You Can Create a Macro

8/13/2019 You Can Create a Macro

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You can create amacro (macro: An action or set of actions that you can use to automate tasks.) to perform

a specific action or amacro group (macro group: A collection of related macros that are stored together

under a single macro name. The collection is often referred to simply as a macro.)to perform a series of

actions.

Create a macro

1. In the Database indo (Database indo: The indo that appears hen you open an

Access database or an Access pro!ect. It displays shortcuts for creating ne database ob!ects and

opening e"isting ob!ects.)#click Macros under Objects.

$. Click the Newbutton on the Database indo toolbar.

%. Add an action (action: The basic building block of a macro& a self'contained instruction that can

be combined ith other actions to automate tasks. This is sometimes called a command in other

macro languages.)to the macro.

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1. In the *acro indo (*acro indo: The indo in hich you create and modify

macros.)#click the first empty ro in the Actioncolumn. If you ant to insert an action (action:

The basic building block of a macro& a self'contained instruction that can be combined ith

other actions to automate tasks. This is sometimes called a command in other macro

languages.)beteen to action ros (action ro: A ro in the upper part of the *acro indo

in hich you enter macro names# actions# conditions# and comments associated ith a

particular macro or macro group.)# click the selector for the action ro !ust belo the ro here

you ant to insert the ne action# and then click Insert Row on the toolbar.

2. In the Actioncolumn# click the arro to display the action list (action list: The list

that appears hen you click the arro in the Action column of the *acro indo.).

%. Click the action you ant to use.

4. In the loer part of the indo# specify arguments for the action# if any are re+uired.

,oraction arguments (action argument: Additional information re+uired by some macro actions.

,or e"ample# the ob!ect affected by the action or special conditions under hich the action is

carried out.)hose settings are adatabase ob!ect (database ob!ects: An Access database
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contains ob!ects such as tables# +ueries# forms# reports# pages# macros# and modules. An

Access pro!ect contains ob!ects such as forms# reports# pages# macros# and modules.)name#

you can set the argument by dragging the ob!ect from theDatabase indo (Database indo:

The indo that appears hen you open an Access database or an Access pro!ect. It displays

shortcuts for creating ne database ob!ects and opening e"isting ob!ects.)to the action-s

Object Nameargument bo".

. Type a comment for the action. Comments are optional.

4. To add more actions to the macro# mo/e to another action ro (action ro: A ro in the upper

part of the *acro indo in hich you enter macro names# actions# conditions# and comments

associated ith a particular macro or macro group.)and repeat step %. *icrosoft Access carries out

the actions in the order you list them.

Create a macro group

If you ant to group se/eral relatedmacros (macro: An action or a set of actions you can use to automate

tasks. *acros are recorded in the 0isual 1asic for Applications programming language.)in one place rather

than keeping track of them separately# you can organi2e them as a macro group.

1. In the Database indo (Database indo: The indo that appears hen you open an

Access database or an Access pro!ect. It displays shortcuts for creating ne database ob!ects and

opening e"isting ob!ects.)#click Macros under Objects.

$. Click the Newbutton on the Database indo toolbar.

3. Click Macro Names on the toolbar# if it isn-t already selected (selected: A toolbar button

alays has a border around it hen it-s selected# e/en hen the pointer is not resting on the button.).

3. In the Macro Namecolumn# type a name for the first macro in the macro group.

. Add theactions (action: The basic building block of a macro& a self'contained instruction that

can be combined ith other actions to automate tasks. This is sometimes called a command in other

macro languages.)you ant the macro to carry out.

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6"amples of macro conditions

You can use anye"pression (e"pression: Any combination of mathematical or logical operators# constants#

functions# and names of fields# controls# and properties that e/aluates to a single /alue. 6"pressions can

perform calculations# manipulate characters# or test data.)that e/aluates to True7,alse or Yes78o in a macro

condition (condition: 9art of the criteria that a field must meet for searching or filtering. ome conditions

must be used ith a /alue& for e"ample# the field Author ith the condition equals ith the /alue ;ane.). The

macro ill be e"ecuted if the condition e/aluates to True (or Yes).

Tip

To cause *icrosoft Access to temporarily ignore an action (action: The basic building block of a macro& a

self'contained instruction that can be combined ith other actions to automate tasks. This is sometimes

called a command in other macro languages.)# enter ,alse as a condition. Temporarily ignoring an action

can be helpful hen you are trying to find problems in a macro.

Use this expression To carry out the action if

[City]="Paris" Paris is the City value in the field on the form from which the macrowas run.

DCount("[OrderID]", "Orders"!# $here are more than # entries in the OrderID field of the Orders

ta%le.

DCount("&", "Order Details","[OrderID]='orms[Orders][OrderID]"!

$here are more than three entries in the Order Details ta%le forwhich the OrderID field of the ta%le matches the OrderID field on theOrders form.

[)hi**edDate] +etween -'e%-//01nd -2ar-//0

$he value of the )hi**edDate field on the form from which themacro is run is no earlier than -'e%-//0 and no later than -2ar-//0.

'orms[Products][3nitsIn)toc4]5# $he value of the 3nitsIn)toc4 field on the Products form is less thanfive.

Is6ull(['irst6ame] $he 'irst6ame value on the form from which the macro is run isNull (Null7 1 value you can enter in a field or use in e8*ressions or9ueries to indicate missin: or un4nown data. In ;isual +asic, the

Null 4eyword indicates a Null value. )ome fields, such as *rimary4ey fields, canen([PostalCode]5!#

$he value in the Country field on the form from which the macro isrun is 'rance, Italy, or )*ain, and the *ostal code isn


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2s:+o8("Confirm chan:es?",0=0 @ou clic4 OKin a dialo: %o8 in which the MsgBoxfunction dis*lays"Confirm chan:es?". If you clic4 Cancelin the dialo: %o8, 2icrosoft1ccess i:nores the action.

You might often ant to look at related records on to forms at the same time. ,or e"ample# hile looking at

a customer record on a Customers form# you might ant to open an


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4. After selecting the fields from the first table or record source in the ,orm =i2ard# repeat step

to select another table or record source# and pick fields that you ant to include in your second form.

@. =hen you ha/e selected all the re+uired fields# click Next.

. In the second screen of the i2ard# click Lined !orms# and then click Next.

B. ,ollo the instructions in the i2ard. The i2ard creates the to related forms& each form

contains fields from one of the record sources.

You Can Create a Macro

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