Microsoft Access Programmer Milwaukee, Wisconsin

Microsoft Access - Data Manipulation For Programmers

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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.

Manipulating Microsoft Access Data

When working with sets of records, you want to ensure that all processing finishes successfully before the Access Database Engine permanently updates your data. Macros don't enable you to protect your data with transaction processing. Using the BeginTrans, CommitTrans, and Rollback methods, you can make sure that the Access Database Engine updates your data only if all parts of a transaction finish successfully. Transaction processing, if done properly, can substantially improve your application's performance because no data is written to disk until the process is finished. Transaction processing and its benefits are covered in Alison Balter's Mastering Access 2002 Enterprise Development.

Using Macros In Microsoft Access

With Access macros, you can't create or modify database objects at runtime. Using VBA, you can create databases, tables, queries, and other database objects; you can also modify existing objects. There are many practical applications of this capability to create or modify database objects (discussed in more detail in Chapter 15). When users are able to build queries on the fly, for example, you might want to give them the capability to design a query by using a front-end form that you provide. You can also enable users to store the query so that they can run it again later.

Microsoft Access - Using Visual Basic For Applications (VBA)

VBA also makes it easier for you to write code libraries of reusable functions, design and debug complex processes, and even write your own add-ins. If you're developing even moderately complex applications, you want to be able to create generic function libraries that can be used with all your Access applications. Doing this using macros is extremely difficult, if not impossible.

Many powerful functions not available within the VBA language are available as part of Windows itself. The Windows API (Application Programming Interface) refers to the nearly 1,000 Windows functions that Microsoft exposes for use by Access programmers. You can't take advantage of these functions from an Access macro. However, by using VBA code, you can declare and call these functions, improving both the performance and functionality of your applications. Chapter 25, "Exploiting the Power of the Windows API," covers the Windows API.

DDE and Automation In Access

Both DDE and Automation technology enable you to communicate between your Access applications and other applications. Although DDE is an older technology than Automation, it's still used to communicate with a few applications that don't support Automation. Automation is used to control Automation server applications, such as Excel and Project, and their objects (all Microsoft Office applications are Automation servers). Automation is covered in Chapter 24, "Automation: Communicating with Other Applications."

Although macros in Microsoft Office Access 2007 are significantly more powerful than macros in previous versions of Access (see Chapter 7, "What Are Macros, and When Do You Need Them?"), it is best to use a combination of both macros and VBA for developing complex solutions. If you would ever like to convert a macro to VBA code, a Save As menu option is available when saving an existing macro.

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Author Attribution

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

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Expert Microsoft Access Programmer Milwakee, WI

When your Milwaukee business needs database expertise that truly understands business database development, call MS Access Solutions at (323) 285-0939.

For over a quarter century, we've been programming custom Microsoft Access database applications that help organizations, like yours, transform their data management. Our specialized knowledge of both Microsoft Access and SQL Server environments allows us to tackle projects that other are too complex for many programmers.

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Milwaukee Access Database Services

Our technical capabilities span from enterprise-level development to fixing smaller specific problems:

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• Implement automated data validation to ensure information accuracy across your organization
• Restore functionality to corrupted forms that prevent proper data entry
• Reconstruct broken reports to display accurate information with professional formatting
• Troubleshoot and repair non-functioning macros that disrupt workflow automation
• Optimize slow-performing queries to dramatically improve response times
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We understand Milwaukee businesses need practical solutions, not technical jargon. Our approach combines deep technical knowledge with clear communication, ensuring you get database systems that truly work for your specific needs.

Whether you're looking to build a custom comprehensive database system or need to revitalize an existing Access application that's no longer meeting your needs, our team brings the right combination of technical skill and business understanding to every Microsoft Access project.

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Find out more about our programming services on the Microsoft Access Programmer Charleston, West Virginia web page.

Using Macros In Microsoft Access

Macros in Microsoft Access provide a way to automate repetitive tasks without writing VBA code. They allow users to perform actions such as opening forms, running queries, and validating data entry. While VBA offers more flexibility, macros are a simpler, structured approach to automation within an Access database.

How Access Macros Work

Macros consist of a series of predefined actions executed in sequence. Each action represents a specific task, such as applying a filter or sending an email. Macros are stored within the database and can be triggered by events such as button clicks, form loads, or data entry.

There are two main types of macros:

• Standalone Macros: Created as separate objects in the database, these can be called from multiple locations.
• Embedded Macros: Attached directly to form and report controls, executing only within that specific context.

Why Macros Are Important

Macros provide a way to add functionality to an Access database without requiring programming skills. They help automate user interactions, enforce business rules, and reduce manual errors. Because they are built using predefined actions, they are generally more secure than VBA, especially in environments where running VBA code is restricted.

Best Practices For Writing Microsoft Access Macros

• Use Meaningful Names: Clearly label macros to indicate their purpose, making them easier to manage.
• Keep Macros Modular: Break complex operations into smaller macros to improve maintainability.
• Leverage Conditions: Use If blocks to control execution flow and handle different scenarios.
• Minimize Data Entry Errors: Validate user input using the SetWarnings and MessageBox actions.
• Use Error Handling: Include error-handling actions like OnError to prevent unexpected failures.

Essential Microsoft Access Macro Actions

Access macros support a variety of actions that perform specific tasks:

• OpenForm: Displays a form with optional filtering.
• RunSQL: Executes SQL statements, such as updating or inserting records.
• SetValue: Updates field values in forms and tables.
• SendObject: Sends an email with an attachment.
• MsgBox: Displays alerts or instructions to users.

When To Use Macros Instead Of VBA

Macros are ideal when security, ease of use, and maintainability are priorities. They work well for automating simple tasks, enforcing data integrity, and streamlining user interactions. VBA is the better choice when more advanced logic, looping, or interaction with external applications is needed.

Advanced Macro Features

Access provides several advanced features to enhance macros:

• Data Macros: Automate table-level events, such as updating related records when a record is inserted or deleted.
• Temporary Variables: Store values during macro execution for use in calculations or conditional logic.
• Embedded SQL: Execute SQL statements within macros to modify data dynamically.

Optimizing Macros for Performance

• Limit Screen Refreshes: Use Echo and SetWarnings actions to reduce unnecessary updates.
• Optimize Queries: Ensure queries executed by macros are indexed and structured efficiently.
• Avoid Excessive Nested Macros: Too many layers of embedded macros can make troubleshooting difficult.

Security Considerations

Macros operate within Access’s sandbox mode, preventing harmful operations. However, care should be taken when using macros that interact with external files or execute SQL statements. Running macros from trusted sources and using Access's built-in security settings can help prevent unauthorized modifications.