Exploring Microsoft Access

Chapter 7

Building Applications:

The Switchboard, Macros, and Prototyping

Objectives (1 of 2)

• Use the Switchboard Manager create/modify a switchboard

• Use the Link Tables command

• Describe how macros are used to automate applications

• Describe components of Macro window

Objectives (2 of 2)

• Explain how prototyping facilitates application development

• Use the Unmatched Query Wizard

• Create a macro group

Overview (1 of 2)• Develop a database user interface (aka

switchboard) that ties objects in a database together to simplify the use of the database

• Understand and create an application

• Split a database file into two files: tables and other objects

Overview (2 of 2)

• Link the two database files using the Link Tables command

• Macros automate common commands

• Prototype to demonstrate “look and feel” to potential users

Switchboard Manager• Creates a switchboard automatically

• Prompts developer for information about each menu item

• Access creates a switchboard form that is displayed to the user

• Switchboard Items table stores information about each command

Switchboard Design ViewRecord Source for switchboard is Switchboard Items table

Switchboard can have 8menu items

Main Menu

Teams button opens the Teams form

About Sports button displays an informational box

Switchboard ItemsSwitchboardID identifieswhich switchboard each item belongs to

ItemNumber identifiesposition of item on switchboard

ItemText specifiestext shown on Switchboard

Command determinesaction taken when theitem is selected

Argument determinesobject to be acted on(form to be opened)

Linked Tables Manager (1 of 2)

• Every application consists of tables and objects (forms, queries, reports) based on those tables

• Tables and objects can be stored in separate files

• Linked Table Manager associates the tables file with the objects file

Linked Tables Manager (2 of 2)

Open database is Sports Objects

Arrow indicates tables are linked

Introduction to Macros (1 of 2)

• Macros automate a command sequence

• Macro window is divided into two sections: actions (commands that comprise the macro) and arguments (information for those actions)

Introduction to Macros (2 of 2)• Macros are stored as separate objects in

a database

• Macro toolbar appears at the top of the macro window

• AutoExec macro is run whenever database is opened

• Debugging provides error messages

Back Up Macro

MsgBox action

Message box text

Message box displayedby macro

Using Macro Groups

• Macros are grouped to organize the macros for the developer

• Individual macros within a group must be identified by name and group name(e.g. “MacroGroupName.MacroName”)

Prototyping

• Iterative process that presents the client with multiple partially completed versions of the application

• Helps organize and outline what should be in the database

• Does not contain much real information

Chapter 7 Summary (1 of 2)• Switchboard makes a database user

friendly

• Splitting tables from objects simplifies upgrades

• Macros automate a command sequence

Chapter 7 Summary (2 of 2)• AutoExec macro executes when database

opens

• Unmatched Query Wizard finds records in one table without matching records in another table

• Prototype demonstrates “look and feel” of the application before it is completed