automating tasks with macros

Automating Tasks with Macros Macro Essentials  A macro is a list of actions that happen when you run the macro.  Creating a Macro: − Choose Create  Macros & Code  Macro. − Choose first action in the Add New Action list. − Fill in the arguments for your action, using the text boxes that appear under it. Macro Essentials  Running a Macro: there are four ways to run a macro. − Run it directly by double-click its name in Navigation pane, Or, if the macro is open, choose Macro Tools | Design  Tools  Run. − Can trigger it using a keystroke. − Run it automatically when the database is first opened. − Attach macro to a form. Editing a Macro  Open macro in Design view − Change action arguments. − Reorder actions. − Add a new action. − Remove an action. − Add comments. Collapsing, Expanding, and Grouping Macro Actions  Collapsing, Expanding: by simply clicking the +/– button that appears to the left of the action name. − Collapsing: hide some of this information. − Expanding: Expand the action back into view.  Grouping Macro Actions: subdivide a single macro in sections that help you concentrate on the portion of the macro that interests you. Collapsing, Expanding, and Grouping Macro Actions  To create a group: − In the Add New Action list, choose Group. It’s the second entry. − Enter a group name. − Add actions to your group.  Every group starts with the group name and ends with the text “End Group”. In between are the actions of the group. Collapsing, Expanding, and Grouping Macro Actions  Example: Solving Macro Problems  These steps to use single-step debugging: − Open macro in Design view. − Choose Macro Tools | Design Tools ➝  Single Step. − Choose Macro Tools | Design Tools Run➝ ➝ − Click Step, Continue, or Stop All Macros, depending on what you want to do next. Managing Macros  To manage macros, can use the sub macro feature. − A sub macro is a small, named bundle of actions. − The nifty of sub macros is can put many sub macros into a single macro object. − Using sub macros, you can keep related functionality close together, easier time finding the macro you need. Managing Macros  To create sub macros: − Opening an existing macro − Choose Sub macro from the Add New Action list. − Or drag the Program Flow Sub macro action ➝ from the Action Catalog and drop it onto your macro − Either way create a new blank sub macro. [...]... box and continues with the next action after the If action Conditional Macros  Building a Condition: − Use the compare operators: =, , = − Logical operator: And & Or − Functions:  IsNull()  Len()  … Data Macros  Data Macros is a macro run when an event occurs in a table  Data macros respond to table events like create a record, edit a record, and send an email  Data macros support... choose the macro you want to use Conditional Macros  Conditional Macros: perform conditional actions − To create a conditional macro, need to use the If action:  Select the If action from the Add New Action list  Drag If action from the Program Flow section of the Action Catalog − The If action requires a single argument, which is a condition Conditional Macros  Here’s how it works: − If the condition... occurs in a table  Data macros respond to table events like create a record, edit a record, and send an email  Data macros support a different set of actions  Data macros can stick with database even when transfer it to another platform Data Macros  Table Events: Event Description Occurs just before Access commits an edit or inserts a new record If you need to distinguish between the two, you can Before... Control events: These events are the most useful They happen when you do something with a control − Section events: forms are divided into sections, each section has its own events − Form events: includes events that fire when the form is opened, closed, when move from one record to the next and an update Connecting Macros to Forms and Tables To see the list of events for a form’s different parts:...Managing Macros  Two ways to add a Sub macro: Configuring a Startup Macro  Macro AutoExec: − Macro automatically run when open database − Macro always include the actions like:  Opens a few important forms and reports  Imports data from another file  Runs a cleanup query − Macro name is AutoExec Connecting Macros to Forms and Tables  Understanding Events:... Access has finished inserting a new record After Update After Delete Occurs after Access has finished updating a record after an edit Occurs after Access has removed a deleted record from the table Data Macros  Example: Create a data macro that prevents a blank value for EmailAddress: − Open table in Datasheet view − Choose Table Tools  Table  Before Events  Before Change − Add the actions you need: . Automating Tasks with Macros Macro Essentials  A macro is a list of actions that happen when you run the macro.  Creating a Macro: − Choose Create  Macros & Code . All Macros, depending on what you want to do next. Managing Macros  To manage macros, can use the sub macro feature. − A sub macro is a small, named bundle of actions. − The nifty of sub macros. sub macros into a single macro object. − Using sub macros, you can keep related functionality close together, easier time finding the macro you need. Managing Macros  To create sub macros: