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Microsoft Access Macros - Tips

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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.

Running An Access Macro

You have learned quite a bit about macros but haven't yet learned how to execute them. This process varies depending on what you're trying to do. You can run a macro from the Macro Design window or by double-clicking the macro in the Macros Group of the Navigation Pane, triggered from a Form or Report event, or invoked by selecting a custom ribbon button. The first three methods are covered in the following sections, but invoking a macro from a custom ribbon is covered in Chapter 23, "Working with and Customizing Ribbons."

Running a Macro From The Macro Design Window

A macro can be executed easily from the Macro Design window. Running a macro without subroutines is simple: Just click Run in the Tools group of the Design tab. Each line of the macro is executed unless conditions have been placed on specific macro actions. After you click the Run button of mcrOpenClients (shown in Figure 7.12), the frmClients form is opened.

From Macro Design view, you can run only the first subroutine in a macro. To run a macro with subroutines, click Run from the Tools group on the Design page to execute the first subroutine in the macro. As soon as the second macro name is encountered, the macro execution terminates. The section "Triggering a Macro from a Form or Report Event," below, explains how to execute subroutines other than the first one in a macro.

Running A Macro From The Macros Group Of The Navigation Pane

To run a macro from the Macros group of the Navigation Pane, follow these two steps:

1. Scroll down to the Macros group in the Navigation Pane. If the Macros group does not appear in the Navigation Pane, you will need to select All Access Objects from the Navigation Pane drop-down and then expand the Macros group.


2. Double-click on the name of the macro you want to execute, or right-click the macro and select Run.

Triggering a Macro from a Form or Report Event

Chapter 9, in Mastering Microsoft Office Access 2007 Development, "Objects, Properties, Methods, and Events Explained," introduces the concept of executing code in response to an event. Here, you learn how to associate a macro with a command button.

The form illustrates how to associate a macro with the Click event of a form's command button. Four steps are needed to associate a macro with a Form or Report event:

1. Select the object you want to associate the event with. In the example, the cmdCheckGender command button is selected.


2. Open the property sheet and click the Event tab.


3. Click the event you want the macro to execute in response to. In the example, the Click event of the command button is selected.


4. Use the drop-down list to select the name of the macro you want to execute. If the macro has macro names, make sure you select the correct macro name subroutine. In the example, the macro mcrPersonalInfo and the macro name CheckGender have been selected. There is a period between the name of the macro and the name of the macro name subroutine. The period is used to differentiate the macro group (mcrPersonalInfo, in this case) from the macro name (CheckGender, in this example).

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Author Attribution

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

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Use Proper Table Design And Normalize Your Data

Microsoft Access is a powerful tool for managing data, but manually executing repetitive tasks can be time-consuming. That’s where macros come in. With the right approach, you can automate processes, reduce errors, and boost productivity. Let’s explore the best practices for using macros effectively in Microsoft Access.

Understand The Basics Of Macros

Before diving into complex automation, ensure you grasp the fundamentals of macros in Access. Macros allow you to automate tasks like opening forms, running queries, and modifying data. There are two main types:

• Standalone Macros: Used for global automation across the database.
• Embedded Macros: Attached to form and report events, executing actions automatically.

Keep Your Macros Organized

Disorganized macros can lead to confusion and troubleshooting headaches. To keep them structured:

• Use meaningful names that describe the macro’s function (e.g., Auto_OpenReport instead of Macro1).
• Group related actions within a single macro instead of creating multiple scattered macros.
• Document each macro's purpose and expected outcome.

Use Conditional Logic for Smarter Automation

Macros can be more than just simple action sequences—they can respond to conditions dynamically. Use If statements to control the flow:

• Run actions based on user inputs or form states.
• Use message boxes to alert users before executing key macros.
• Prevent errors by adding validation checks before processing records.

Secure Your Macros For Data Integrity

Automation should enhance efficiency, not introduce risks. Protect your macros with these steps:

• Restrict macro execution permissions to prevent unauthorized modifications.
• Use error-handling mechanisms to prevent unexpected crashes.
• Test macros on a backup database before deploying changes.

Transition To VBA For Advanced Automation

While macros are great for basic tasks, VBA (Visual Basic for Applications) provides more flexibility for complex automation. If macros no longer meet your needs:

• Convert macros to VBA using the built-in Access conversion tool.
• Write custom functions for detailed control over automation processes.
• Leverage VBA to interact with external applications like Excel and Outlook.

Get The Best Microsoft Access Programmer For Your Business Database

When you need a Microsoft Access programmer for your Fort Worth, Texas business, organization, or agency, call MS Access Solutions at (323) 285-0939 for your FREE consultation.