © Wiley Publishing All Rights Reserved.

Automating Access with Macros 11 * Learning to automate with macros * Programming without coding * Creating a Switchboard * Using a macro group * Putting on the finishing touches Stations Along the Way

Adding Macros to Your Toolkit Macros…  Help you perform repetitive tasks  Work with Access forms, reports, queries, and tables  Have a base in Visual Basic for Applications (VBA)  Automatically interface with VBA (programming savvy not required!)  Are easy to build and use

Anatomy of a Macro Macro Component Must Have? What It Is / Does ActionYesIdentifies purpose ArgumentsYesIdentifies objects involved ConditionNoSets a filter or limitation CommentNoDescribes the macro’s action NameYesNames the macro within a group

Types of Macros Embedded: o Are part of a form or report o Often appear as command buttons Stand-alone: o Exist as independent database objects o Can be executed from a form, report, or control o Appear in the left navigation pane

The Classic Switchboard  Acts as the database’s index page  Usually consists of a form with buttons  Offers user navigation to all other forms and reports  Typically opens with the database  Can contain an Exit button

Building a Switchboard  Start with the Switchboard Manager under Database Tools  Add action-related buttons as Switchboard entries  Avoid too many entries on one Switchboard form  Design to separate entries by function  Edit like any other form in Layout View or Design View

Embedded Versus Stand-Alone Macros Use EmbeddedUse Stand-Alone For one-off situationsOn multiple forms or reports When you copy forms or reports to other databases When you execute outside of forms or reports To create macro groups

Multi-Step Macros  Can be embedded or stand-alone  Are single macros that perform multiple, sequential steps  Require a defined data source

Macro Groups  Contain named, stand-alone macros  Save related macros in a single file  Organize macros by function or usage  Require a group plus individual naming convention Group_Name.Macro_Name

Macro Finishing Touches  Close Access: Adds a professional touch  RunApp: Runs an external application from within Access  AutoExec: Automatically executes when a database opens

Discussion Topics Why should I use macros? How do I create a Switchboard? Can I run external applications and programs from within Access? What’s the best type of macro to use? What’s the difference between embedded and stand-alone macros?