1. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access 2010 Chapter 8 Creating Macros, PivotTables, and PivotCharts

2. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall2 Objectives Create a standalone macro with one action Add multiple actions to a standalone macro Create a macro group Associate a macro with an event Create an embedded macro

3. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall3 Objectives Print macro details Create a PivotTable from a query Create a PivotChart from a PivotTable

4. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall4 Create a Standalone Macro with One Action A Macro is defined as –A series of actions grouped together –Actions grouped to automatically accomplish one or more tasks

5. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall5 Create a Standalone Macro with One Action A Standalone macro is stored under Macros in Navigation Pane An action is a self contained instruction –Can be combined with other actions –Automates tasks

6. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall6 Create a Standalone Macro with One Action Before creating a macro –Determine any required argument(s) Argument provides information to an action –Determine any condition specifications Conditions = Criteria to be met before macro execution

7. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall7 Create a Standalone Macro with One Action To display the Macro Designer –Click the Create tab –Click the Macro button in the Macros & Code Group Macro Designer used to build list of macro actions

8. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall8 Create a Standalone Macro with One Action Macro Designer

9. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall9 Create a Standalone Macro with One Action To display trusted macro actions list –In the Macro Designer, click Add New Action bar arrow

10. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall10 Create a Standalone Macro with One Action Select required action and make entries Save macro Navigation Pane shows new Macro group –Saved macro object listed under Macro group

11. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall11 Create a Standalone Macro with One Action Macro added to Macro group on Navigation Pane

12. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall12 Create a Standalone Macro with One Action To direct user’s focus in window –Pop-up window Contains menu of commands Must select command before proceeding –Modal window: Child (secondary) window Must be closed before using parent window

13. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall13 Create a Standalone Macro with One Action Modal and Pop up properties in Property Sheet

14. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall14 Add Multiple Actions to a Standalone Macro Macro can contain multiple actions Actions executed in specific order Best to use trusted macro actions Database location should be trusted

15. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall15 Create a Macro Group Macro group –Used to group related macros –Set of submacros grouped by common name –One macro object on Navigation Pane

16. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall16 Create a Macro Group Start macro group with –Name and description of macro’s purpose Submacro names –Distinguish individual macro from another –64 character macro name limitation –Include verb relating to macro’s action

17. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall17 Create a Macro Group Macro Designer

18. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall18 Create a Macro Group Some macro actions execute only if a condition is true –Expression Builder dialog box: Allows easier expression entry –The expression entered checks: Condition met or not met

19. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall19 Create a Macro Group Macro Designer’s Expression Builder easily creates condition checks

20. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall20 Create a Macro Group Macro Designer’s Expression Builder list boxes used to create expression

21. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall21 Associate a Macro with an Event An event is –Any action detected by a program or computer system Can associate an event and macro –Example An event = Clicking an Event button The result = Associated macro runs

22. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall22 Create an Embedded Macro Embedded macro stored in events properties of –Forms –Reports –Controls Not under Macros in Navigation Pane

23. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall23 Create an Embedded Macro Embedded macros easier to manage Copy, import, export objects with embedded macro(s) –Results in embedded macro(s) also being copied, imported, exported –Not so with standalone macros

24. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall24 Create an Embedded Macro [Embedded Macro] listed in Event property

25. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall25 Print Macro Details The Database Documenter creates –A report containing detailed information Information about objects in databases Example of database object; Macros –A paper record

26. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall26 Print Macro Details Documenter dialog box

27. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall27 Print Macro Details Print Macro Definition dialog box

28. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall28 Create a PivotTable from a Query PivotTables used to –Organize, arrange, analyze, and summarize data Done in a meaningful manner –Display trends and patterns For large amounts of data

29. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall29 Create a PivotTable from a Query PivotTables display –Rows categorized by different values –Multiple column categories –Multiple calculated values Can pivot or rotate table –Swaps row and column contents

30. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall30 Create a PivotTable from a Query PivotTable based on fields chosen by user

31. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall31 Create a PivotTable from a Query Can sum PivotTable rows and columns Can filter PivotTable rows and columns Can remove and add PivotTable fields

32. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall32 Create a PivotTable from a Query Sum function added to PivotTable

33. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall33 Create a PivotTable from a Query PivotTable contents filtered

34. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall34 Create a PivotChart from a PivotTable PivotChart is a graphical view of PivotTable data Can create a PivotChart without a PivotTable –In this case, PivotTable automatically created

35. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall35 Create a PivotChart from a PivotTable PivotChart created from PivotTable: –PivotTable must contain calculated field

36. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall36 Covered Objectives Create a standalone macro with one action Add multiple actions to a standalone macro Create a macro group Associate a macro with an event Create an embedded macro

37. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall37 Covered Objectives Print macro details Create a PivotTable from a query Create a PivotChart from a PivotTable

38. with Microsoft Access 2010© 2011 Pearson Education, Inc. Publishing as Prentice Hall38 38 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall