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<TITLE>Ch 8 -- Special Features and Programming</TITLE>
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<H2><FONT COLOR="#000077">Microsoft® Access 97 Quick Reference</FONT></H2>
<P>
<H1 ALIGN="CENTER"><FONT COLOR="#000077">- 8 -<BR>
Special Features and Programming</FONT></H1>
<P>If you develop your <I>database</I> into an application for others to use, there
are many features you can use to help users navigate through your database and to
keep them where you want them to be. You can manage the toolbars and menus that come
with Access as well as create your own.</P>
<P>On forms and reports, each time a user performs an action, an <I>event</I> occurs.
You can program responses to these events. The programming of Access is divided into
two pieces: macros and <I>Visual Basic for Applications (VBA)</I>. The response to
an event can be either a <I>macro</I> or VBA procedure (also called <I>code</I>).
You can also create VBA code for general use throughout Access.</P>
<P>When you have large databases and multiple users, you might also be concerned
with optimizing your database as well as startup, multiuser, keyboard, and other
options.
<H2><FONT COLOR="#000077"><B>Events: Creating Event Response</B></FONT></H2>
<P>Events are user actions such as clicking the mouse, pressing a <I>key</I>, or
opening a <I>form</I>. Events can also be triggered by a Visual Basic statement or
by the program itself. Events are associated with forms and reports, <I>sections</I>
on forms and reports, and <I>controls</I> on forms. You can respond to an event by
creating a <I>VBA</I> procedure or choosing a macro.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<OL>
<B>1.</B> Open the form or <I>report</I> in <I>Design View</I> and double-click the
Form/Report Selector, a section, or a control (on a form) to open the properties
sheet.
<P><B>2.</B> Move to an Event <I>Property</I> (on the Event tab).</P>
<P><B>3.</B> Type or choose the name of a macro from the drop-down list or click
the build button (...) to bring up the Choose <I>Builder</I> <I>dialog box</I>.</P>
<P><B>4.</B> Double-click Macro Builder to enter in macro statements or <I>Code</I>
Builder to enter VBA statements.</P>
<P><B>5.</B> When finished building the macro or code, click the Close (X) button.
If you are building a macro, give the macro a name and choose OK.
</OL>
<P>For more help on building a macro, see also "Macros: Create in Design Window."
For more help on building code, see also "Programming: Create a Procedure."
<H2><FONT COLOR="#000077"><B>Hyperlink Appearance</B></FONT></H2>
<P>The default appearance of <I>hyperlinks</I> is blue underlined text for links
that have not been accessed. The default is purple for links that have been accessed
(also called followed<I> </I>hyperlinks) since you opened the <I>database</I>. This
is a general standard for Internet programs. However, you can change the appearance
if you like.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<OL>
<B>1.</B> Choose <U>T</U>ools, <U>O</U>ptions and click the Hyperlinks/<I>HTML</I>
tab.
<P><B>2.</B> Choose a color from the H_yperlink Color and <U>F</U>ollowed Hyperlink
Color drop-down lists and check whether you want to U<U>n</U>derline Hyperlinks.</P>
<P><B>3.</B> If you want the hyperlink address shown in the status<I> </I>bar, check
Sh<U>o</U>w Hyperlink Address in Status Bar. Choose OK when finished.
</OL>
<H2><FONT COLOR="#000077"><B>Locking Records</B></FONT></H2>
<P>You have some options on what you want to happen when two people try to edit the
same <I>record</I> at the same time. The Record Locks options deal with multiple
users. You can set Record Locks globally for all databases, or for a specific <I>form</I>
or <I>report</I>. There are three possible choices:
<UL>
<LI>Locks. There is no locking. The second user to save a record gets a prompt notifying
that the record was changed by another user. The second user can choose which changes
to keep.
<P>
<LI><I>All Records</I>. The <I>table</I> is not accessible for editing for anyone
else (and any related tables that the form uses).
<P>
<LI><I>Edited Record</I>. Not available for reports; where the current record (and
possibly some surrounding records) is not available for editing.
</UL>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<OL>
<B>1.</B> To set <I>record locking</I> for all databases, choose <U>T</U>ools, <U>O</U>ptions;
click the Advanced tab.
<P><B>2.</B> Choose one of the following: <U>N</U>o Locks, A<U>l</U>l Records, E<U>d</U>ited
Records; choose OK when finished.
</OL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>To set record locking for a form,
open the form in <I>Design View</I>, click the Properties button, and choose No Locks,
All Records, or Edited Records from the Record Locks <I>property</I> (on the Data
tab). On a report, choose No Locks or All Records on the Property Sheet Other tab.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Macros: Create in Design Window</B></FONT></H2>
<P>A <I>macro</I> is a series of stored actions that you can use for automating often-used
procedures. You can attach macros to <I>command buttons</I>, menu choices, or other
events for a form or report. When you use the Menu <I>Builder</I> in versions prior
to Access 97, you automatically create a series of macros. (See also "Menu:
Create Custom.")</P>
<P>For most macros, you can also create a <I>VBA</I> procedure. VBA procedures give
you more control than macros, especially the ability to control errors. (See also
"Programming: Create a Procedure.")
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<OL>
<B>1.</B> Click the Macros tab in the <I>Database window</I> and choose the <U>N</U>ew
command button. The Macro Design Window opens.
<P><B>2.</B> In the Action column, type or choose an action from the drop-down list.</P>
<P><B>3.</B> If desired, type a comment on the same row in the Comment column.</P>
<P><B>4.</B> In the lower half of the screen, type or choose any Action <I>Arguments</I>
for the specific action you chose in Step 2. For some arguments, you have the choice
of a Build button to help you create the argument.</P>
<P><B>5.</B> Repeat steps 2-4 for each action you want in the macro. Click the Save
button to save the macro and give it a name, then choose OK.
</OL>
<P>To attach a macro to an <I>event</I>, type the macro name in the Event <I>property.</I>
(See also "Events: Creating Event Response.")
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> There is a special macro that will run
when you open your database. Name your macro AutoExec. If you don't want this macro
to run when you open the database, hold down the Shift key as you open the file.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Macros: Create with Database Window</B></FONT></H2>
<P>You can also create macros by using drag-and-drop from the Database window. This
is especially useful if you want to open multiple forms or print multiple reports.
After you drag-and-drop objects into the <I>Macro</I> Design window, you can modify
the macro actions to suit your needs. Before you begin, first close all windows except
the Database window.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<OL>
<B>1.</B> Click the Macros tab in the Database window and choose the <U>N</U>ew <I>command
button</I>. The Macro Design window opens.
<P><B>2.</B> Choose <U>W</U>indow, <U>T</U>ile Vertically to move the Database window
and Macro Design window side-by-side.</P>
<P><B>3.</B> Click the <I>object</I> tab button (such as Reports) and drag the object
names into each line of the Macro Design window.</P>
<P><B>4.</B> If desired, change the <I>arguments</I> for each object.</P>
<P><B>5.</B> Click the Save button to save the macro and give it a name and choose
OK.
</OL>
<P>After you create a macro, you can attach it to a button or menu item. (See also
"<I>Controls</I>: Command Button Create" in the Forms and <I>Reports</I>
part of this book.)
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> The defaults for each object you drop in
the Macro Design window are as follows:
<UL>
<LI><I>Table</I> and <I>query</I> in <I>Datasheet View</I> and Edit mode
<P>
<LI><I>Form</I> in <I>Form View</I> and Normal mode
<P>
<LI>Report in Print View (prints reports)
<P>
<LI>A macro will run, and a <I>module</I> will open for editing.
</UL>
<P>
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Macros: Groups</B></FONT></H2>
<P>If you use a separate <I>macro</I> name for every macro you create, your macro
list can become long and unwieldy. You might have problems finding and managing your
macros. An alternative is to keep related macros together by creating macro groups
and name the macros within each <I>group</I>. First, create the actions for a macro.
(See "Macros: Create with Database Window.")
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<OL>
<B>1.</B> Select a macro in the Database window and choose <U>D</U>esign.
<P><B>2.</B> If the Macro Name column is not visible, click the Macro Names button
on the toolbar.</P>
<P><B>3.</B> Type the name of the macro in the Macro Name column in the first row
of the macro.</P>
<P><B>4.</B> Click the Save button to save the macro group and give it a name (if
you haven't already), and choose OK.
</OL>
<P>To choose the macro within a group in an <I>event</I> procedure (or the RunMacro
action within another macro), choose or type the macro group name, a period, and
then the macro name.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> If you always want the Macro Name column
to appear by default, choose <U>T</U>ools, <U>O</U>ptions; click the View tab; and
choose Na<U>m</U>es Column.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Macros: Keyboard Shortcuts</B></FONT></H2>
<P>If you want to create your own keyboard shortcuts that will operate throughout
your <I>database</I>, you can use the <I>Macro</I> Name column and type characters
representing keyboard combinations. Be careful, however, not to include keyboard
combinations you often use such as Ctrl+C for Copy or Alt plus any of the underlined
letters of each of the menus. First, complete the procedures in the previous "Macros:
Groups" section before proceeding with this task.
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