Access 2010 Level 2 Unit 2 Advanced Reports, Access Tools, and Customizing Access Chapter 7 Automating, Customizing, an

2. Access 2010 Level 2 Unit 2 Advanced Reports, Access Tools, and Customizing Access Chapter 7 Automating, Customizing, and Securing Access

3. Automating, Customizing, and Securing Access Quick Links to Presentation Contents • Create a Macro • Edit and Delete a Macro • Create a Command Button to Run a Macro • Create a Navigation Form • CHECKPOINT 1 • Customize the Access Environment • Customize the Ribbon • Create an ACCDE Database File • View Trust Center Settings for Access • CHECKPOINT 2

4. Create a Macro • A macrois a series of instructions stored in sequence that can be recalled and carried out whenever the need arises. • Macros are generally created when a specific task is carried out frequently and consistently. • The macro object stores a series of instructions (called actions) in the order in which they are to be performed. • Macros appear as objects within the Navigation pane.

5. Create a Macro…continued To create a macro: • Click the Create tab. • Click the Macro button in the Macros & Code group. • Click the Add New Action list arrow. • Click the desired action. • Enter the arguments as required in the Action Arguments section. • Click the Save button. • Type the name for the macro. • Click OK. • Repeat Steps 3-6 as needed. Macro Builder Window

6. Create a Macro…continued • The OpenForm action is used to open a form (similar to double-clicking a form name in the Navigation pane). action arguments for OpenForm action

7. Create a Macro…continued • Use the Filter Name or Where Condition arguments to restrict the records displayed in the report. • The Data Mode argument is used to place editing restrictions on records while the form is open. • The Window Mode argument is used to instruct Access to open the form in Normal mode (how you normally view forms in the work area), Hidden mode (the form is hidden), Icon mode (the form opens minimized), or Dialog mode (the form opens in a separate window that is similar to a dialog box).

8. Create a Macro…continued • To create a macro with multiple actions, add the second instruction in the Add New Action list box that appears below the first action. • The GoToControl action is used to activate a control within a form or report and the RunMenuCommand action is used to execute an Access command. • As you add actions to the Macro Builder window, you can expand and collapse the Action Arguments section as needed.

9. Create a Macro…continued To create a macro by dragging and dropping an object: • Open the database. • Click the Create tab. • Click the Macro button in the Macros & Code group. • Drag the object to the Add New Action list box. • Save the macro. • Click OK. Add New Action list box

10. Create a Macro…continued To run a macro: • Click the Macro Tools Design tab. • Click the Run button in the Tools group. Run button

11. Edit and Delete a Macro To edit a macro: • Right-click the macro name in the Navigation pane. • Click the Design View option at the shortcut menu. • Edit as desired. • Save the revised macro. Design view

12. Edit and Delete a Macro…continued To delete a macro: • Right-click the macro name in the Navigation pane. • Click the Delete option at the shortcut menu. • At the Microsoft Access dialog box, click Yes. Delete option

13. Create a Command Button to Run a Macro To create a command button in a form: • Open the form in Design view. • Click the Button button. • Drag to create the button. • Click the Miscellaneous option. • Click the Run Macro option. • Click Next. continues on next slide… Run Macro option

14. Create a Command Button to Run a Macro…continued • Click the desired macro name. • Click Next. • Click the Text option. • Select the current text in the Text text box. • Type the text you want to appear on the button. • Click Next. continues on the next slide… Texttext box

15. Create a Command Button to Run a Macro…continued • Type a name for the command button. • Click Finish. name

16. Create a Command Button to Run a Macro…continued • An embedded macro is a macro that is stored within a form, report, or control. An embedded macro runs when a specific event occurs. • Clicking the button is the eventthat causes the macro action to be performed. • You can view the embedded macro by opening the command button’s Property Sheet and clicking the Event tab.

17. Create a Command Button to Run a Macro…continued To view the macro code for acommand button: • Open the form in Design view. • Click to select the command button. • Display the Property Sheet. • Click the Event tab. • Click the Build button in the On Click property box. Build button

18. Create a Command Button to Run a Macro…continued • Macros enable you to add automation or functionality without having to learn how to write programming code. • In the Microsoft Office suite, Visual Basic for Applications (VBA) is the programming language used to build custom applications that operate within Word, Excel, PowerPoint, andAccess. • A quick way to start a VBA program is to create a macro and then convert the macro to VBA code.

19. Create a Command Button to Run a Macro…continued To convert a macro to Visual Basic: • Open the macro in Design view. • Click the Macro Tools Design tab. • Click the Convert Macros to Visual Basic button in the Tools group. • Click the Convert button. • Click OK. Convert Macros to Visual Basic button

20. Create a Navigation Form • Database files are often accessed by multiple users for a variety of purposes, such as updating a customer record or entering details related to a completed work order. • A Navigation form with tabs along the top, left, or right side is used as a menu with which end users can open the forms and reports they need to update, view, or print data.

21. Create a Navigation Form…continued To create a navigation form: • Click the Create tab. • Click the Navigation button in the Forms group. • Click the desired form style. • Drag the form or report name to the [Add New] tab in the Navigation Form. • Repeat Step 4 as needed. • Click Save. • Type the form name. • Click OK. [Add New] tab

22. CHECKPOINT 1 • This is a series of instructions that can be recalled and carried out whenever the need arises. • form • macro • table • report • This button instructs Access to carry out the instructions in a macro. • Start • Execute • Go • Run Answer Answer Next Question Next Question • The Macro button is located in this tab. • Home • Create • External Data • Database Tools • This is used as a menu with which end users can open forms and reports. • Navigation form • Menu form • Object form • Find form Answer Answer Next Question Next Slide

23. Customize the Access Environment • To customize the Access environment, click the File tab and then click the Options button located near the bottom of the left pane in the Info tab Backstage view to open the Access Options dialog box. • A form can be set to display automatically whenever the database file is opened. You can also choose to show or hide the Navigation pane in the current database. • Databases can be set to open by default in shared use or exclusive use.

24. Customize the Access Environment…continued To set a startup form: • Click the File tab. • Click Options. • Click the Current Database in the left pane. • Click the down-pointing arrow next to the Display Form list box. • Click the desired form. • Click OK. Display Form list box

25. Customize the Access Environment…continued • When you have chosen to secure a database by creating a startup form with access to a limited selection of objects, you may also want to limit access to the options in the ribbon and menus. • Preventing end users from seeing the full ribbon and all of the shortcut menus allows you to prevent others from accidentally making changes.

26. Customize the Access Environment…continued To hide the navigation pane: • Click the File tab. • Click Options. • Click the Current Database option in the left pane. • Clear the Display Navigation Pane check box. • Click OK. • Click OK. Display Navigation Pane check box

27. Customize the Access Environment…continued To customize the navigation pane: • Click the File tab. • Click Options. • Click the Current Database option in the left pane. • Click the Navigation Options button. • At the Navigation Options dialog box, select the desired options. • Click OK. • Click OK. Navigation Options dialog box

28. Customize the Access Environment…continued To customize error checking options: • Click the File tab. • Click Options. • Click the Object Designers option in the left pane. • Scroll down to the Error checking in form and report design view section. • Clear the check boxes as required. • Click OK. Error checking in form and report design view section

29. Customize the Access Environment…continued continues on next slide…

30. Customize the Access Environment…continued

31. Customize the Ribbon To customize the ribbon: • Click the File tab. • Click the Options button. • Click the Customize Ribbon option in the left pane. Customize Ribbon option

32. Customize the Ribbon…continued To create a new tab and group: • Click the File tab. • Click the Options button. • Click the Customize Ribbon option in the left pane. • Click the name of the tab that will precede the new tab. • Click the New Tab button. New Tab button

33. Customize the Ribbon…continued To rename a tab or group: • Click the File tab. • Click the Options button. • Click the Customize Ribbon option in the left pane. • Click the tab or group to be renamed. • Click the Rename button. • At the Rename dialog box, type the new name. • Click OK. Rename dialog box

34. Customize the Ribbon…continued To add buttons to agroup: • Click the File tab. • Click the Options button. • Click the Customize Ribbon option in the left pane. • Click the group name in which to insert the new button. • Change the Choose commands from option to the desired command list. • Scroll down and click the desired command. • Click the Add button. Add button

35. Customize the Ribbon…continued To restore the ribbon: • Click the File tab. • Click the Options button. • Click the Customize Ribbon option in the left pane. • Click the Reset button. • Click the Reset all customizations option at the drop-down list. • Click Yes. • Click OK. Reset all customizations option

36. Create an ACCDE Database File • In an ACCDE file, end users are prevented from making changes to the design of objects. • An Access database stored as an ACCDE file is a locked-down version of the database that does not provide access to Design view or Layout view. • In addition, if the database contains any Visual Basic for Application (VBA) code, that code cannot be modified or changed.

37. Create an ACCDE Database File…continued To make an ACCDE file: • Open the database. • Click the File tab. • Click the Save & Publish tab. • Click the Make ACCDE option. • Click the Save As button. • Navigate to the required drive and/or folder. • Type the name in the File name text box. • Click the Save button. Make ACCDE option

38. View Trust Center Settings for Access • The Trust Center maintains a Trusted Locations list. Content stored within these locations can be considered a trusted source. • You can add a path to the trusted locations list and Access will treat any files opened from that drive orfolder as safe. • Databases opened from trusted locations do not display the Security Warning in the message bar and Access will not block their content.

39. View Trust Center Settings for Access…continued • Before macros can be enabled in a database, the Trust Center checks for a valid and current digital signature signed by an entity that is stored in the Trusted Publishers list. • The Trusted Publishers list is maintained by you on the computer you are using. • A trusted publisher is added to the list when you enable content from an authenticated source and click the option to Trust all content from this publisher.

40. View Trust Center Settings for Access…continued To view the Trust Center options: • Click the File tab. • Click Options. • Click the Trust Center option in the left pane. • Click the Trust Center Settings button. • At the Trust Center dialog box, click the desired Trust Center category in the left pane. • View and/or modify required options. • Click OK twice. Trust Center dialog box

41. View Trust Center Settings for Access…continued

42. CHECKPOINT 2 • To hide the Navigation pane, click the Options button in this tab. • File • Home • Create • External Data • Restore the original ribbon by clicking this button. • Restore • Reset • Default • Standard Answer Answer Next Question Next Question • You can customize the ribbon by adding this. • a tab • a form • a table • an option • In this type of file, end users are prevented from making changes to the design of objects. • AACDE • ABCDE • ACCDE • ACDDE Answer Answer Next Question Next Slide

43. Automating, Customizing, and Securing Access Summary of Presentation Concepts • Create, run, edit, and delete a macro • Assign a macro to a command button on a form • View macro code for a command button created in a form’s Property Sheet • Convert macros to Visual Basic • Create and edit a navigation form • Change database startup options • Show and hide the navigation pane • Customize the navigation pane by hiding objects • Define error checking options • Customize the ribbon • Create an ACCDE database file • View Trust Center settings