Improving the Workplace in Microsoft Office

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Improving the Workplace
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record for data entry can be assigned to the On Click event property of a command button on a switchboard or other form When you click the button, the macro executes The process of using macros to automate an application is a simple one, composed of these steps: 1 Create and save the macro 2 Open the form or report to which the macro applies and select the specific control 3 Open the property sheet for the control and click the Event tab 4 Click the desired event property and choose the macro name from the drop-down list 5 Save the form or report and switch to Form view or Print Preview to try it Macros are individual Access objects listed in the Macros tab in the Database window Once you create and save a macro, it s available for attaching to an event property of any object in your database Not all macro actions are appropriate for all objects, however, just as not all events occur to all objects For example, if you create a macro that opens a form, you would probably attach it to the On Click event property of a command button or an option group, but not to a control in a report The section Choosing Actions describes categories of macro actions and how they re used
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NOTE Access macros are quite different from the recorded macros you might have used in other
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programs Access doesn t record keystrokes in a macro Macros in Access are more like a programming language in which the actions are the commands You select specific actions from a list of more than 50 predefined actions and add the action arguments
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Creating a Macro
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The first step in creating a macro is to design the macro carefully by listing the actions you want performed when the event occurs Each action might require specific arguments or need to be performed only under certain conditions Next, verify you re choosing the right event for the macro to respond to Refer to 18 for information about events and when they occur When you complete the planning and design of the macro action list, you re ready to open the Macro window
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Touring the Macro Window
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To start a new macro, click New in the Macros tab of the Database window The Macro window opens, showing a blank macro The drop-down list in the Action column (see Figure 19-1) contains a list of actions from which to choose Entries in the Comment column are optional, but highly recommended as a reminder of what the macro is meant to accomplish
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TIP Comments are especially useful because macros are stored as separate objects, not linked with a
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particular form or report The comments can explain how the macro is used and to which events it s attached This can be important if you rename the macro You need to find all the references to the macro and change the name there, as well
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19:
Automating with Macros
FIGURE 19-1
Working in the Macro Design window
Once you select an action from the list, the lower pane displays the associated arguments Some are required, while others are optional, depending on the action The Macro window toolbar has some new buttons and new menu commands:
Macro Names Insert Rows Run
Conditions
Delete Rows
Single Step
The Macro Names button adds the Macro Name column to the macro sheet
Also use View | Macro Names
The Conditions button adds the Condition column to the macro sheet Also
use View | Conditions
The Insert Rows button inserts one or more blank rows in the grid above the
selected row If you select more than one row, that number of rows is inserted Also use Insert | Rows
The Delete Rows button deletes the selected row or rows Also use Edit |
Delete Rows
The Run button runs the macro Also use Run | Run The Single Step button runs the macro one action at a time and displays
intermediate information Also use Run | Single Step
Part III:
Improving the Workplace
The lower pane is called the Action Arguments pane and it displays information about the current row of the macro The lower-right pane in the Macro window displays information about the currently active part of the macro sheet For example, in Figure 19-1, the first row is selected and the message Enter an action in this column is displayed in the information pane As you work in the macro sheet, the pane shows other information and comments
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