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Office Assistant and MsgBox Menus
2009-08-19 16:55:00
In last week?s Article: Color and Picture in Message Box we have seen a method to use Office Assistant quickly to display a Message Box with formatted text. We are not going to discuss further on the formatting part but I have a general feeling that Readers would like to know how this simple method can be used to obtain responses from Users, out of several options presented to them, and do different things based on their selection of choices. I have already covered this topic by creating Functions like MsgOK(), MsgYN(), MsgOKCL() etc., with the use of Office Assistant. These can be called with only the Message Text Value alone or Message Text and Title Values as Parameters, from anywhere within the Application like the built-in Function MsgBox(). I made an attempt to simplify the usage of Office Assistant through the above mentioned Functions and others, which otherwise needs several property values to be passed to the Office Assistant?s Balloon Object for displaying. But, in the...

Color and Picture in Message Box
2009-08-14 15:41:00
Image of a Microsoft Access Message Box, with the use of Office Assistant, is shown below. The Message Box pops up after the User changes the Appointment Date field value with a new date and the Message Alert asks the User to reconfirm whether she really needs to replace the earlier Date 20/07/2009 with the new value 25/07/2009 or not.The Field Name text is underlined and field values (old and new) are displayed in different Color . Company Logo is displayed above the message text.Want to find out quickly how this works? Copy the following VBA Code into a Standard Module in your Database:Public Function MyAssistant()Dim msg As StringDim AppointmentDt As DateDim AppointmentDt2 As DateDim logo As StringAppointmentDt = #7/20/2009#AppointmentDt2 = #7/25/2009#logo = "{bmp D:ImagesCoLogo.bmp}"msg = logo & vbCr & "Existing {ul 1}Appointment Date:{ul 0}{cf 252} " & AppointmentDt & "{cf 0}" & vbCr & vbCrmsg = msg & "Replace wi...
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Microsoft Excel Power in MS-Access
2009-08-07 10:29:00
There are times that Microsoft Access Application Users ask for Report Data exported into Excel so that they can work on it and do their own customized analysis. In this case we can create a Macro with the Macro Command OutputTo or Visual Basic Docmd to export the Data from a Table or Query and open the Data in Excel automatically.The sample Macro Command and Parameter setting will look like the image given below:The same action in Visual Basic Code is given below:Function xPort2XL() DoCmd.OutputTo acTable, "Products", "MicrosoftExcelBiff8(*.xls)", "C:My DocumentsProducts.xls", True, "", 0End FunctionBoth can be run from a Command Button Click from the Main Switch Board. But, if the User is able to do whatever he/she does in Microsoft Excel , like writing expressions for Calculations, Formatting, Chart Preparations, Printing and so on from within Microsoft Access itself that will be a different experience altogether, right?. They can eve...
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Unsecured Database and Users Log
2009-07-31 15:46:00
When Data Entry or Editing actions are performed on important Tables in Database s a Time-Stamp with User Name is normally saved on each record to mark that event. This is done through the Form's Before Update Event Procedure. A sample procedure is given below:Private Sub Form_BeforeUpdate(Cancel As Integer) Me![EditedBy] = CurrentUser Me![EditedDt] = NowEnd SubThese fields will be added to the Data Entry/Editing Form from the Table but will be kept hidden or disabled to prevent from manual changes. The familiar function =Now() gives the Date/Time Stamp value and the CurrentUser built-in function provides the User's Name from the current instance of the database opened in User's Workstation. We are focusing on the usage of CurrentUser function. The CurrentUser function can return the User Name value correctly from a secured database (from a database that is implemented with Microsoft Access Security features) shared on a Network. When each authorized User attemp...
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Msaccess Report and Page Totals
2009-07-24 16:53:00
Ms-Access Functions Sum, Count, Avg etc. cannot be used in Page Header or Footer Areas of Report s for creating Page-wise Summary Values. These will work in Report Group Header/Footer or in Report Header/Footer areas only.That doesn't mean that you cannot do any calculations on Page Header/Footer Areas. You can write expressions to print useful information without using the above categories of functions.For Example: When you design Reports with built-in Report Wizard you have seen MS-Access uses expressions in the Page Footer Area to display Date/Time and Page Numbers.The Report Wizard uses the Function =Now() in a Text Box to print Date and Time and the Expression ="Page " & [Page] & " of " & [Pages] to display Page Number information in the Page Footer area.Even though we cannot use this method to calculate and print Page-wise Total Values, we can use it to print the Running Sum values on every page in Page Header and Page Footer Areas. We do...

Detail and Summary from same Report
2009-07-17 07:26:00
You don't have to design two different Report s; one for Detail Listing of records with Group-wise Totals and another one for Group-wise Totals alone. We can play a small trick to get both outputs from the same Report depending on the User's choice.Recommended reading before proceeding with this topic:Hiding Report Lines ConditionallyHiding Records and Group Footer CalculationsHiding Group Header/Footer and Detail SectionsFor hiding of Report Lines conditionally there are other methods too. For example the following VBA Code (instead of the earlier simple method we have tried) can give you the same result for hiding Detail Section Report Lines:Private Sub Detail_Format(Cancel As Integer, FormatCount As Integer) If [OrderID] = 10280 Or [OrderID] = 10297 Then Report.MoveLayout = False Report.NextRecord = True Report.PrintSection = False Else Report.MoveLayout = True Report.NextRecord = True Report.PrintSection = True End IfEnd SubW...
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Hiding Report Lines Conditionally-3
2009-07-09 09:26:00
This is the continuation of two Articles published earlier on this Subject. You may go through them by following the links given below before continuing from here. Hiding Report Lines ConditionallyHiding Report Lines Conditionally-2We have learned how to hide Report items conditionally and calculate Sub-Totals and Report Footer Totals in Code by excluding values of those records we have removed from the Report Detail Section. We have updated the calculated values in Group Footer and Report Footer Section Controls. We did this by checking for specific values in the Report Source Data and by Canceling the Format Event of the Report. These exercises we have done on the Detail Section alone earlier on the Report by hiding specific record. But, here our focus is on hiding all records of a particular Customer Group including the Customer Group Header, Group Footer and Detail Sections.If you understood the method we have used in the last two examples then you will have no difficulty in u...

Hiding Report Lines Conditionally-2
2009-07-03 09:42:00
Last week, we have started the topic of hiding Report Detail Section data lines and worked through a simple example as well. But, we have not yet seen how this action affects the normal calculations on the Report, like calculating Group-wise Sub-Totals or Report Footer Totals. We have seen that we can do this with simple VBA Code, if we know how MS-Access works on the data Formatting and Printing actions on the Report before it shows the results to us. This week we will work with a sample report to see how Group-level Sub-Totals are calculated by MS-Access, when some of the group-level records or data lines are conditionally suppressed from showing on the Report with VBA Code.For this example we need three data Tables from C:Program FilesMicrosoft OfficeOffice11SamplesNorthWind.mdb sample Database.Import the following Tables into your database:OrdersOrder DetailsProductsOpen a new Query and display its SQL Window.Copy and Paste the following SQL String into the SQL Editing Win...
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Hiding Report Lines Conditionally
2009-06-25 22:34:00
Hiding Report lines or Report Sections conditionally at run time may not be an every day requirement. But, it is interesting to know how to do it, if it becomes necessary, with the help of Programs. One thing I like very much about MS-Access Report is its ability to write programs on the Report itself, especially for highlighting very critical information on the Report so that the attention of Users can be drawn to specific information on it. You can see an interesting and useful example in one of the earlier Posts with the Title: Highlighting Reports. To suppress something from appearing on the Report we normally think about using a Query to filter out unwanted items from Source Data before Previewing or Printing the Report. Frankly, Query is the best method compared to what I am trying to show you here. To get the same result on the Report without filtering the source data we have to play around with few tricks (after all, this is all about Tips & Tricks, right?). If you rea...
More About: Lines

Network-And-Print-Page-Setup-3
2009-06-19 10:33:00
Shared MS-Access Reports are normally designed for a particular Print er on the Network . When Users attempt to print this Report on a different Printer the Report will change to the default Page Settings of that Printer, like Paper Size, Page Orientation and others and the Report may not print correctly.We have familiarized how to change Page Setup Values (Paper Size, Page Orientation and Margin Settings) of Reports through VBA Programs before printing the Report on Network based Printers in the earlier Posts.This subject is not complete unless we touch the topic of Columns Setting changes (File - -> Page Setup - -> Columns) through Program for multi-column Reports.The Columns Tab values of Page Setup Dialog Control are also modified through the PrtMip Property Values of Report. If you have gone through the earlier Post on Margin Settings then you have already created the User Defined data types to copy PrtMip Property Values into memory for modification. In that case you need only ...

Network And Print Page Setup-2
2009-06-12 15:06:00
We have seen in the earlier Article how to change Paper Size and Page Orientation of MS-Access Reports automatically through program for any Print er on the Network . We have copied PrtDevMode Property Values into Memory; modified them to match the Paper Size and Page Orientation of the Report and updated them back into the Report Page Settings before printing it on the default Printer installed on the User's Machine.We are going to perform a similar exercise to change the Margin Settings of MS-Access Report through program. This time we have to work with PrtMip Property of the Report to change the Margin Values.The procedure is almost same as of the previous example. The steps taken in the Program is as follows:Open the Report in Design View.Copy the PrtMip Property Values of the Report into a 28 Bytes long String Variable and move it into a redefined structured data area for modification.Change the required Margin Values in Memory.Update them back into the Report?s PrtMip Propert...
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Network And Report Page Setup
2009-06-05 07:16:00
When MS-Access Application is installed on a Network ; Security is one of the major issues that the Database Developer has to tackle. This includes security of data and objects within the Database and the Database file itself. To learn more about securing a Database on Network click here.We are going to look into another issue, most often faced by Users and solved temporarily by alternative methods. When Ms-Access Report s are designed for a particular Printer on the Network and when all Users share the same Printer then there are no issues. But, any of the Users tries to print the Report on a different Printer then it is likely that the Report may not print correctly. The User may have access to different Printers on the Network or Local Printer. The default Paper Size, Page Orientation or Margin Settings on these Printers can be different and the Report may not print correctly when printed.To overcome this issue Users have to preview the Report, if necessary, open the Page Setup ...

Filter by Character and Sort
2009-04-18 09:57:00
Dear Readers,My Daughter is getting married on 17th of May 2009 and I am proceeding on leave to India this week. I take this opportunity to invite you all to attend the Wedding and bless them on this auspicious occasion.I wanted to give you a facility to download the Wedding Invitation Card but the information on them is likely misused by others. Hence, I have discarded that idea and I hope you will understand.As you have rightly guessed I will be pretty busy in next one month's time and will not be able to update these pages during that time.I promise, after that I will be back with more Tips and Tricks on MS-Access to share with you. Please continue updating yourself with whatever you find interesting on these pages till that time.Regards,a.p.r. pillaiSearch, Find, Filter and Sort operations are necessary to organize data into manageable form so that finding required information becomes easy. We have seen some of these actions through the following earlier Posts Titled:Find o...
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Animating Label on Search Success
2009-04-11 09:07:00
We have seen how to find or filter records using values entered into a text box. We have used three different methods to find or filter data after entering text or numeric search values into a text box. But, we have not used any visual indicator to announce that the search operation was successful or not. If the search operation was successful then the record that matches the criteria will become current or filtered, that was the only clue to know that the search was successful.Here, we will see how to animate a Label few times with an indicative message; announcing the search operation was successful or not..To try an example with the sample VBA Code given below; import the Customers Table and Customers Form from Northwind.mdb sample database. If you are not sure, where to find this database, check the location C:Program FilesMicrosoft OfficeOffice11Samples Folder (in Office2003).Open the Customers form in design view. Expand the Form Footer Section to create few controls fo...
More About: Search , Success

Form Background with Gradient Color
2009-04-04 15:23:00
Form background pictures are not only used for giving the Form a different look but also for other useful purposes as well. For example, if the user is keying in data from a pre-printed Document like a Telephone Bill or Electricity Bill etc.; it is a good idea to scan an image of this Document and use it as the Data Entry Form?s background picture. The Data Fields can be positioned in appropriate locations on the image matching the physical Document so that it will be easier for the user to find information on the Document and key-in exactly on the same locations on the Form. Microsoft Access Form Wizard have several images to use as background picture, but I didn?t find the one that I need; the one with a gradient background. So, I thought I will make one of my own and use it. The steps that I have taken are given below to create the image for the Form Background picture. Opened a new Microsoft Word Document and gone through the following steps to create a Gradient Bit Map Image:S...
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MS-Access and Reference Library
2009-03-27 18:30:00
We are using several Object Libraries besides the default Reference s Library during the course of developing an Access Database. Microsoft Data Access Objects (DAO), Microsoft ActiveX Data Objects (ADODB), Visual Basic for Application (VBA) and so on. These are essential to create Data Processing Routines in VBA. I have briefly touched this subject in my first Article in this site: Command Button Animation and advised to link these files to your Database manually before attempting to run the Program given in there. A List of essential Library Files and the procedures to attach them to the Database manually also explained there. Some of these Library References like: Microsoft Access 9.0 Object Library, Visual Basic for Applications, OLE Automation are attached automatically when a new database is created and others are added manually. We add new reference Libraries to use interesting features extended by them, which are not available in Microsoft Access. We have used Microsoft Off...

Inputbox and Simple Menus
2009-03-20 14:57:00
We have already learned how to create Menus and Toolbars through the following Articles:Calendar and Toolbars Custom Menus and Toolbars Custom Menus and Toolbars-2I think InputBox() function is one of the few things that we come across when start learning VBA and discard it later altogether when we see more exiting objects like MsgBox(). Probably its usage is not properly understood and it doesn't deserve this neglect. The usage of Inputbox() function is very simple like MsgBox() but seldom used in programs to gather user responses. Instead, MsgBox() is the most preferred control, which has a variety of options available to configure it with different options of Command Buttons. But these options are like OK, Cancel, Retry, Yes, No etc. MsgBox cannot be programmed to make selections from user defined Options like the facility provides by InputBox().We have learned how to use Office Assistant with preferred default Animation character instead of MsgBox. We have also seen how t...
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Change Form Modes on User Profile
2009-03-13 10:30:00
We have seen how to define a Pop up Form and how it can be made to appear on a particular position on the Application window, when it is opened. We have also seen that the Form behavior is controlled by setting or modifying the Property values of the Form. In those cases we have changed the Form's Pop up, Border Style and Auto Center Property Values manually during design time.Here, we will try something different and will attempt to change the Form opening Modes (Data Entry Mode or Edit/Search Mode) at run time automatically based on the identity of the Current User of the Form. When the Database is shared on a Network the same Form can be opened by different Users and the Form should behave differently for each User or Users Group. For Example, a single Form can be used for Data Entry by one group of Users, who are allowed only to key-in new records and others are allowed to View, Edit and Search but not allowed to add new records. Data Entry User can also edit data that he/s...
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Positioning Pop Up Forms
2009-03-06 15:44:00
We have seen the Pop up form in action last week in an Article with the Title: Synchronized Floating Pop up Form and I hope you have downloaded the Demo Database as well.I know, I don't have to talk at length about Forms and their importance in a database, because that is the first piece of object we would like to lay our hands on, the moment we decide to start learning MS-Access and wants to put all kinds of fancy objects all over the Form. MS-Access Forms are far better than Forms designed in Visual Basic.There was an interesting incident in our office long back. A Visual Basic Application developed by our Computer Department was installed in one of my colleague's machine. My friend got a brief introduction from the developer before he left the scene. My friend started exploring the new Application.I was sitting few workstations away from him and after about half an hour he called me and asked for some help. I was also very curious to have a look at the new Application....
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Synchronized Floating popup Form
2009-02-27 17:52:00
This Form is designed specifically for inquiry purposes (not for Data Entry). The Source Data Table has several fields and the information in them can be categorized into different groups for viewing. For example, the Employees Form, in Northwind.mdb sample database, has been divided into two parts, viz. Company Information and Personal Information. The Company Info part is designed on the first Page of a Tab Control and the second part Personal Info category of fields are placed on second page of the Tab Control and stays hidden till it receives a click on the second page of the Tab Control, to bring the data into view. Let us assume that the Company Info is the most frequently viewed or updated information and it is kept in full view and Personal Info kept behind because it is not so often viewed or updated. We will design them differently with an interesting trick involving two separate stand alone Forms without linking them as Main Form and Sub-Form. Company Info on one F...
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Forms and Custom Properties
2009-02-20 19:23:00
Searching and finding a record in a Form is easy with Edit - -> Find (Ctrl + F) Option on a particular field value. But, this will fetch only the first record even if there are more records matching the same search text. Most of the time we need to find records that matches values in more than one field, like records of Sales Representatives of Northwind Traders located in the City of London.We will create a simple method to find all records of Employees Table that matches both fields (City and Title) and display them. If you have not imported the Employees sample Table from C:Program FilesMicrosoft OfficeOfficeSamplesNorthWind.mdb before then you may do it now. Create a temporary table with the name temp_param with two text fields; City and Title.Add a single record with City field value as London and Title field value as Sales Representative.Design a Main Form with this Table and place both Fields on the Header Section of the Form.Even better, if you create two Combo Boxes...
More About: Forms , Custom , Properties

ControlTip Text and Time Delay
2009-02-13 12:59:00
Most of the Controls on a Form like Command Buttons, Labels, Text -Boxes and others have the Property ControlTip Text. This can be set with a Value of up to a maximum length of 255 characters, either manually during design time or through Visual Basic. The text is displayed when the Mouse Pointer rests on the Control for a few seconds. This is useful to inform the User to do certain action, like Click or Double-Click, on the Control to run a Program or Macro attached to it.The Toolbar Buttons above also have this feature programmed with the Screen Tip Property Value (another name for ControlTip Text) to give clues to the User as to what the control does or what to do to use it. For example when you point the Mouse pointer on the Copy Toolbar Button it will show Copy (Ctrl+C) indicating that either Click on the Button to Copy the selected Text/Control or use Ctrl+C to get the same result. The time delay is programmed into this action assuming that the Mouse Pointer rests on the Contr...
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External Files List in Hyperlinks
2009-02-06 20:42:00
Is it possible to display a directory listing of External Files on a Form and open them in their parent applications? Several queries of different kind received through E-mails pointing towards this objective, from Readers of the earlier Article; File Brower in MS-Access (Common Dialog Control). We have seen that we can open and work with external data sources like dBase Tables, Excel databases and AS400(iSeries) Tables directly without linking them permanently with MS-Access and familiarized these procedures through the following Articles:Opening External Data SourcesOpening dBase Files DirectlyDisplay Excel Value Directly on FormOpening Excel Database DirectlyDatabase Connection String PropertiesAccess Live Data in ExcelAccess Live Data in Excel-2Source ConnectStr Property and ODBCBut, all of them fall into only one category, data files.To answer the above query we will create a Form with a Datasheet Sub-Form and with few simple controls to take a listing of a particular category...
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Combo-Box Column Values
2009-01-30 12:52:00
Command Buttons are the most commonly used control on a Form. We have seen them in action in different ways and with different designs. Those who have not come across those Articles before then links to them are given below; you may take a look at them. Command Button Animation Command Button Animation-2Double-Action Command Button Colorful Command Buttons Transparent Command ButtonNext in line is the most preferred and familiar control on Forms; the Combo -Box Control. This can be created not only on Forms but also on Tables as well. If you would like to see few examples for the usage of Combo-Boxes in Tables then you have them on your PC itself. Open Northwind.mdb sample database from C:Program FilesMicrosoft OfficeOffice11SamplesNorthwind.mdb (MS-Office2003 pathname) and open Employees Table or Orders Table or Order Details Table in Design View and look at the Fields and Properties given under each Table listed below:Employees TableField: TitleofCourtesyNote: Select the L...
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Drill-Down Inquiry Screen-2
2009-01-23 18:18:00
This is the continuation of earlier Article: Drill -Down Inquiry Screen . If you have landed on this Page please read the first part of this Article by following this Link: Drill-Down Inquiry Screen and continue...I hope you have downloaded the sample database from the bottom of the first part of this Article and tried it out. Then you have a general idea of the shape of things to come.Here, we will design three small Forms, assemble them on the Main Form on a Tab Control and use few lines of Code to refresh the Main Form to update the contents of the Sub-forms before bringing them into view.First, we will design the top layer of the Form for the Employee-wise Order Summary Information. 03_Employee_Summary FormSelect the Query 03_Employee_Summary.Design a Tabular Form (continuous form) like the sample given below. You may use the Form Wizard from Insert Menu to create the Form quickly but it may insert background images and the controls may be created with shadows etc. In that cas...

Drill-Down Inquiry Screen
2009-01-17 13:28:00
Following is an image of a three layer Inquiry Screen , designed for the Management, to keep track of Northwind Traders staff-level Sales Performance:The top layer of the Form shows Sales-Person level summary of Orders and the Percentage on Total Orders. At the Footer of the Form shows the Total of all Orders put together. When clicked on a particular Employee?s record the individual Order-level Summary information will be visible on the main screen overlaying the earlier view. Check the image given below.Several items can be ordered under a particular Order and details of all items can be displayed by Clicking on one of the Order record. Check the image given below.The above Form shows order-level details and summary information at the Footer of the form with Total Quantity of all Orders and the Total Net-Value of all items after discount. The Command Buttons at the footer of each form is used to switch the view back to the upper layer of the form.The Date Parameter values at the to...
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Command Button Animation-2
2009-01-10 09:58:00
A Screen with Animated Text or Controls gives the application a lively look and feel than a rigid screen to the user as well as to the onlooker. Command Button Animation was the first Blog-Post that I have published on this site.Another Screen design improvement was creating 3D headings on Form and Report with different Fonts, Sizes and Styles. Initially, created them manually and this lead to the creation of a 3D-Text Wizard. You can download this Wizard by following the highlighted link or from Downloads Menu.You can find the details of 3D Text Styles in the following Posts and download the Wizard from any one of the Posts:Create 3D Headings on FormsBorder 2D Heading TextBorder 3D HeadingShadow 3D Heading StyleIBM AS400 (iSeries) Screens influenced me to go along designing MS-Access Screens with dark background, data labels with light shades and information in Green text. Even though these are old text based screens better visibility of information is the main attraction of thes...

Cardinal Text Format In Access
2009-01-02 13:31:00
The other day one of my colleagues asked me to open MS-Word and type the expression =Rand() on a separate line and press Enter key. It was a magic that I didn't know till that time. The following sentence appears fifteen times repeatedly (in 3 rows and 5 columns) overwriting the expression itself:The quick brown fox jumps over the lazy dog.Open a Document in MS-Word and try it out yourself. The above sentence has all the letters of Alphabet in it. You can control the printing by inputting parameters to the Function like =Rand(5,1) will print the same sentence in 5 lines in one Column. It is a built-in Function with different constructs that can accept different set of parameters and looks like created for fun, I think! It works only when you type it on a separate line. Even though it looks like a Random Function it has nothing to do with it.There is another feature in MS-Word that, I like to see in MS-Access , formats numeric values in Cardinal Text . For example, result of th...
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Custom Report Wizard
2008-12-25 13:40:00
After designing and working with a Form Wizard it is natural to think about designing a Report Wizard too. Because of the designing task of a Form and Report is almost same, except Page Footer with Page Number and date.If you have gone through the designing task of the Form Wizard then you don't have to do it again. Please go through the earlier Post: Custom made Form Wizard to understand the designing task of the FormWizard or to download it from there.Do the following few simple steps and the ReportWizard is ready: Make a copy of the FormWizard and rename it as ReportWizard.Open the ReportWizard in Design View.Change the List Box and Combo Box headings to read as Report Format and Select Table/Query for Report respectively.Change the word Form to Report in the left side labels.Display the Code Module of the ReportWizard by selecting View - ->Code (or Alt+F11).Press Ctrl+A to select the entire Code in the Form Module and press Delete Key to delete the Code.Copy and Paste the ...

A Custom Made Form Wizard
2008-12-12 22:29:00
Want to know how Form Wizard s work? We will build one of our own and try it out. Perhaps, you may ask why we should do this when MS-Access already has a Form Wizard. Very true and I thought on those lines for some time, before I decided to give it a try and create the one that I need. Mainly for two reasons:Even though MS-Access creates a Form on ready to use basis, most of the time we must modify this to make it a better looking one. Needs more time for resizing, shaping and arranging the fields and labels.It creates Text Boxes of various sizes and shapes depending on the data type and needs more time to shape it up.If you create a Tabular Form using Employee Table from Northwind.mdb sample database, you will know what I am talking about.Up to Access2000, when the Table or Query have more fields then all of them cannot be placed on the 22cm width of the Form and ends up in error. Later Versions squeezes the controls to accommodate all the fields on the Form.This is where I thoug...
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