Microsoft-Access Tutorial Soren Lauesen E-mail: [email protected] Version 2.4b: July 2011 Contents 1. The hotel system................................................... 4 5.2.2 Computed SQL and live search...............74 2. Creating a database ............................................. 6 5.2.3 Composite search criteria........................76 2.1 Create a database in Access ............................. 6 5.2.4 Event sequence for text box ....................78 2.2 Create more tables ......................................... 10 5.3 Visual Basic tools...........................................80 2.3 Create relationships ....................................... 12 5.4 Command buttons ..........................................84 2.4 Look-up fields, enumeration type.................. 14 5.5 Forms .............................................................86 2.5 Dealing with trees and networks.................... 16 5.5.1 Open, close, and events...........................86 3. Access-based user interfaces............................. 18 5.5.2 CRUD control in Forms..........................87 3.1 Forms and simple controls............................. 18 5.5.3 The OpenForm parameters......................89 3.1.1 Text box, label and command button...... 18 5.5.4 Multi-purpose forms (hotel system)........90 3.1.2 Adjusting the controls............................. 20 5.5.5 Dialog boxes (modal dialog)...................92 3.1.3 Cleaning up the form .............................. 20 5.5.6 Controlling record selection....................93 3.1.4 Shortcut keys for the user ....................... 22 5.5.7 Column order, column hidden, etc..........94 3.1.5 Lines, checkbox, calendar....................... 22 5.5.8 Area selection, SelTop, etc......................94 3.1.6 Combo box - enumeration type .............. 24 5.5.9 Key preview ............................................97 3.1.7 Combo box - table look up ..................... 26 5.5.10 Error preview ........................................97 3.1.8 Control properties - text box................... 28 5.5.11 Timer and loop breaking .......................98 3.2 Subforms........................................................ 30 5.5.12 Multiple form instances.........................99 3.2.1 Subform in Datasheet view..................... 31 5.5.13 Resize..................................................100 3.2.2 Adjust the subform ................................. 34 5.6 Record sets (DAO).......................................102 3.2.3 Mockup subform..................................... 36 5.6.1 Programmed record updates..................102 3.2.4 Subform in Form view............................ 36 5.6.2 How the record set works......................104 3.2.5 Summary of subforms............................. 38 5.6.3 The bound record set in a Form ............106 3.2.6 Prefixes ................................................... 38 5.6.4 Record set properties, survey ................108 3.3 Bound, unbound and computed controls........ 40 5.7 Modules and menu functions .......................110 3.3.1 Showing subform fields in the main form42 5.7.1 Create a menu function .........................110 3.3.2 Variable colors - conditional formatting. 42 5.7.2 Define the menu item............................112 3.4 Tab controls and option groups...................... 44 5.7.3 Managing modules and class modules..112 3.5 Menus ............................................................ 46 5.7.4 Global variables ....................................114 3.5.1 Create a new menu bar............................ 46 6. Visual Basic reference......................................116 3.5.2 Add commands to the menu list ............. 48 6.1 Statements ....................................................116 3.5.3 Attach the toolbar to a form.................... 48 6.2 Declarations .................................................120 3.5.4 Startup settings - hiding developer stuff . 48 6.3 Constants and addresses...............................122 3.6 Control tips, messages, mockup prints .......... 50 6.4 Operators and conversion functions.............124 4. Queries - computed tables................................. 52 6.5 Other functions.............................................128 4.1 Query: join two tables.................................... 52 6.6 Display formats and regional settings ..........132 4.2 SQL and how it works ................................... 54 7. Access and SQL................................................134 4.3 Outer join....................................................... 56 7.1 Action queries - CRUD with SQL ...............134 4.4 Aggregate query - Group By.......................... 58 7.1.1 Temporary table for editing ..................134 4.5 Query a query, handling null values .............. 62 7.2 UNION query...............................................136 4.6 Query with user criteria ................................. 64 7.3 Subqueries (EXISTS, IN, ANY, ALL . .) ..138 4.7 Bound main form and subform...................... 66 7.4 Multiple join and matrix presentation ..........140 4.7.1 Editing a GROUP BY query................... 67 7.5 Dynamic matrix presentation .......................142 5. Access through Visual Basic ............................. 68 7.6 Crosstab and matrix presentation .................144 5.1 The objects in Access .................................... 68 8. References.........................................................148 5.2 Event procedures (for text box) ..................... 72 Index......................................................................149 5.2.1 More text box properties......................... 72 Printing instructions Print on A4 paper with 2-sided printing so that text and associated figures are on opposing pages. Version 1: October 2004. Version 2.1: November 2004. Changes: a. Restructured section 3.2 with small additions. b. Section 7.1 on action queries added. c. Small changes and additions to Chapter 6 with corresponding changes in the Reference Card. d. Index provided Version 2.2: April 2004. Changes: a. SQL HAVING introduced in section 4.2 and the example in section 4.4. b. More on aggregate functions in section 4.4. c. ColumnOrder, ColumnWidth discussed in section 5.5.7. d. Selection of an area in the datasheet is discussed in section 5.5.8. e. Section 5.7 (action queries) now moved to Chapter 7. f. Action queries, Union, Subqueries, Crosstab, etc. discussed in Chapter 7 (a new chapter). g. Various small changes and improved explanations here and there. Version 2.3: September 2006. Changes: a. Access 2003 dialog when opening a database changed (page 8). b. Look-up fields for foreign keys deleted (last part of section 2.4). Access's automatic creation of relationships caused too much confusion. c. Combo boxes described in sections 3.1.6 and 3.1.7. d. More events explained in section 5.2.3. e. Various misprints corrected. Version 2.4: August 2007 and July 2011. Changes: a. Partial integrity (page 12). b. Adding a label to a control (page 20). c. DateTime Picker (page 22). d. More Null rules (page 62, 77, 124). e. Access data model and experiments improved (page 68-70). f. Composite search criteria, more computed SQL, date comparison (page 76-77). g. Event sequence for textbox: small corrections, e.g. OldValue (page 78). h. Improved area selection (page 95-96). i. Error handling, user errors (page 97-98). j. Timer and loop breaking (page 98-99). k. Managing modules and class modules (page 112). l. Error handling, VBA errors, Err object (page 117). m. Enum type (page 121). n. Partition operator (page 124). o. Week number in the Format function (page 126). p. Dynamic matrix simplified (page 136). q. Minor corrections and improvements in many places. r. Version 2.4a: Note on AutoNumber added to Figures 2.1C and 2.4. s. Version 2.4b: Copyright notice more liberal. Misprint corrected (page 65, step 14 and 15). Figure 52B (page 75) shows quote-stuff more clearly. SendKeys on page 99 elaborated. © Soren Lauesen, 2007 Permission is granted to use, print and copy the file on a non-profit basis as long as the source is clearly stated. The document is available on the author's web site on these conditions. 2 Preface Preface This booklet shows how to construct a complex appli- 6. Visual Basic reference. A reference guide to the cation in Microsoft Access (MS-Access). We assume Visual Basic language for Applications (VBA). that the user interface has been designed already as a paper-based mockup (a prototype). How to design a 7. Access and SQL. An overview of the remaining good user interface is a separate story explained in parts of SQL, for instance how to update the User Interface Design - a Software Engineering Per- database through SQL. We also explain how to spective, by Soren Lauesen. generate matrices of data with dynamically chan- ging headings. After design, development continues with constructing the database, constructing the user interface, binding Using the booklet for teaching the user interface to the database, and finally develop We have experimented with using the booklet for the program. This is what this booklet is about. teaching. First we tried to present part of the material with a projector, then let the students try it out on their The reason we illustrate the construction process with own, next present some more, etc. Although the MS-Access is that it is a widely available tool. Any- students listened carefully, it turned out to be a waste body who has Microsoft Office with MS-Word, also of