Microsoft Office 2016

Access 2016: Part 2

PowerPoint Slides
Lesson 1
IMPLEMENTING ADVANCED FORM
DESIGN
LESSON 1:
IMPLEMENTING ADVANCED FORM
DESIGN
In this lesson, you will learn how to:
• Add controls to forms
• Create subforms
• Organize information with tab pages
• Apply conditional formatting
• Customize form options using contextual tabs
Topic 1-A

TOPIC A: Add Controls to

Forms
In this topic, you will learn:
• About the types of controls, you can add to a form
• About command buttons
• How to use Quick Start field sets
• About the Calendar/Datepicker control
• About form layouts
Topic 1-A

TOPIC A: Add Controls to

Forms
In this topic, you will learn:
• About Quick Styles
• About tab order
• How to use the Anchoring tool
Topic 1-A

Types of Controls
View the available controls by examining the Controls
gallery on the Form Design Tools – Design tab
Topic 1-A

Types of Controls
Select Select objects in the form.

Text Box Displays information in the form. Can be unbound (type

whatever you want) or bound (linked with data in some way).

Label Standalone text in the form. Use it to write form instructions,

copyright information, etc.

Button Used to perform some sort of action, like the OK and Cancel
buttons on a dialog box.

Tab Control Create a series of tabs in your form, each with its own options.
This is useful if you have a large number of controls that can be
categorized.

Hyperlink Create a link to another file, web page, or external resource.

Web Browser Like a hyperlink, but allows for finer control over the source data
pointed to by the link.

Navigation Add and configure various form layouts.

Option Group Click and drag a box around a group of controls to group them
together. Useful with radio buttons; users can select one option
out of the group.

Insert Page Break Used to create a cut-off point when printing a form. Even though
you may be able to see everything on your screen, when the
form is printed a new page will always begin when a page break
is encountered.

Combo Box Choose an option from a list that is displayed by clicking the pull-
down arrow.

Chart Click and drag an area in the form to open the Chart Wizard. This
wizard will analyze the data contained in a query or report and
display data in a graphical way.

Line Click and drag to draw a line in the form. Useful for dividing form
components into groups so they are easier to read.
Topic 1-A

Types of Controls
Toggle Button A toggle button’s command stays in effect when clicked and will
remain so until it is clicked again.

List Box Similar to a combo box, but can be expanded to show all of its
contents. A user simply picks the option out of the list they want
to use.

Rectangle Draw rectangles in the form to visually group related

components.

Check Box When checked, the condition bound to the checkbox is true or
active. When unchecked, the condition is false or inactive.

Unbound Object Allows you to create a special window inside a form to view
Frame another document while looking at your form. For example, you
could have a small window containing a PDF document or a
PowerPoint presentation inside your form.

Attachment Use this command to view non-alphanumeric data contained in

your database. For example, you could attach a PDF document
or a PowerPoint presentation to your form.

Option Button Used to select a certain option, almost always in groups of two
(Radio Button) or more.

Subform/Subreport Create a form inside a form or a report inside a report.

Bound Object Allows you to enter and control various expressions and low-
Frame level operations that can be performed on the database.

Image Place a picture in your form.

Topic 1-A

Command Buttons
Command buttons are used to perform an action. For
example, the OK and Cancel buttons on any dialog
box are considered command buttons
Topic 1-A

Quick Start Fields

Open a table in Datasheet view and then click Table
Tools – Fields → More Fields
Topic 1-A

Quick Start Fields

Scroll through the menu to the Quick Start section
Topic 1-A

Calendar/Datepicker Control
The Datepicker component of the Text Box control is
accessed by clicking the small calendar icon to the
right of the text box
Topic 1-A

Calendar/Datepicker Control
Click on a date to insert it into the text box
Topic 1-A

Form Layouts
Design View allows you to adjust every underlying
aspect of a form. Layout View lets you modify how
the form will look while viewing the data in the form
at the same time
Topic 1-A

Quick Styles
Click Form Design Tools – Format → Quick Styles, and
then choose a style from the gallery
Topic 1-A

Tab Order
Tab order refers to the order that users can navigate
through a form using only the Tab key. For example, if
a user finished entering text into Field1, they could
press Tab to switch their cursor’s focus to Field2 and
complete that field
Topic 1-A

Tab Order
Change Tab Order
Click Form Design Tools – Design → Tab Order
Topic 1-A

Tab Order
The Tab Order dialog box will open
Topic 1-A

The Anchoring Tool

Click Form Design Tools – Arrange → Anchoring with a
field or control selected
Topic 1-B

TOPIC B: Set Form Controls

In this topic, you will learn:
• How to move form controls
• How to add form controls
• How to remove form controls
• Modifying data sources
• Setting form control properties
• About managing labels
Topic 1-B

Move Form Controls

To move a form control, open the form in Design View
Topic 1-B

Move Form Controls

Click the control to be moved. Control nodes appear
around the selected object
Topic 1-B

Move Form Controls

Move your mouse pointer to the edge of the object
until the crosshairs with arrowheads appears
Topic 1-B

Move Form Controls

Click and drag the object to its new location. To move
the label and its associated object independently,
click and drag the object or its label by the upper left
object node
Topic 1-B

Move Form Controls

Form controls can also be moved by clicking the
control and changing its position by changing the Top
and Left values for the control in the property sheet
Topic 1-B

Add Form Controls

Click and drag the field name from the field list
Topic 1-B

Remove Form Controls

Click the control to select it and press the delete key
on your keyboard. You can also right-click a control
and press Delete on the context menu
Topic 1-B

Modify Data Sources

Click the control to select it. Open the property sheet
by choosing Form Design Tools → Design → Property
Sheet
Topic 1-B

Modify Data Sources

Click the Data tab in the Property Sheet
Topic 1-B

Modify Data Sources

Expand the menu for the Control Source and select
the data source from the field list
Topic 1-B

Set Form Control Properties

The property sheet sorts all the properties into four
tabs. A fifth tab displays all the available properties
for a control in one place
Topic 1-B

Set Form Control Properties

To set the properties of a control,
either click the control on the form
to select it or, open the menu in the
Property Sheet and select the
control from the list
Topic 1-B

Manage Labels
Labels can have properties set in the same way that
properties are set for bound controls. You will notice
that there are no Data or Event properties available
for labels.
Topic 1-C

TOPIC C: Create Subforms

In this topic, you will learn:
• How to create subforms
Topic 1-C

Subforms
Open a form in Design View. Next, click Form Design
Tools – Design → Subform/Subreport
Topic 1-C

Subforms
Click on the location where you want the subform to
be placed. The SubForm Wizard will then start
Topic 1-D

TOPIC D: Organize
Information with Tab Pages
In this topic, you will learn:
• About tab pages
Topic 1-D

Tab Pages
Click the Tab Control in the Controls gallery
Topic 1-D

Tab Pages
Click and drag in the form to create the tabbed page.
You can then expand it and add fields and controls to
each tab as needed
Topic 1-E

TOPIC E: Enhance Navigation

with Forms
In this topic, you will learn:
• To customize the Navigation pane
• How to build a navigation form
Topic 1-E

Navigation Control and

Navigation Forms
The simplest way to manage navigation is to adjust
the navigation pane. Apart from the default list,
navigation by database objects etc., additional
categories can be added to aid navigation and control
the user interface. A Navigation form, on the other
hand, is designed to provide a simple way to navigate
forms and reports.
Topic 1-E

Setting Navigation Options

Right-click the top of the Navigation pane and click
Navigation Options
Topic 1-E

Setting Navigation Options

The Navigation Options dialog box will appear
Topic 1-E

Creating a Navigation Form

Click the create tab. Click the navigation icon on the
right side of the form group will open the Navigation
form menu
Topic 1-E

Creating a Navigation Form

The Navigation form menu offers several choices for
form layouts
Topic 1-E

Creating a Navigation Form

With an option selected click
and drag a form from the
navigation pane to the [Add
New] button on the Navigation
form
Topic 1-E

Creating a Navigation Form

To add additional forms or
reports to the Navigation
form, click and drag them from
the Navigation pane to an
empty [Add New] location
Topic 1-E

Creating a Navigation Form

Color and other properties for
each tab in the Navigation
form can be adjusted from the
Properties page
Topic 1-E

Using a Navigation Form

With your Navigation form in the Layout View, click
and drag tabs to rearrange the order of the tabs to
change the structure. Then, click tabs to open the
forms to view. The database Options can be edited to
have the Navigation form open as the first object
when the database is opened.
Topic 1-F

TOPIC F: Format a Form

In this topic, you will learn:
• How to Insert Headers and Footers
• How to Insert Images
• About Auto-Order Forms
• About Sort Records
• How to Apply Themes
• How to Insert Backgrounds
• How to Change Margins
Topic 1-F

Insert Headers And Footers

Start with a basic form open in Design View
Topic 1-F

Insert Headers And Footers

Right-click the Detail section and select Form
Header/Footer from the context menu
Topic 1-F

Insert Headers And Footers

The Header section appears at the top of the form
with a default width. The Footer section opens also
Topic 1-F

Insert Headers And Footers

Use your mouse to click the bottom of the Header
space (or click the top edge of the Detail section) and
drag the Header section vertically
Topic 1-F

Insert Headers And Footers

The height of the Header section can also be set by
entering the appropriate size in the height text box in
the Property Sheet for the Header section
Topic 1-F

Insert Headers And Footers

To insert a title in the Form Header, select the Label
control and click and drag a space in the Header
Topic 1-F

Insert Images
• Choose Design → Insert Image → Browse.
Browse to the image and click the image
• The mouse pointer turns into an image icon
• Click the upper left corner of the space to hold
the image to insert it
Topic 1-F

Insert Images
The image is centered by setting the Picture
Alignment property in the image’s Property Sheet
Topic 1-F

Auto-Order Forms
Click the Tab Order icon in the Tools group on the
Design tab
Topic 1-F

Auto-Order Forms
Click the row headers for controls and drag the
controls in the list to re-order them
Topic 1-F

Auto-Order Forms
Pressing the Auto Order button will set the tabs so
the tab key will move vertically from top to bottom
through the form
Topic 1-F

Sort Records
Open a form in its default view
Topic 1-F

Sort Records
To sort by any field, right-click the field header and
click Sort A to Z
Topic 1-F

Sort Records
Open a form in Design View
Topic 1-F

Sort Records
Open the Property sheet if it is not already open
Topic 1-F

Sort Records
In the Property Sheet click the Selection Type: text
box and select Form from the list of objects
Topic 1-F

Sort Records
Click the Data tab and in the text box for Order By
type the field name to sort on when the form opens
Topic 1-F

Apply Themes
To apply a theme, open the form in Design View
Topic 1-F

Apply Themes
With the theme open Click the Theme icon in the
Themes group on the Design tab
Topic 1-F

Apply Themes
Move the mouse pointer over the themes and click on
a theme to choose it
Topic 1-F

Apply Themes
Save your changes and choose View → Form View
from the Views group on the Design tab
Topic 1-F

Insert Backgrounds
Open a form in Design View. Right-
click the form name in the Navigation
pane and choose Design View
Topic 1-F

Insert Backgrounds
Open the Property Sheet
Topic 1-F

Insert Backgrounds
Click the Selection type text box and select Form
Topic 1-F

Insert Backgrounds
Click the browse icon on the far right of the Picture
text box and browse to the folder to use
Topic 1-F

Insert Backgrounds
In the Insert Picture dialog box select an image for the
background and click OK
Topic 1-F

Insert Backgrounds
The image is inserted. On the Property Sheet for the
form, choose Yes in the Picture Tiling text box
Topic 1-F

Insert Backgrounds
On the Design tab click the View icon on the left to
exit Design View and return to the Form View
Topic 1-F

Insert Backgrounds
The form shows the background image
Topic 1-F

Change Margins
With a form open, click File → Print → Print Preview
Topic 1-F

Change Margins
In the Page Size group, click Margins → Normal
Topic 1-F

Change Margins
In Design View, click the Detail section bar to view its
Property Sheet
Topic 1-F

Change Margins
On the Format tab in the Property Sheet, in the Force
New Page text box choose After Section
Topic 1-F

Change Margins
Close the Property Sheet. Click CTRL+A. Use the right-
arrow key to move all the controls to the right
Topic 1-F

Change Margins
Return to the Print Preview window to see the results.
Choose File → Print → Print Preview
Topic 1-G

TOPIC G: Apply Conditional

Formatting
In this topic, you will learn:
• About conditional formatting
Topic 1-G

Conditional Formatting
Conditional formatting is a new feature designed to
bring attention to data that meets specified criteria by
applying special formatting to data only if it satisfies a
particular condition
Topic 1-G

Conditional Formatting
Open a form in Design View.
Right-click on a field and click
Conditional Formatting. You
can also find this command
on the Form Design Tools –
Format tab
Topic 1-G

Conditional Formatting
Click New Rule
Topic 1-G

Conditional Formatting
Use the New Formatting Rule dialog box to create the
criteria and format to apply to this field
Lesson 1

Summary
Over the course of this lesson, you learned how to add
controls to a form to allow for information to be displayed,
edited, and/or entered. You also learned about subforms
and how they can be used to add greater context to
information in a form. Additionally, you should now be
comfortable adding tab pages to forms to break them up
into sections that are more user-friendly. You should also be
familiar with applying conditional formatting to highlight
important information, and applying some of the form
options that are available.
Lesson 1

Review Questions
1. What do Quick Start fields allow you to do?
2. How do you open the SubForm Wizard?
3. How many tabs are included by default when you
add the Tab control?
4. What is the procedure for changing the data source
for a form control?
5. What is conditional formatting?
Lesson 2
USING DATA VALIDATION
Lesson 2:
Using Data Validation
In this lesson, you will learn about:
• Field and record validation
• Form validation
Topic 2-A

TOPIC A: Field Validation

In this topic, you will learn:
• About field properties
• How to use the Input Mask Wizard
• What characters you can use in an input mask
• How to create lookup lists
• How to use the Expression Builder
• About record validation
Topic 2-A

Field Properties
Open a table in Design View.
Select the field whose
properties you want to view
from the Field Name list. Its
properties are shown in the
pane along the bottom
Topic 2-A

Input Masks
An input mask applies formatting to data within a
field. For example, the phone number 5557482234 is
harder to read than (555) 748-2234. An input mask
can be applied to any data to make it appear as
desired. Additionally, input masks establish
requirements for a field.
Topic 2-A

The Input Mask Wizard

In Design View select the field that will use an input
mask and then click the button in the Input Mask
property field within the Field Properties section
Topic 2-A

The Input Mask Wizard

By following the steps in the Input Mask Wizard, you
can choose from a list of common input masks
Topic 2-A

Input Mask Characters

0 Required numerical values.

9 Optional numerical values.

# Optional numerical values, a space, or a plus or minus sign.

When skipped, a blank value will be entered.

L Required letter.

? Optional letter.

A Required letter or numerical value (0 to 9).

a Optional letter or numerical value.

& Required character or space.

C Optional character or space.

.,:-/ Decimal, thousands placeholder, or date and time separator.

Exact character depends on your regional settings.

> All characters are converted to uppercase.

< All characters are converted to lowercase.

! Input mask is filled in from left to right.

\ Following characters are displayed literally.

"" Characters in double quotes are displayed literally.

Topic 2-A

Lookup Lists
Lookup lists (sometimes referred to as lookup fields)
are used to restrict what a user can enter into a field
to a curated list of preconfigured values. The source
of these values can be a list that is created by the
database designer or a field from another table.
Topic 2-A

Lookup Lists
The Lookup Wizard - This wizard
appears when the Lookup Wizard
option is chosen as a data type
Topic 2-A

Lookup Lists
Once you choose this option, the Lookup Wizard starts
Topic 2-A

Expression Builder
To open the Expression Builder, click the icon in a
supported field’s properties
Topic 2-A

Expression Builder
The Expression Builder contains space to construct an
expression, and a variety of elements to choose from
Topic 2-B

TOPIC B: Form and Record

Validation
In this topic, you will learn:
• About control wizards
• About the Combo Box control
• About the List Box control
• About the Option Group control
Topic 2-B

Form Validation
To set validation of a control inside a
form, open the form in Design View
Topic 2-B

Form Validation
In Design View, right-click the control for validation to
be set, and select Properties from the pop-up list
Topic 2-B

Form Validation
In the Property Sheet, select the Data tab, and in the
Validation Rule text box enter “>=Date()”
Topic 2-B

Control Wizards
The Control Wizard appears when you add certain
objects to a form. For example, a combo box
Topic 2-B

The Combo Box Control

The Combo Box control is a control to insert items
into a form to select between a list of choices, but
also offer the opportunity to enter a custom value
Topic 2-B

The Combo Box Control

Remember or Store Values – In the Combo Box
Wizard is the option to have the form remember a
custom value so it can be used later
Topic 2-B

The List Box Control

The List Box control does not allow values other than
those listed to be entered. List boxes take the form of
a list from which you can select only one option
Topic 2-B

The Option Group Control

The Option Group control can be composed of option
buttons, checkboxes, or toggle buttons. These options
can be set via the Option Group Wizard
Topic 2-B

Record Validation
Record validation is
applied using the
Validation Rule field in
the Field Properties pane
of Design View while a
field is selected
Topic 2-B

Record Validation
You can also apply validation rules to selected records
in Datasheet View by clicking Table Tools – Fields →
Validation → Record Validation Rule
Topic 2-B

Record Validation
Validation rules can also be
set for controls on forms by
adding Validation Rules and
Validation Text on the
Property Sheet for the
control
Lesson 2

Summary
During this lesson, you learned about the various field
and record validation methods that you can apply to
tables and forms. You should feel comfortable using
the Field Properties pane of Design View to create
and apply input masks to fields in a table, as well as
create lookup lists. You should also now be
comfortable setting validation using specific form
controls.
Lesson 2

Review Questions
1. What table view displays the Field Properties pane?
2. What does the “9” input mask character represent?
3. What is the command sequence to apply record
validation to a selected field in Datasheet View?
4. How many items can you select at once using the List
Box control?
5. What kind of controls can be included in the Option
Group control?
Lesson 3
USING MACROS TO IMPROVE USER
INTERFACE DESIGN
Lesson 3:
Using Macros to Improve User
Interface Design
In this lesson, you will learn how to:
• Create macros
• Restrict records using a condition
• Validate data using a macro
• Automate data entry using a macro
• Convert a macro to VBA
Topic 3-A

TOPIC A: Create a Macro

In this topic, you will learn:
• About macros
• How to use the Macro Builder window
• About macro actions, including the various types
that are available in Access 2016
• About action arguments and object events
Topic 3-A

Macros
Macros are small programs that are created to
complete a specific task or set of tasks that are
typically repetitive in nature. They are created with
the Macro Builder or by coding them in Visual Basic
for Applications. Once the macro is complete, you can
bind it to a custom button or shortcut key.
Topic 3-A

The Macro Builder Window

Click Create → Macro
Topic 3-A

The Macro Builder Window

Click the Add New Action drop-
down list and then choose one of
the options
Topic 3-A

The Macro Builder Window

Click the Action Catalog command in the Show/Hide
group on the Macro Tools – Design tab
Topic 3-A

The Macro Builder Window

The Action Catalog pane displays
folders containing program flow
items and macro actions
Topic 3-A

The Macro Builder Window

Click the () symbol to expand the
category folder that you think
would contain the action
Topic 3-A

The Macro Builder Window

To add an action from the Action Catalog, double-click
it or drag and drop it into the working area
Topic 3-A

The Macro Builder Window

Enter the required conditions or arguments by
choosing one from the forms in the database
Topic 3-A

The Macro Builder Window

Macro Builder Enhancements
• Addition of the Action Catalog
• Improved readability and flow of code
• Intelligence for expressions
• Reusable macros
• XML integration
• Improved ability to create more complex macros
Topic 3-A

Macro Actions
Construction of macros hinges on the selection of
macro actions. As the name implies, actions
represent what happens when the macro is run. A
macro can include up to 999 actions!
Topic 3-A

Types of Macro Actions

Data Entry Operations Actions that make changes to data (such
as deleting, editing, and saving records).

Data Import/Export Actions that import, export, send, and

receive data.

Database Objects Actions that make changes to controls

and objects within a database (such as
GoToRecord, Open, Print, etc.)

Filter/Query/Search Actions that filter, search, and query

data records.

Macro Commands Actions that cancel, run, start, or stop

macros.

System Commands Actions that make changes to a

database system (such as beep, close,
quit, etc.).
User Interface Commands Actions that control what is shown on
the screen (such as MessageBox,
BrowseTo, Undo, etc.).

Windows Management Actions that manage database windows

(such as close, maximize, minimize,
etc.).
Topic 3-A

Action Arguments
An argument is used in programming to configure
how an action behaves.
Topic 3-A

Object Events
You are able to configure actions that will execute a
macro when an event occurs
Topic 3-A

Object Events
The events have been categorized into seven groups
Window Events Opening, closing, or resizing a window.

Data Events Editing data records.

Focus Events Activating a field.

Keyboard Events Pressing or releasing a specified key on the keyboard.

Mouse Events Clicking on a button or other object.

Print Events Printing an object or formatting it for print.

Error and Timing An error notification or a specified duration of time.

Events
Topic 3-A

Object Events
Events and Macros - Macros can be attached to
events so that the macro will run when that event
occurs. For example, you could have a button on a
form that will execute a previously created macro
when it is clicked by the user.
Topic 3-A

Macros in Access Web Apps

With the app open in your browser, click the settings
icon on the right and choose ‘Customize in Access’
Topic 3-A

Macros in Access Web Apps

The web app is copied to your computer and opens in
Access in Design View for web apps
Topic 3-A

Macros in Access Web Apps

On the Home tab click the
Advanced icon and choose
Data Macro from the pop-up
list
Topic 3-A

Macros in Access Web Apps

A Blank data macro will open in Design View
Topic 3-A

Macros in Access Web Apps

The UI macro is usually attached to a custom action
button on the web app action bar
Topic 3-B

TOPIC B: Restrict Records

Using a Condition
In this topic, you will learn:
• About macro conditions
• About the Where condition
Topic 3-B

Macro Conditions
Macro conditions and expressions are used to specify
if an action will occur based upon a specified set of
circumstances. These circumstances are true-or-false
based. Note that one condition can be used with
multiple actions.
Topic 3-B

The Where Condition

After adding actions to a macro in the Macro Builder,
you may notice the Where Condition field
Topic 3-C

TOPIC C: Validate Data Using

a Macro
In this topic, you will learn:
• About event properties for data validation
• About macro actions for data validation
• About embedded macros
Topic 3-C

Event Properties for Data

Validation
• Before Update: Execute actions before the
entered data is updated.
• After Update: Execute actions after the entered
data is updated.
• Before Insert: Execute actions after a new record
is typed in but before it is created.
• On Delete: Execute actions upon a delete
request, but before the actual deletion is run.
Topic 3-C

Macro Actions for Data

Validation
• Cancel Event: This action will prevent a user from
creating a new record unless specified conditions
are met.
• GoToControl: This action will specify where data
is inserted into a form.
• MessageBox: When executed, this action will
display a message to the user.
Topic 3-C

Embedded Macros
• Stand-alone macros are like other database
objects. To run one, just double-click the name of
the macro inside the Navigation pane.
• Embedded macros are different in that they are
part of an event, like the On Click event for a
command button, or the On Current event for a
form.
Topic 3-D

TOPIC D: Automate Data

Entry Using a Macro
In this topic, you will learn:
• About event properties for automating data entry
• About macro actions for automating data entry
Topic 3-D

Event Properties for

Automating Data Entry
• On Enter: This event occurs when the control is
selected with the mouse or it is tabbed into.
• Before Update: This event happens before the
data in the control is updated.
• After Update: This event occurs after control data
is updated.
• On Exit: This occurs when a control is exited.
Topic 3-D

Macro Actions for

Automating Data Entry
• SetValue: This action will enter a value into a
specified field.
• GoToControl: This action will move the cursor on
the form to a specified field.
Topic 3-E

TOPIC E: Convert a Macro to

VBA
In this topic, you will learn:
• About macros and VBA
Topic 3-E

Macros and VBA

Access 2016 lets you convert a macro to VBA (Visual
Basic for Applications). This can be a useful feature if
you are a more experienced developer who prefers to
work with VBA code. The feature can also be of use if
you want to use VBA to add additional functionality
that may be hard to achieve otherwise. Finally, if you
are curious about VBA, you can learn a few things by
observing the resulting code after a macro has been
converted.
Topic 3-E

Macros and VBA

Open a macro in Design View. Then, click Macro Tools
– Design → Convert Macros to Visual Basic
Topic 3-E

Macros and VBA

Click Convert in the resulting dialog
Topic 3-E

Macros and VBA

Click OK. The macro is displayed in Visual Basic for
Applications. It is also available in the Navigation pane
Lesson 3

Summary
Over the course of this lesson, you learned about
macros, including how they work and how to create
them. You should now feel comfortable creating basic
macros that use actions, conditions, arguments, and
events to complete a task. You should also be able to
create macros that complete basic validation and
automation tasks, as well as convert existing macros
to VBA.
Lesson 3

Review Questions
1. What is a macro?
2. What are macro conditions used for?
3. What is an embedded macro?
4. What should you do if you cannot see the SetValue
action in the Add New Action drop-down menu?
5. What is the command sequence to convert a
macro to VBA?
Lesson 4
USING ADVANCED DATABASE
MANAGEMENT
LESSON 4:
USING ADVANCED DATABASE
MANAGEMENT
In this lesson, you will learn how to:
• Link tables to external data sources
• Manage a database
• Determine object dependency
• Document a database
• Analyze the performance of a database
Topic 4-A

TOPIC A: Link Tables to

External Data Sources
In this topic, you will learn:
• About external data sources
• About the Linked Table Manager
Topic 4-A

External Data Sources

• Excel spreadsheets
• Other Access databases
• ODBC databases
• Text files (delimited or fixed width)
• XML files
• SharePoint lists
• HTML documents
Topic 4-A

External Data Sources

You can find the commands to link tables to external
data sources in the External Data tab, within the
Import & Link group
Topic 4-A

External Data Sources

Refresh the linked table manually in Access by clicking
Home → Refresh All
Topic 4-A

External Data Sources

Click Refresh All to update all linked objects in the
current Access file. Clicking Refresh will update only
the currently selected object
Topic 4-A

The Linked Table Manager

Click External Data → Linked Table Manager
Topic 4-A

The Linked Table Manager

Select the linked table(s) to update and click OK
Topic 4-A

The Linked Table Manager

A dialog box will then be displayed that confirms the
update process was successful and has completed
Topic 4-B

TOPIC B: Manage a Database

In this topic, you will learn:
• How to open a database in exclusive mode
• How to back up a database
• How to compact and repair a database
Topic 4-B

Exclusive Mode
Click File → Open
Topic 4-B

Exclusive Mode
Browse to a database to open. Click the pull-down
arrow beside Open and click Open Exclusive
Topic 4-B

Database Access Modes

• Open: This is the default mode that allows for
multi-user access.
• Open Read-Only: This will allow you to open and
view the database, but not modify its contents.
• Exclusive: This will open the file for viewing and
editing, but it will disable multi-user access.
• Exclusive Read-Only: This will open the file for
viewing only, as well as disable multi-user access.
Topic 4-B

Database Backup
Click File → Save As → Save Database As. Then,
double-click Back Up Database
Topic 4-B

Database Backup
Name the file, choose a backup location and then
click Save to complete the backup process
Topic 4-B

The Compact and Repair

Database Option
Click File → Info → Compact & Repair Database
Topic 4-B

The Compact and Repair

Database Option
You can also find this on the Database Tools tab
Topic 4-C

TOPIC C: Determine Object

Dependency
In this topic, you will learn:
• About object dependency
Topic 4-C

Object Dependency
Relationships (dependencies) are one of the main
characteristics of almost every database. Tables can
have relationships with other tables, forms can be
dependent on queries, and reports can be dependent
on tables.
Topic 4-C

Object Dependency
Object Dependencies Task Pane - To examine
dependencies for a particular object, select a
database object in the Navigation pane (or open it)
and click Database Tools → Object Dependencies
Topic 4-C

Object Dependency
Click OK to continue
Topic 4-C

Object Dependency
The Object Dependencies task
pane lists all other objects that
are dependent on the current
object
Topic 4-C

Object Dependency
• Objects that depend on a
particular table are visible by
selecting one of the two radio
buttons at the top of the pane.
• Click the  sign beside various
objects in the pane to view the
object dependency hierarchy
Topic 4-D

TOPIC D: Document a
Database
In this topic, you will learn:
• About the Database Documenter
Topic 4-D

The Database Documenter

Click Database Tools → Database Documenter
Topic 4-D

The Database Documenter

The Documenter dialog box lists all of the objects that
you can include in the documentation
Topic 4-D

The Database Documenter

Click OK to generate the report. The report opens and
displays its contents in Print Preview
Topic 4-E

TOPIC E: Analyze the

Performance of a Database
In this topic, you will learn:
• How to use the Performance Analyzer
Topic 4-E

Performance Analyzer
Click Database Tools → Analyze Performance
Topic 4-E

Performance Analyzer
Choose objects to include in the analysis, just like
when using the Database Documenter
Topic 4-E

Performance Analyzer
Choose the object(s) to include in the performance
analyzer and click OK
Lesson 4

Summary
Over the course of this lesson, you learned about the
various advanced database management tools that
are available in Microsoft Access 2016. You should
now be comfortable linking tables to various external
data sources, as well as managing databases in a few
different ways. Additionally, you should now be
comfortable finding information about a database,
including object dependency and performance
information.
Lesson 4

Review Questions
1. What is the command sequence to open the Linked
Table Manager?
2. What does exclusive mode do?
3. What is the command sequence to determine the
dependency of a selected object?
4. How will documentation generated by the Database
Documenter be displayed?
5. What sequence starts the Performance Analyzer?
Lesson 5
DISTRIBUTING AND SECURING A
DATABASE
Lesson 5:
Distributing and Securing a
Database
In this lesson, you will learn how to:
• Prepare a database for multiple user access
• Secure a database
• Set passwords for a database
• Convert an Access database to an ACCDE file
format
• Package a database with a digital signature
Topic 5-A

TOPIC A: Split a Database

for Multiple User Access
In this topic, you will learn:
• About splitting a database
Topic 5-A

Splitting a Database
Front-End and Back-End Databases - In a split
database, a front-end is created for the users,
consisting of the forms, reports, and other objects
that are required to work with the database.
As for the underlying data, a back-end is created
consisting of the data tables. This back-end is stored
on the network.
Topic 5-A

Splitting a Database
The Database Splitter
Open a file and make sure that all objects are closed.
Click Database Tools → Access Database
Topic 5-A

Splitting a Database
Split the database and choose where you want the
back-end to be stored
Topic 5-A

Merging a Database
Open the front end database and delete the links that
point to the tables
Topic 5-A

Merging a Database
Click External Data → Access in the Import & Link
group
Topic 5-A

Merging a Database
Browse to the database containing the tables that
were originally linked and click OK
Topic 5-A

Merging a Database
The Import Objects dialog box will open
Topic 5-A

Merging a Database
Choose Select All and click OK
Topic 5-A

Merging a Database
The tables appear in the Navigation pane
Topic 5-A

Merging a Database
Open the Relationships window from the Database
Tools tab and see the relationships are still in place
between the appropriate fields
Topic 5-B

TOPIC B: Implement Security

In this topic, you will learn:
• About security strategies in Access 2016
• About the Message Bar
• About the Trust Center dialog box
• About trusted locations
Topic 5-B

Security Strategies in Access

2016
• Database password
• Secure VBA code
• Startup options
• Hide database objects
• Trust Center options
• Digital signatures
Topic 5-B

The Message Bar

If you open databases from an unrecognized location,
or open a database that uses macros or other custom
procedures, you will likely encounter a warning of
some sort in the Message Bar
Topic 5-B

The Trust Center Dialog Box

Click File → Options
Topic 5-B

The Trust Center Dialog Box

Click the Trust Center category and then click the
Trust Center Settings button
Topic 5-B

The Trust Center Dialog Box

There are nine categories
on the left of the Trust
Center dialog box
Topic 5-B

Trusted Locations
Trusted locations are areas on your computer, a
computer on your network, a server on your network,
or an external data source where you store trusted
files that you know are safe.
Topic 5-C

TOPIC C: Set Passwords

In this topic, you will learn:
• About password protection
• About database access modes
Topic 5-C

Password Protection
Guidelines
• Length: Ensure that passwords use at least eight
characters.
• Numbers: Try to include at least one numeric
character.
• Capitalization: Try to include a mix of uppercase
and lowercase letters.
• Special characters: Try including a variety of
special characters (!, @, #, $, _, etc.).
Topic 5-D

TOPIC D: Convert an Access

Database to an ACCDE File
In this topic, you will learn:
• About the ACCDE file format
• About user templates
Topic 5-D

The ACCDE File Format

Click File → Save & Publish → Save Database As.
Then, double-click Make ACCDE
Topic 5-D

User Templates
Click Create → Application
Parts, and choose the
desired Quick Start
template
Topic 5-D

Saving Databases as
Templates
Click File → Save As and in the Save Database As
group, double-click Template
Topic 5-D

Saving Databases as
Templates
The displays the Create New Template from This
Database dialog box
Topic 5-E
TOPIC E: Package a
Database with a Digital
Signature
In this topic, you will learn:
• About digital signatures
• About digital certificates
• About the Package and Sign feature
Topic 5-E

Digital Signatures
Digital signatures serve the same purpose as a
written signature or a wax seal: they identify
someone or something, and no two individual
signatures are exactly the same. Additionally, a signed
certificate verifies that the database is from a trusted
source and has not been tampered with since it was
signed.
Topic 5-E

Digital Certificates
Digital certificates are used to identify the creator
and sender of a file. Digital certificates usually include
the name of the file, serial number, expiration date,
and public key. While digital certificates are typically
generated by a trusted third-party certificate
authority (CA), you are able to generate your own.
Topic 5-E

The Package and Sign

Feature
Click File → Save As and in the Save Database As
group, Double-click “Package and Sign”
Topic 5-E

The Package and Sign

Feature
Choose the certificate to use to sign this file, click OK
Topic 5-E

The Package and Sign

Feature
Give the package a name and choose a save location.
Click Create to complete the process
Lesson 5

Summary
During this lesson, you learned about the many ways
that you can distribute and secure a database. You are
now able to split a database, as well as implement
many of the security strategies that are available in
Access 2016. You should feel comfortable converting a
database into the ACCDE format and be able to
package and digitally sign a database for distribution.
Lesson 5

Review Questions
1. What two parts make up a split database?
2. How do you open the Trust Center dialog box?
3. What are the four database access modes?
4. What does ACCDE stand for?
5. What is the command sequence to use the Package
and Sign feature?
Lesson 6
MANAGING SWITCHBOARDS
Lesson 6:
Managing Switchboards
In this lesson, you will learn how to:
• Create a database switchboard
• Modify a database switchboard
• Set startup options
Topic 6-A

TOPIC A: Create a Database

Switchboard
In this topic, you will learn:
• About the Switchboard Manager
Topic 6-A

Switchboards
A Switchboard is a specialized type of form that is
used to organize and control access to the objects in
your database. Typically, the switchboard is set to
open when the database is opened and acts as a
gatekeeper for your data.
Topic 6-A

Switchboard Manager
To display the Switchboard
Manager, add its command to
the ribbon using the
Customize Ribbon category of
the Access Options dialog box
Topic 6-A

Switchboard Manager
Once displayed, it will remain on the ribbon in the
chosen location unless you remove it
Topic 6-A

Switchboard Manager
The Switchboard Manager Dialog Box - After
reviewing the warning, click Open to proceed
Topic 6-A

Switchboard Manager
A second message box will give you the chance to
create a valid switchboard
Topic 6-A

Switchboard Manager
The Switchboard Manager dialog box opens
Topic 6-B

TOPIC B: Modify a Database

Switchboard
In this topic, you will learn:
• How to modify a switchboard
Topic 6-B

Switchboard Modification
Use the drop-down commands in the Themes group
of the Form Design Tools – Design tab to change the
switchboard appearance
Topic 6-B

Switchboard Modification
Changes can also be made by
right-clicking within the
various form sections and
using the Fill/Back Color or
Font/Fore Color sub-menus
Topic 6-C

TOPIC C: Set Startup Options

In this topic, you will learn:
• How to modify database startup options
Topic 6-C

Database Startup Options

Current Database Options - Click File → Options
Topic 6-C

Database Startup Options

Select the Current Database
category and click the Display
Form drop-down menu. Choose
the form to be displayed when
the database is first opened
Topic 6-C

Database Startup Options

This category also contains
options to show or hide the
Navigation pane and/or status
bar, as well as modify other
interface elements
Topic 6-C

Database Startup Options

Object Designers Dialog Box -
Click the Object Designers
window in the left column of
the Access Options dialog box
to access these settings
Topic 6-C

Database Startup Options

Error Checking Options - The last group is the Error
checking in form and report design view group
Lesson 6

Summary
Over the course of this lesson, you learned how to
create and manage switchboards. You are now
comfortable creating a new switchboard from scratch,
as well as modifying its design elements as needed.
You are also now able to modify the database startup
options to launch a form by default when the
database is first opened, as well as hide certain
elements of the Access 2016 interface.
Lesson 6

Review Questions
1. What is a switchboard?
2. Where is the Switchboard Manager command located on
the ribbon?
3. What view(s) allow you to modify the design elements of
a switchboard?
4. Where can you find the controls to modify the startup
options for a database?
5. What type of object can be opened automatically when a
database is first opened?