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Automating Database Processes in Microsoft Access 2010: Advanced Techniques

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This lesson focuses on automating database processes in Microsoft Access 2010 through the creation of splash screens, AutoExec macros, and navigation forms. Participants will learn how to design user-friendly menus, test AutoExec macros for proper function, and alter startup options for increased database security. By the end of the lesson, users will understand how to implement navigation forms for improved accessibility and how to manage startup behaviors by bypassing set options when opening a database.

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Automating Database Processes in Microsoft Access 2010: Advanced Techniques

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  1. Access Lesson 12Automating Database Processes Microsoft Office 2010 Advanced Cable / Morrison

  2. Objectives • Create a splash screen. • Create an AutoExec macro. • Test an AutoExec macro. • Create a navigation form. 2 2

  3. Objectives (continued) • Create a second navigation form. • Design the main navigation form. • Change startup options. • Bypass startup options.

  4. Vocabulary • AutoExec macro • hierarchical • navigation form • splash screen • startup options 4 4

  5. Introduction • A splash screen appears when the database is opened. • An AutoExec macro is used to display the splash screen. • Navigation forms can be used to design and implement user-friendly menus. • The Ribbon tabs and the Navigation pane can be restricted to secure the database.

  6. Creating a Splash Screen • A splash screen is a form that appears when you open a database that welcomes the user to the database. • A splash screen can contain: • Information such as a company’s name • The same themes that are used in the database • The company logo • A label with text, such as Welcome to the Database

  7. Creating a Splash Screen (continued) • Splash screen with label

  8. Creating an AutoExec Macro • An AutoExec macro allows you to have one or more actions automatically execute when the database is opened. • An AutoExec macro can be used to display a splash screen when the database is opened. • You can only have one AutoExec macro per database file.

  9. Creating an AutoExec Macro (continued) • AutoExec macro

  10. Testing an AutoExec Macro • After you create an AutoExec macro, you should test it to be certain that the macro performs the actions that you want. • Close the database and then reopen it to run the AutoExec macro.

  11. Creating a Navigation Form • A navigation form is a special kind of form that has both a main form control and subform controls automatically built in. • The use of navigation forms in a database is similar to navigating a Web site. • Navigation forms in a database typically appear in a hierarchical format.

  12. Creating a Navigation Form (continued) • Hierarchical refers to the different levels of automation. • A main menu form has tabs that let you select the lower-level forms. • A navigation form can display tabs for forms, reports, and queries and acts as a main menu for the database.

  13. Creating a Navigation Form (continued) • Lower-level navigation form

  14. Creating a Navigation Form (continued) • Upper-level navigation form with lower-level forms added

  15. Creating a Navigation Form (continued) • Forms Menu with Monthly Sales tab selected

  16. Creating a Second Navigation Form • You will need to create more than one navigation form. • At least two lower-level forms will need to be placed on an upper-level navigation form so that you have more than one selection on the upper-level form. • Second navigation form will be at the same lower level as the previous navigation form you created.

  17. Creating a Second Navigation Form (continued) • Navigation form for reports

  18. Designing the Main Navigation Form • The main navigation form is the upper-level form. • Serves as the main menu • Lets the user select the lower-level navigation forms in the main form • It is created last using the other navigation forms that already exist.

  19. Designing the Main Navigation Form (continued) • Main Menu form in Layout view

  20. Changing Startup Options • Startup options are options that Access performs when the database is opened. • You can specify which startup options are in place. • Adding startup options can secure the database by: • Hiding selected tabs on the Ribbon • Restricting access to menu commands

  21. Changing Startup Options (continued) • Revised Current Database options

  22. Bypassing Startup Options • After you set startup options, they are in effect until the next time someone opens the database. • To bypass the Current Database options that you set, press and hold the Shift key when you open the database.

  23. Summary In this lesson, you learned: • You can create a splash screen that welcomes users to the database. • An AutoExec macro runs when the database opens and before any other macros are run.

  24. Summary (continued) • After you create an AutoExec macro, you should test the macro to see if it works correctly. • Navigation forms have both form and subform features automatically built in. • The main navigation form acts like a main menu.

  25. Summary (continued) • The startup options available with Access can be changed to provide additional database security. • You can bypass startup options when opening a database.

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