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Programming Microsoft Access Macros

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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.

Although you may not prefer to use macros to develop the routines that control your applications, macros in Access 2007 play a major role in the development process. Available in Microsoft Office Access 2007 are embedded macros. Rather than 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. In addition to their other benefits, using Access 2007 macros can often help you get started with developing applications—because these macros can be converted to VBA code. This means you can develop part of your application using macros, convert the macros to VBA code, and then continue developing your application. Although I don't recommend this approach for serious developers, it offers a great jump-start for those new to Access or Windows development in general.

Learning the Basics of Creating and Running a Macro

To create a macro, click to select the Create tab. Then select Macro from the Other group. The Macro Design window shown in Figure 7.1 appears. In this window, you can build a program by adding macro actions, arguments, names, and conditions to the macro.

Macro actions are like programming commands or functions. They instruct Access to take a specific action, for example, to open a form. Macro arguments are like parameters to a command or function; they give Access specifics on the selected action. For example, if the macro action instructs Access to open a form, the arguments for that action tell Access which form should be opened and how it should be opened (Form, Design, or Datasheet view or Print Preview). Macro names are like subroutines, and several subroutines can be included in one Access macro. Each of these routines is identified by its macro name. Macro conditions allow you to determine when a specific macro action will execute. For example, you might want one form to open in one situation and a second form to open in another situation.

Macro Actions

As mentioned previously, macro actions instruct Access to perform a task. You can add a macro action to the Macro Design window in several ways. One method is to click in a cell in the Macro Action column and then click to open the drop-down list. A list of all the macro actions appears. Select the one you want from the list, and it's instantly added to the macro. Use this method of selecting a macro action if you aren't sure of the macro action's name and want to browse the available actions.

After you have been working with macros for a while, you will know which actions you want to select. Rather than open the drop-down list and scroll through the entire list of actions, you can click a cell in the Action column and then start typing the name of the macro action you want to add. Access will find the first macro action beginning with the character(s) you type.

The OpenTable, OpenQuery, OpenForm, OpenReport, and OpenModule actions are used to open a table, query, form, report, or module, respectively. You can fill in all these actions and associated arguments quite easily with a drag-and-drop technique:

1. Scroll through the Navigation Pane until you see the object that you want to add to the macro.
2. Click and drag the object you want to open over to the Macro Design window. The appropriate action and arguments are automatically filled in.

Dragging and dropping a table, query, form, report, or module onto the Macro Design window saves you time because all the macro action arguments are automatically filled in for you. Notice in Figure 7.3 that six action arguments are associated with the OpenForm action: Form Name, View, Filter Name, Where Condition, Data Mode, and Window Mode.

Three of the arguments for the OpenForm action have been filled in: the name of the form (frmClients), the view (Form), and the window mode (Normal).

Author Attribution

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

When you need a Microsoft Access programmer for your Nashville TN business, call MS Access Solutions at (323) 285-0939. We have over 25 years experience in Microsoft Access programmer solutions. We create Access database applications for all sectors, consisting of hospitals, government agencies, the U.S. military, universities, agriculture, workers services, and insurance provider. We work with the most complex and challenging Microsoft Access and Access + SQL Server database programming for our business clients. We also provide programmer services for smaller projects, like fixing damaged Access database forms, broken MS Access reports, stalled Access macros, slow processing Access database applications, and corrupt or fractured Visual Basic for Applications (VBA) program code.

You can find more information about MS Access Solutions programmer services on the Microsoft Access Programmer Corpus Christi, Texas web page.

FAQ 1: What Are Microsoft Access Macros, and How Do They Work?

Question:

Microsoft Access macros are often mentioned as a way to automate tasks, but what exactly are they, and how do they function within an Access database?

Answer:

A macro in Microsoft Access is a built-in automation tool that allows users to execute a series of actions without needing extensive programming knowledge. Macros operate using a structured list of predefined actions, such as opening a form, running a query, or updating records.

Macros work through the Macro Designer, a user-friendly interface where you can choose from a set of predefined commands like "OpenForm," "SetValue," or "SendObject." Each action is associated with parameters that control how it behaves. For example, the OpenForm action specifies which form to open, its view mode, and optional filtering conditions.

Access macros can be categorized into two types:

• Standalone Macros – Stored as independent objects and can be triggered manually or by events.
• Embedded Macros – Placed inside form or report properties to execute automatically based on user interactions e.g., clicking a button).

Unlike VBA (Visual Basic for Applications), macros provide automation without requiring programming skills, making them ideal for users who want to simplify database operations without delving into coding. However, advanced users often prefer VBA due to its greater flexibility and logic-based capabilities.

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FAQ 2: What Are Some Common Uses of Macros in Microsoft Access?

Question:

What practical ways can macros be used in an Access database to improve efficiency and automate workflows?

Answer:

Macros are one of the most powerful tools in Microsoft Access for improving efficiency, automating repetitive tasks, and enhancing user experience. Some of the most common and practical uses of macros include:

• Opening Forms Automatically – A macro can open a form when a database starts or when a user clicks a button. For example, the AutoExec Macro runs automatically upon database launch to load a dashboard.
• Navigating Between Forms and Reports – Using macros like OpenForm and OpenReport, users can streamline navigation without manually locating database objects.
• Running Queries – Macros can execute queries to filter, sort, or update records instantly based on user input. This is useful for generating reports on demand.
• Automated Data Entry and Updates – The SetValue action allows macros to automatically fill in fields based on conditions, reducing manual errors.
• Sending Emails from Access – The SendObject macro can be used to send reports, tables, or forms as email attachments, making communication seamless.
• Custom Message Boxes – The MsgBox action can display alerts or confirmations before performing actions, ensuring users verify their choices.

By using macros, even non-technical users can add automation to their databases without needing VBA, making Access a more powerful business tool.

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FAQ 3: How Do Macros Improve Database Security and Reduce Errors?

Question:

Many Access users worry about data integrity and security. How can macros help reduce errors and improve database security?

Answer:

Microsoft Access macros contribute to data security and accuracy by automating processes that minimize human error, ensuring proper workflows, and restricting unauthorized actions. Here’s how macros enhance security and reduce database errors:

• Restricting Data Entry Errors – By using If-Then-Else conditions in macros, you can validate inputs before saving records. For example, a macro can prevent a user from entering duplicate customer IDs by checking existing records first.
• Automating User Permissions – Macros can control what data a user sees by automatically filtering content based on their access level. This prevents unauthorized modifications to sensitive records.
• Data Backup Automation – A macro can schedule automated backups of tables or export data to a secure location periodically, ensuring database safety.
• Preventing Unintended Deletions – The MsgBox action can prompt users with confirmation messages before deleting records, reducing accidental data loss.
• Logging User Actions – Macros can store log entries whenever a user edits or deletes records, creating an audit trail for accountability.

By leveraging macros, businesses can create a more secure and structured Access database, minimizing risks while improving operational efficiency.