1. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam WFM 5201: Data Management and Statistical Analysis Akm Saiful Islam Lab-2: Working with Microsoft Access 97 June, 2008 Institute of Water and Flood Management (IWFM) Bangladesh University of Engineering and Technology (BUET)

2. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Main Topics Building a Database Working with Data Using Forms Creating an Application WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

3. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building a Database Conceptual data design  E-R model Creating tables  Reducing E-R model to tables  Creating tables in MS Access 97 Modifying database design  Deleting and renaming tables  Modifying fields within a table WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

4. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam E-R Model Entity sets Relationship sets keys Mapping constrains Entity Relationship Key Attribute N1 WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

5. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Reducing E-R Model to Tables Strong entity sets  Loan (loan-number, amount) Weak entity sets  Payment (payment-number, pay-date, pay-amount) Relationship sets  Redundancy of tables (links weak and strong entity) Loan-Payment (loan-number, payment-number)  Combination of tables (many-to-one) Branch(name, location)---has---account(account-number, amount) WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

6. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating tables in MS Access 97 1. Create a blank database (courses), click New to create a new table. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

7. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating tables in MS Access 97 2. Choose the Design View and click OK. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

8. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating tables in MS Access 97 3. Input the Fields Names, Descriptions, and select Data Types. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

9. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating tables in MS Access 97 4. Define the primary key. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

10. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating tables in MS Access 97 5. Add indexes. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

11. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating tables in MS Access 97 6. Input Index Name, choose Field Name and Sort Order. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

12. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating tables in MS Access 97 7. Save the table. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

13. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Deleting and Renaming Tables Right-click the mouse on the table name that you want to delete or rename. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

14. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modifying Fields within a Table Changing field name  Open the table in Design View and change the field name WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

15. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modifying Fields within a Table Inserting and deleting fields  Open the table in Design View, use the toolbar or menus. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

16. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modifying Fields within a Table Copying fields  Open the table in Design View, use the Edit menu. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

17. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modifying Fields within a Table Moving fields  Open the table in Design View, drag and drop the row selector. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

18. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Working with Data Using Datasheets  view, change, sort and search data Creating and using queries  Select queries  Action queries Importing, linking and exporting data  ODBC (Open Database Connectivity) SQL WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

19. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Using Datasheets View data WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

20. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Using Datasheets Changing data (adding, modifying, copying, deleting) WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

21. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Using Datasheets Modifying datasheet format  Using the Format menu, you can: Selecting fonts Changing row height and column width Moving columns Hiding and showing columns freezing columns Removing gridlines WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

22. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Using Datasheets Sorting and searching data  Sorting using toolbar and searching using Find... in Edit menu WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

23. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Select Queries  1. Switch to the Queries folder. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

24. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Select Queries  2. Open a new query in Design View. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

25. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Select Queries  3. Choose the table(s) used to create the query.

26. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Select Queries  4. Select the display fields of the query and input the selection criteria. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

27. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Select Queries  5. Save the query. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

28. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Select Queries  6. Double-click the query name or use Open to run the query. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

29. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Action queries  Update Query  Append Query  Delete Query  Make-Table Query Example:  Create an update query WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

30. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Create an update query  1. Create an select query with the criteria of the update query. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

31. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Create an update query  2. Convert the select query to update query. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

32. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating and using queries Create an update query  3. Specify how you want the data changed. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

33. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing, linking and exporting data ODBC (Open Database Connectivity)  Create a new ODBC data source Importing Linking Exporting WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

34. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam ODBC ODBC (Open Database Connectivity) is a SQL database interface developed by Microsoft. It allow one database product that “speaks” SQL be able to “talk” to other database product that understand SQL. With ODBC, Microsoft Access can import (copy in) or link (connect to) data that is in text files, spreadsheets, other Access database, dBASE, Paradox, Microsoft FoxPro, and other SQL database that support ODBC. Microsoft Access can also export (copy out) data from Access tables to the databases, spreadsheets, Web pages, or test files of other application. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

35. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a New ODBC Data Source 1. Open the control Panel, and click the 32bit ODBC. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

36. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a New ODBC Data Source 2. In the User DSN folder, choose Add… to add your new data source. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

37. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a New ODBC Data Source 3. Select the driver for the new data source. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

38. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a New ODBC Data Source 4. Input the data source name and create the database. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

39. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Create a New ODBC Data Source 5. A new user data source forCS485 is added. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

40. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing Data Importing dBASE files Importing Paradox files Importing FoxPro files Importing spreadsheet files Importing text files Importing Access objects Importing SQL tables WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

41. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing Data Importing dBASE files, Paradox files, FoxPro files  1. Open the database to import the file.  2. Choose the Get External Data from the File menu, then choose the Import submenu.  3. In Import dialog box, select the appropriate file type and file name.  4. Click the Import button to import the file.  5. Access responses with a message box that informs the result of the importing procedure (i.e., successfully imported ‘xxxxx’).  6. Click the OK button to confirm the import procedure. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

42. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing Data Importing spreadsheet  Steps 1-4 are the same as previous one.  5. An Import Spreadsheet Wizard dialog box is popped up. Simply follow the instruction of the wizard to finish specifying the detail of the table (i.e., choose whether first row contains column heading, select index and key, etc.).  6. Access responses with a message box that informs the result of the importing procedure.  7. Click the OK button to confirm the import procedure. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

43. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing Data Importing text files  Steps 1-4 are the same as previous one.  5. An Import Text Wizard dialog box is popped up. Simply follow the instruction of the wizard to finish specifying the detail of the table (i.e., choose whether the data format is delimited or fixed width, whether first row contains column heading, to import to an existing table or a new table, etc.).  6. Access responses with a message box that informs the result of the importing procedure.  7. Click the OK button to confirm the import procedure. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

44. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing Data Importing Access objects  Steps 1-4 are the same as previous one.  5. An Import Objects dialog box is popped up. Choose the object to be imported and confirm the importing procedure. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

45. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing Data Importing SQL tables WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

46. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Linking Data Linking dBASE files Linking Paradox files Linking FoxPro files Linking spreadsheet files Linking text files Linking Access objects Linking SQL tables WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

47. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Importing vs. Linking Importing  File is relatively small.  Data is not changed frequently by users of other database application.  Data need not to be shared with other database application.  Best performance is desired. Linking  File is large (i.e., larger than maximum capacity of local Access database [1 GB]).  Data is changed frequently by users of other database application.  Data need to be shared over network with other database applications.  Performance does not matter. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

48. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Exporting Data Exporting to dBASE file Exporting to Paradox files Exporting to FoxPro files Exporting to spreadsheet files Exporting to text files Exporting to Access objects Exporting to SQL tables Exporting to a web page WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

49. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam SQL In Microsoft Access, you can use SQL to:  create tables  build select queries  build append queries  build delete queries  build update queries WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

50. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam SQL 1. Open a new query in design view. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

51. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam SQL 2. Close the Show Table Dialog box without adding any table. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

52. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam SQL 3. Switch the query to SQL View. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

53. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam SQL 4. Write the SQL statement and save the query. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

54. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Using Forms Forms are the primary interface between users and Microsoft Access application. Using Forms in Microsoft Access, you can:  Displaying and editing data  Controlling application flow  Accepting input  Displaying message  Printing information WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

55. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Using Forms Building forms  Building forms from scratch  Building forms using Form Wizard  Advanced form design WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

56. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building Forms from Scratch 1. Open a new form in Design View. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

57. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building Forms from Scratch 2. Use the tools in the Toolbox to set the layout of the form. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

58. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building Forms from Scratch 3. Add the command buttons. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

59. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building Forms from Scratch 4. Set the properties of the controls (i.e., specify the event procedure of On Click for the Search button) and save the form. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

60. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building Forms using Form Wizard 1. Open a new form using Form Wizard. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

61. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building Forms using Form Wizard 2. Select the fields to be displayed on the form. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

62. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Building Forms using Form Wizard 2. Follow the instructions to select the layout (i.e., Columnar) and style (i.e., Stone) of the form. 3. Specify the name and save the form. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

63. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design Basing a form on a multiple-tables query Creating Multiple-page forms Creating and embedding subform Linking forms with a command button  Example: a simple search on Course and Faculty tables A main form (search) used to input the search condition. A second form (results) used to display the the result of the search. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

64. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 1. Create a query (used for the results form) based on the course and faculty tables. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

65. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 2. Create a new form as the results form, specify the query created in step 1 as the data source of the form. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

66. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 3. Set the layout of the form. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

67. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 4. Set the properties of the form and controls, and save the from. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

68. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 5. Build the main form (refer to Building Forms from Scratch). WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

69. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 6. Write the event procedure for the Search and Close button.  Search /* check input and form the search condition */ If Not IsNothing(Me!FID) Then searchCondition = " FID = " & Me!FID … /* open the subform results with the desired search condition */ DoCmd.OpenForm FormName:="results", whereCondition:=searchCondition …...  Close DoCmd.Close WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

70. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 7. Save the main form and run it. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

71. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Advanced Form Design 8. The form results is shown after click the Search button. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

72. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating an Application Macros  Creating Macros  Automating applications with Macros VBA (Visual Basic Application)  Visual Basic in MS Access  Automating applications with Visual Basic WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

73. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Macros Using macros in MS Access, you can:  Open any table, query, form, or report in any available view.  Rename any objects in the database.  Execute other macros or VBA functions.  Emulate keyboard actions and supply input to system dialog boxes.  Execute any command on any Access menu.  Display informative message or sound a beep to draw attention.  Send the data from a table, query, form or report to an output file.  …... WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

74. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating Macros 1. Switch to the Macros folder. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

75. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating Macros 2. Open a new Macro. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

76. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating Macros 3. Select the Action, and input the Condition and Comment. Input or choose the Action Arguments, and save the macro. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

77. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Creating Macros 4. Run the macro. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

78. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating Applications with Macros Example: A database startup routine  Display a Welcome message when the database application start up.  Next open a form that used to display course information of CS department.  Display the information of course cs485 as default view. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

79. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating Applications with Macros Example: A database startup routine  1. Create a new macro. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

80. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating Applications with Macros Example: A database startup routine  2. Specify the actions of the startup routine. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

81. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating Applications with Macros Example: A database startup routine  3. Save the macro as Autoexec. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

82. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating Applications with Macros Example: A database startup routine  4. Open the database that contains the macro Autoexec. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

83. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Visual Basic in MS Access Modules  Module Objects  Forms or Report Modules VBA Debug Tools  Setting Breakpoints  Using Debug Window Collections and Objects WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

84. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modules Module Objects WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

85. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Modules Forms or Report Modules WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

86. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam VBA Debug Tools Setting Breakpoints WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

87. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam VBA Debug Tools Using Debug Window WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

88. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Collections and Objects Collections  Forms Collection, Reports Collection, Modules Collection Objects  Forms, Reports, Module Forms![search]  Controls Me![FID]  DoCmd, Screen DoCmd.OpenForm FormName:="results", whereCondition:=searchCondition  Database, RecordSet Dim db As Database | Set db = CurrentDb() Dim rcds As RecordSet | Set rcds = db.OpenRecordSet(“queryName”) WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

89. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating applications with Visual Basic Example: A public function that checks user inputs of a form Function IsNothing(v As Variant) As Integer IsNothing = True Select Case VarType(v) Case vbEmpty Exit Function Case vbNull Exit Function Case vbBoolean If varToTest Then IsNothing = False Case vbByte, vbInteger, vbLong, vbSingle, vbDouble, vbCurrency If v <> 0 Then IsNothing = False Case vbDate IsNothing = False Case vbString If (Len(v) <> 0 And v <> " ") Then IsNothing = False End Select End Function WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

90. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating applications with Visual Basic Example: Get search conditions from user input WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

91. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Automating applications with Visual Basic Example: Use SQL query to check result before display the form WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam

92. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful IslamDr. Akm Saiful Islam Macros vs. VBA Macros  Don’t need to trap errors  Application consists of only a few forms.  Defining alternative actions for certain keystrokes.  Creating a startup routine that runs when the database opens. VBA  Need to discrete error handling.  Define new functions.  Handle events that pass parameters or accept return values.  Create new objects (tables, queries, forms…) from application code  Directly call Windows API functions.  Manipulate data in a recordset on a record-by-record basis. WFM 6103: hydrologic Information System © Dr. Akm Saiful IslamDr. Akm Saiful Islam