Automating with Macros in Microsoft Office

Encode PDF417 in Microsoft Office Automating with Macros

Automating with Macros
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To open a macro for modification, select the macro name in the Database window and click Design Use the Insert Rows and Delete Rows toolbar buttons or the Insert and Edit menu commands to add or delete actions You can also use the standard Cut, Copy, and Paste operations to edit a macro The Undo button is available to reverse the recent changes, as well
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TIP If the macro operates on important data, make a temporary copy of the data to work with
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during the modification process This way, if anything goes wrong, you haven t destroyed valuable information After making the changes to the macro, save it again If you save it with a different name, be sure to change all references to the macro accordingly
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Adding Conditions to a Macro
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When you want a macro to run only under specific circumstances, you can add a condition to one or more of the macro actions The macro condition states this effectively: If this condition is true, run this action If it is not true, go to the next action, if any This is a highly useful tool when programming an application You can use conditions to set values of controls or control properties and even run additional macros Such test comparisons aren t case sensitive Some examples of using conditions are the following:
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If the balance of an account is negative, change the color of the number to red If a student s grades are exemplary, print a congratulatory message If the inventory level of an item is low, display a message to remind you to reorder If the order exceeds a specific total, calculate the amount due with a volume discount
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NOTE Don t confuse the macro condition that determines whether the action takes place with the
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Where Condition that limits the records in the form or report The macro condition is entered in the Condition column of the macro sheet and the Where Condition is an argument of many macro actions Normally, a condition applies only to the action on the same row in the macro sheet If the condition isn t met, the next action is executed To continue the condition to the next action, enter an ellipsis ( ) in the Condition column of the next row You can apply the condition to several sequential actions
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TIP When you re debugging a macro, you can temporarily disable an action by entering False in
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the Condition column This can help to isolate the problem You can also use conditions to create an If Then Else structure in a macro This conditional logic runs one or more actions if the condition is met and a different set if the condition evaluates to False
Part III:
Improving the Workplace
To add the Condition column to the macro sheet, click the Conditions button or choose View | Conditions Type the logical expression for the condition in the row with the action you want to carry out if the condition is True If you want to use the Expression Builder to help with the expression, right-click in the Condition column and choose Build from the shortcut menu
NOTE You cannot use a SQL expression as a condition in a macro SQL expressions are used only
in Where Condition arguments
Running a Macro with a Condition
When you run the macro, Access evaluates the condition and does the following:
If the condition is True, Access runs the action on that row, and all actions directly
following it, that have an ellipsis ( ) in the Condition column Then Access runs any additional actions that have blank conditions until it encounters another condition, a macro name in the Macro Name column, or the end of the macro
If the condition is False, the action is ignored as are any additional actions with an
ellipsis ( ) in the Condition column Then Access moves to the next action, if any Table 19-1 shows some examples of expressions you can use as conditions with macro actions All the fields in the expressions are in the form from which the macro originates, unless otherwise specified
NOTE Notice the use of identifiers to specify a control in a form other than the one from which the
macro was launched The referenced form must be open at the time the macro runs
Choosing Between Two Actions
How about the case where you want one thing to happen if a condition is true and something else to happen if it s false You can use a macro to do that by using two versions of the same
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