1. Exploring Microsoft Office Access 2007
Chapter 10
Customizing a Database with Macros and Visual Basic for Applications
This chapters focus is on customizing a database.
Robert Grauer, Keith Mulbery, Maurie Wigman Lockley
Committed to Shaping the Next Generation of IT Experts.
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2. 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
The objectives for the chapter are:
Understand the purpose of macros in Access databases;
create embedded macros using Wizards;
create macros using the Macro Builder;
assign macros to events; and
use SQL conditions to control macro actions.
The objectives continue on the next slide.
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3. Copyright © 2008 Pearson Prentice Hall. All rights reserved.
Objectives
Understand Visual Basic for Applications (VBA)
Use the Visual Basic Editor
Create procedures
Declare and use variables
Manage data using SQL
Additional Objectives for the chapter are:
Understand Visual Basic for Applications (VBA);
use the Visual Basic Editor;
create procedures;
declare and use variables; are
manage data using SQL.
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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
Customization in Access is needed when additional functionality beyond the normal forms, reports, tables, and queries is required. This customization can only be gained through programming. Access provides two methods of customization. Visual Basic for Applications allows the user to create code for Access. Macros are an easier method than writing code and are good when you need to automate a task.
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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
Macros add functionality to a database. They allow users to customize repetitive tasks and to group multiple tasks into one package. Macros can be thought of as a simplified programming language. They are recyclable – create once and run an infinite number of times. There are two types of Macros in Access. Embedded – belongs to a single object or control; and standalone – used with more than one control. Recall that a control is an object in Access such as a textbox or list box. You can also create macro groups, which is a group of macros stored in a single macro object.
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6. Creating an Embedded Macro
Button
Command Button Wizard
To create an embedded macro, click the Design tab then click the button located on the Controls group, and the Command Button Wizard will begin.
Click Design tab
Click Button
Controls Group
Command Wizard begins
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7. 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
Follow these steps to create an embedded macro:
1. Choose the appropriate category;
2. Choose the action that you want to perform;
3. Click Next;
4. Select the object you wish to use;
5. Click Next.
Clicking Finish will result in no customization of the buttons (i.e., adding picture or title).
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8. Creating an Embedded Macro
Specify how the button should work open an object
Specify Text or graphic for the button
Next, specify the action to take when the form is opened. Keep in mind, that many of the screens in this wizard will vary according to the object you are working with. Example purposes for which a form can been used are in the Wizard. Then, specify pictures or text for the button. Click Next.
Specify action when form is opened
Screen varies by object and action
Specify text or graphic
Click Next
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9. Creating an Embedded Macro
Completed button
In the last dialog box of the Wizard, you will provide a name for the button. You may then click Finish and test your button to see if it works appropriately.
Finish
Provide a name for the button
Click Finish
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10. Creating Standalone Macros using the Macro Builder
To create a macro using the Macro builder, click the Create tab and Macro in the Other group. The Macro builder will launch.
Click the Create tab
Click Macro
Other group
Macro Builder launches
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11. Creating Standalone Macros using the Macro builder
2. Argument appears here
Select Action
1. Provide Argument
Select the appropriate action, such as opening a form or query. Then provide the argument for the action. The argument for opening a form would be the form name. You can provide the argument in the lower section of the Macro builder. After providing the argument, it will appear in the top pane in the Arguments section next to its related action.
Select Action
Provide Arguments when necessary
Value that provides information for action
Run or Close and Save macro
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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
An event is an action that is triggered by the user or system. To assign an event to a standalone macro, right-click the macro and select properties from the short-cut menu. Choose property and the Property Sheet will open. Click the Event tab. Choose the event you want to use to trigger the macro. The macro you are assigning the event to should automatically appear in the section to the right of the chosen action. However, if it does not, you may click the for down arrow and choose the macro you desire from the drop-down list.
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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
There are several different ways to run macros. You may click the Run button in Design view or double-click the macro in the navigation pane. Of course you can also click or perform the assigned action in Form, Report or Table view to execute the macro.
Navigation Pane
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14. 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
Structured Query Language, or SQL defines and process database queries. SQL is the industry standard query language and Microsoft Access SQL is Microsoft's version of SQL.
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15. 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
Clauses can be added to select statement in order to restrict or further define query results. The WHERE clause specifies which records to return based on a condition – where this is equal to that or where this is true or that is false. The ORDER BY clause sorts records in either ascending or descending order and according to the field you specify. TO sort in descending order, add the keyword desc after the field name you are sorting by.
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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
Visual Basic for Applications is a programming language that allows you to create/customize applications. It is a host application in that it resides in the specific Office application you are working with. The Visual Basic Editor is a text editor that provides workspace for writing/editing VBA procedures.
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17. Launching the Visual Basic Editor
VBA Editor
There are three ways to launch the Visual Basic Editor:
From the Macro group on the Database Tools tab;
From the Event Property of an object/control; or
By pressing Alt+F11
Three ways to launch editor
Macro group, Database Tools tab
Event Property of an object/control
Press Alt+F11
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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
Let’s review some VBA terminology:
A Comment explains the code’s purpose;
A Keyword is recognized as part of a language;
Syntax is rules for entering statements;
A Standard Module stores procedures used by events;
A Class module contains procedures for specific objects; and
Option Explicit helps eliminate common errors.
Terminology continues on the next slide.
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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
Additional VBA terminology includes:
An Event which is an action that triggers program instructions;
A Sub procedure that performs an action;
A Property procedure which creates or manipulates custom properties;
A Function procedure which performs an action and then returns a value;
A Public Procedure that is available to all objects; and
A Private Procedure that is only available to a specific object.
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Creating Procedures
Click Insert, Module
To create a procedure in VBA, select Insert form on the menu bar and click Module. The new module appears and is ready for you to type in your code.
New Module
Select Insert on menu bar
Select Module
New module opens
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21. Creating Sub Procedures
To create a Sub Procedure, you enter keyword Sub, enter the name of the procedure, enter a pair of parenthesis, and then enter End Sub.
Enter keyword Sub
Enter the name of the procedure
Enter a pair of parenthesis
Enter End Sub
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Decision Structures
If Cost <=75 then purchase = 2
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
Decision structures use relational operators to compare values in the programming statement and make a decision based on that comparison.
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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
A variable is simply a named storage location in memory. All variable have scope – which limits accessibility to the variable. In VBA, you can use three different scopes:
Local – available to a specific procedure;
Global – available to any procedure; or
Module-level – available to any procedure within a module.
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24. Naming and Dimensioning
Variable name
Data type
Dim strName as string
Dim intCost as int
Dim (dimension) variables before using
Use appropriate data type
Name variables logically
Use a meaningful name
Variable12 not meaningful
intQuantity meaningful
Before using a variable, you must name and dimension the variable. Follow good practice when naming a variable and make sure the name reflect what the variable will be used for. Standard convention says to use an abbreviated form of the data type before the variable name. In other words a variable that will be an integer data type will have the letters int before the variable name. You use the Dim keyword to begin the dimension statement that allows you to specify both the name and the data type of the variable.
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25. Assign Values to Variables
fname
lname
city
John
Doe
Valdosta
Memory
Storage location named fname
John = value
Written fname = “John”
Storage location named lname
Doe = value
Written lname= “Doe”
In the example, the first storage location is named fname. A value has been assigned to that storage location. The value is John. In VBA we would assign the value to the variable in this manner: fname=“John”. Notice that character values go inside quotation marks. The second storage location is named lname. The value stored in that location is Doe. We would assign this value to the lname variable in this manner: lname = “Doe”. How would you write the assignment statement for the last variable?
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Call a Procedure
Call to CloseForm Procedure
Sometimes, you may want a procedure to become active while you are in another procedure. You can invoke, or call, a procedure by using the keyword Call and the procedure name, or by using only the procedure name.
Call keyword or procedure name
Can be used to activate another procedure
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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
It may also be necessary to send the called procedure information (arguments). If this is so, the argument you want to send should be inserted into the parenthesis after the procedure name you are calling. The argument is then sent and “caught” inside the variable that is the argument for the procedure you are calling.
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Be sure to read the material in the text carefully, complete the exercises as directed by your instructor, and ask questions as they arise.
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