PRACTICAL IT

SKILLS
MS ACCESS 2013
Database (Part 3)

Lecture Outline
Review on previous lecture
How to create macros in database?
Create macro for each query
Create macro for each table
Examples?

How to create switchboard in

database?
Create Main Switchboard
Create Switchboard Pages
Examples?

Lab Session 9 (Macros & Switchboard)

MS ACCESS 2013 Part 3

Learning Outcomes

By the end of this lecture, YOU should be able to :

Demonstrate a familiarity with a representative range
of generic business software packages database
Evaluate packages and select and recommend
appropriate software for some basic applications

MS ACCESS 2013 Part 3

Key Terms you must be able to use

If you have mastered this topic, you should

be able to use the following terms correctly
in your assignments:
Macros
Open Query
Action Arguments
Open Table
Database Utilities
Switchboard Manager
Command
MS ACCESS 2013 Part 3

Creating a Macro
A macro contains a set of actions necessary to complete
a certain task
A macro is a database object that stores Access actions
Macros are created in Macro Design View
Each macros contains one or more actions
Each action has a specific set or arguments that provide
additional information on how to carry out the action

MS ACCESS 2013 Part 3

Creating a Macro
Create a macro by choosing a series of actions
Action examples:

Click macros and new

Select Open Query Action
Under Action Arguments, select Query Name
Change Data Mode to Read-Only
Save each macro

MS ACCESS 2013 Part 3

Steps to create a macro

Step 1: Navigate on Create tab from the ribbon and click on
MACRO

MS ACCESS 2013 Part 3

Steps to create a macro

Step 2: Use the dropdown menu to select the first action - choose Open
Form

MS ACCESS 2013 Part 3

Steps to create a macro

Step 3: In the bottom pane, select the form name you wish to open
and fill in the given fields.
Example: choose name of the Form: (i.e. Customer form),
Choose view, data mode and window mode.

MS ACCESS 2013 Part 3

Steps to create a macro

Step 4: Use the dropdown menu to select a second action - choose Open
Table.
4 (a): In the Table name field, select the name of the table to open

4 (b): In the Table View field, select the view in which to open the table.

MS ACCESS 2013 Part 3

Steps to create a macro

4 (c) : In the Table Data mode field, select the data entry mode for the
table.

MS ACCESS 2013 Part 3

Steps to create a macro

Step 5: Use the dropdown menu to select a next action - choose Open
Report.
5 (a): In the Report name field, select the name of the report to
open

5 (b) : In the Report View field, select the view in which to open the
report.

MS ACCESS 2013 Part 3

Steps to create a macro

5 (c) : In the Report Window mode field, select the mode for the
report window

MS ACCESS 2013 Part 3

Steps to create a macro

Step 6: Use the dropdown menu to select a next action - choose Open
Query.
6 (a): In the Query name field, select the name of the Query to
open

MS ACCESS 2013 Part 3

Steps to create a macro

6 (b): In the Query View field, select the view in which to open the
query

MS ACCESS 2013 Part 3

Steps to create a macro

6 (b): In the Query Data mode field, select the data entry mode
for the query

MS ACCESS 2013 Part 3

Save a macro
1. Name and save the macro by clicking the disk icon in the upper
left-hand corner
OR
2. Right click on the Macro tab and clicking the disk icon to save.

MS ACCESS 2013 Part 3

Test a macro
1. Run macros by opening the Macros tab and double clicking on the macro you want to
run
OR
2. Selecting it and clicking Run from the Ribbon, or right-clicking it and selecting Run
from the contextual menu).

1
2

MS ACCESS 2013 Part 3

Creating and Using a

Switchboard in Access 2013

MS ACCESS 2013 Part 3

Creating a Switchboard
A switchboard is a special Access form that uses command buttons
to simplify and secure the database.
Create using the Switchboard Manager
One switchboard page must be designated as the default
switchboard.
The switchboard is a form that opens when you start the underlying
database and is usually used to provide the user with a set of
choices.
This provides a well-organized interface for the user and eliminates
the need for them to interact directly with the database window.

MS ACCESS 2013 Part 3

Creating a Switchboard
An example of a switchboard

MS ACCESS 2013 Part 3

Creating a Switchboard

Use the Switchboard Manager to create a switchboard

First, create all the macros you will need for the
switchboard and then create the switchboard that will
execute the macros.
You can use the Switchboard Manager to help you
create the switchboard.
The Switchboard Manager allows you to specify what
buttons should be on the switchboard and identify the
command to execute when each of the buttons is
clicked.

MS ACCESS 2013 Part 3

Creating a Switchboard
Switchboard considerations
The Switchboard Manager allows you to create only
one switchboard for a database; however, the
switchboard can contain multiple pages.
The main page of the switchboard will display when
the switchboard opens.
You can place buttons on the main page that will
cause other pages in the switchboard to open.
The switchboard manager is available on the
Database Tools option on the Tools menu

MS ACCESS 2013 Part 3

Look for Switchboard Manager in

Access 2013/ Ribbon
You will find out that the Switchboard Manager
feature disappeared from Ribbon.
In fact the Switchboard Manager is not listed on
the Ribbon. So you may need to customize the
Ribbon, and add Switchboard Manager into
QAT (Quick Access Toolbar)

MS ACCESS 2013 Part 3

Look for Switchboard Manager in Access

2013/ Ribbon

Step 1: Firstly click the File tab

and Options button, then you
will get into Access Options
window.

Step 2: Click the Quick Access

Toolbar at left bar.

Step 3: In the Choose

commands from drop down
box, select the Commands Not
in the Ribbon item.

Step
4:
Select
the
Switchboard Manager item in
the command list box.

Step 5: Click the Add button.

Step 6: At last click the Ok

button at the bottom.

MS ACCESS 2013 Part 3

Creating a Switchboard
With the Database window appearing, click
Tools on the menu bar, and point to Database
Utilities on the Tools menu
Click Switchboard Manager
Click the Yes button to create a new switchboard

MS ACCESS 2013 Part 3

Creating Switchboard Pages

Click Edit to make changes to the main switchboard. Click New to create
a new switchboard. Multiple switchboards can be created, and then linked
together through buttons, thus creating a system of layered menus.

MS ACCESS 2013 Part 3

Creating Switchboard Pages

On the Edit Switchboard page,

click New button to add items to
the switchboard
In the Edit Switchboard item
page, Type appropriate names
for Query, Report, Table and
Form as the name of the new
switchboard page at text field

MS ACCESS 2013 Part 3

Creating Switchboard Pages

For command field, clicking on

the Command drop down, and
choose appropriate command
with desired outcome of the
command. Example: Open
form, Open report.
Click OK when finished

MS ACCESS 2013 Part 3

Creating Switchboard Pages

Note that there are several built in commands for
common tasks

MS ACCESS 2013 Part 3

MS ACCESS 2013 Part 3

Creating Switchboard Pages

Repeat these steps for each item on the switchboard.
Click Close when finished adding items. Note that you
can also rearrange buttons on this screen by using the
Move Up and Move Down buttons

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Customizing the Look of the

Switchboard
1. Open the switchboard from the Navigation
Pane

2. Switch to Design View

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Customizing the Look of the

Switchboard
3. Use the features in the Controls group on the
Design tab to add images, text boxes, draw
lines, etc.

MS ACCESS 2013 Part 3

Brainstorming
How to create macros?
How to create switchboard?

MS ACCESS 2013 Part 3

Next Session
Lab Session 9:

How to create macros? (for every

tables & queries available)
How to create switchboard?
(include: main switchboard and
switchboard pages)
Assignment Progress
Lecture 10: Power point (Part 1)
Refer to Lab Session and Hand-Out materials
MS ACCESS 2013 Part 3

Question and Answer Session

Q&A
MS ACCESS 2013 Part 3