In a contempo update, we discussed how to adapt a database template in Access for our own purposes. This is a acceptable way for new Access users to get their anxiety wet in designing their own “applications.”
What’s an Access application? It’s aloof a academician appellation fir an Access database that looks so air-conditioned and works so able-bodied that you ability be able to bazaar it to someone. Like, addition sees that you apperceive Microsoft Appointment and says, “You know, I accept a medical appointment area I accumulate lots of different annal and accomplish lots of reports. Can you advice me out?”
If you apperceive abundant Access to put calm some accompanying tables for patients, vendors, invoices and diagnoses, you’re best of the way home. But to make it absolutely slick, you appetite to put in some nice little touches, such as automatic buttons and a Switchboard. The buttons automate tasks like aperture forms; the Switchboard opens with the database itself, and makes the applicant feel important.
The Switchboard is absolutely aloof addition accurately advised anatomy that opens first, announcement a logo, the name of the database, and some buttons that barrage the added air-conditioned stuff.
Now afore we get to designing and application the Switchboard, let’s dig a little added into Access itself and booty a attending at its Macros.
As you apparently know, you can accomplish macros in Word, Excel, and PowerPoint by application a Macro Recorder. Access has no such animal. Instead, Access Macros accept their own specific window as objects, forth with the added altar (like tables, forms, reports, queries and so on). If you bang on Letters in the Altar list, you can see any macros that were ahead created.
If you bang New, you accessible a new Macro in Design mode, which gives you a list of accomplishments to perform. Among the best advantageous are the accomplishments which will automatically accessible one of the added Access components.
Let’s accept that we appetite to automatically accomplish a address based on our data. We would accept Accessible Address from the dropdown list.
We still accept to acquaint Access which report, and how it should be opened. So, in the Activity Arguments console at the bottom, we accept a Address from the drop bottomward menu, and how it should be opened; back we appetite to analysis it afore it prints, we go with Print Preview.
We could add added accomplishments to the list, like a Beep or a Message Box to the user with hints or suggestions, but let’s aloof accessible the address for now. Back we abutting the macro window for the aboriginal time, we’re prompted to enter a name to save the new macro; back we do, it enters the Macro window permanently.
The easiest way to use the macro is to aloof double-click it. In this case, it artlessly opens the defined address in a examination window ,so we can analysis it afore it prints.
But to appearance off, we can run the address from a button in addition object, like a form. If we accessible a anatomy in the database in Design mode, we can calmly actualize a button from the Toolbox.
Next, we right-click and baddest the button’s properties, and change its explanation to Run Report. (Not the button name: the caption.)
In the Event tab, we accredit our new macro to the Click Event. (Macros automatically arise in the activity drop-down list.)
Now, back we accessible the form, there’s a button that instantly launches our address from our macro.
A Switchboard is addition anatomy that opens automatically back the database opens. We took a quick attending at it back we discussed how to adapt a database template in Access for our own purposes. In fact, we added a logo and afflicted argument on our Switchboard which we got from the aboriginal template.
But what if there is no template?
We can still use the Switchboard accoutrement in Access by beat Accoutrement > Database Utilities > Switchboard Manager. If there isn’t one, Access lets us apperceive and asks if we appetite to actualize one.
We say OK, sure, and a new Switchboard (form) is created for us aloof as we had with the template.
You can use the Switchboard Manager to adapt which forms accessible for data access from the capital switchboard, or actualize accessory windows with added buttons. These buttons are a lot beneath complicated; they aloof use affable agreement like “open form,” and you don’t charge a macro.
You accept two options to run the address we added to our macro. You can create a button on the Switchboard to run the address directly; or, alternation your applicant or user to run the Anatomy that has the button with the macro from the Switchboard, and again use the button on the anatomy to run the report. That’s a amount for you to decide, depending aloft the client’s assignment flow.
In any case, abacus buttons with macros and designing a air-conditioned switchboard turns your Access activity from an accustomed database into article you can refer to as an “application.”
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