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Reports, Macros, And Modules

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The material below originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission. There may be references to "Figures" or "Chapters" that are not reprintable and are not used on this page.

Reports: Turning Data into Information

Forms enable you to enter and edit information, but with Reports, you can display information, usually to a printer. Figure 1.12 shows a report in preview mode. To preview any report, right-click the report in the Navigation Pane and select Print Preview, or double-click the report you want to preview. Notice the colors in the report, as well as other details, such as the shaded area for the column headings. Like forms, reports can be elaborate and exciting, yet can contain valuable information. Figure 1.12. This preview of the Quarterly Sales Report displays information in the report. If you haven't guessed yet, you can view reports in Design view, as shown in Figure 1.11. To view the design of any report, right-click the report in the Navigation Pane and select Design View.

Just as a form can contain subforms, a report can contain subreports. Chapter 6, "What Every Developer Needs to Know About Reports," and Chapter 11, "Advanced Report Techniques," cover reports. I also cover them throughout the book as they apply to other examples. Macros: A Means of Automating Your System Macros in Access aren't like the macros in other Office products. You can't record them, as you can in Microsoft Word or Excel, and Access does not save them as Visual Basic for Applications (VBA) code. With Access macros, you can perform most of the tasks that you can manually perform from the keyboard, menus, and toolbars. Macros enable you to build logic into your application flow.

Microsoft Access Macros

Available in Microsoft Office Access 2007 are embedded macros. Instead of appearing in the Navigation Pane as a separate object, an embedded macro is part of the object to which it is associated. When you modify an embedded macro, it does not affect any other macros or objects in the database. Because you can prevent embedded macros from performing certain potentially unsafe operations, they are trusted.

To run a macro, select Macros from the Navigation Pane, right-click the macro you want to run, and then click Run. Access then executes the actions in the macro. To view a macro's design, right-click the macro in the Navigation Pane and select Design View. The macro pictured in Figure 1.13 has four columns. The first column enables you to specify a condition. The action in the macro's second column won't execute unless the condition for that action evaluates to True. The third column shows you the arguments for that line of the macro, and the fourth column lets you document the macro.

In the bottom half of the Macro Design window, you specify the arguments that apply to the selected action. In Figure 1.13, the selected action is OpenForm, which accepts six arguments: Form Name, View, Filter Name, Where Condition, Data Mode, and WindowMode.

Modules: The Foundation to the Application Development

Process Modules, the foundation of any application, let you create libraries of functions that you can use throughout your application. You usually include subroutines and functions in the modules that you build. Functions always return a value; subroutines do not. By using code modules, you can do the following: Perform error handling Declare and use variables Loop through and manipulate recordsets Call Windows API and other library functions Create and modify system objects, such as tables and queries Perform transaction processing Perform many functions not available with macros Test and debug complex processes Create library databases.

These are just a few of the tasks you can accomplish with modules. To view the design of an existing module, right-click the module you want to modify in the Navigation Pane and click Design View to open the Module Design window.

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Author Attribution

The preceding material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with author's permission.

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Microsoft Access 2024 Enhancements

Microsoft Access 2024 introduces a range of upgrades designed to optimize database management and user efficiency. Key features include:

• Access Dataverse Connector: This feature enables seamless integration with Microsoft's Power Platform, facilitating cloud-based storage and mobile solutions. Users can now migrate Access data to Dataverse, enhancing collaboration and accessibility across platforms.


• Microsoft Edge Browser Control: Incorporating the Edge browser control allows embedding web pages directly into Access forms. This integration enriches user interaction by enabling real-time data display and web content access within database applications.


• Large Address Aware (LAA): The 32-bit version of Access now supports Large Address Aware, increasing the addressable memory space from 2 GB to 4 GB on 64-bit Windows systems. This enhancement is particularly beneficial for complex applications requiring more memory resources.


• Digital Signature Support: Developers can now sign databases and VBA code, ensuring that only trusted code runs within the application. This feature bolsters security by preventing unauthorized code execution.


• Enhanced SQL View Access: A new option allows users to open queries directly in SQL View from the Navigation Pane. This streamlines the development process by reducing the steps needed to edit SQL code.


• Suppress Linked Table Warnings: Users now have the option to disable warnings when opening linked tables in Design View, minimizing interruptions and enhancing workflow efficiency.


• Increased Resource Limits: The maximum number of open tables has been doubled to 4,096, and available connections increased to 512. This expansion supports larger and more complex databases, accommodating the needs of advanced users.