Learn Microsoft Access Advanced Programming Techniques, Tips and Tricks.

Function Parameter Array Passing

Last week we have explored the usage of ByVal (By Value) and ByRef (By Reference),  in the Function Parameter, to pass the value from  a Variable from the calling function or the Location Address of a Variable to the Called Function.  If you have not visited the earlier page the link is given below:

Now, we will learn:

  1. how to pass the location address of a single element of an Array  to the called Function and change it’s value
  2. how to pass the Location Address of an array and sort the values in the array in Descending Order.

First, let us write two small programs for the first example. The first Program Code is given below.

Public Function ArrayArg_Test1()
Dim NumArray(1 To 5) As Integer, j As Integer

'load array with numbers 1 to 5
For j = 1 To 5
   NumArray(j) = j

'pass a single element value
Call ArrayArg_Test2(NumArray(4))

'Print the Array values after change
For j = 1 To 5
  Debug.Print j, NumArray(j)

End Function

In the first line of code we have defined an Array Variable (NumArray()) with five elements to store Integer type values. Variable j is a control variable defined for For...Next Loop.

Inside the For....Next loop the Array is loaded with values 1 to 5, i.e. NumArray(1) = 1, Numarray(2)=2 and so on up to 5 elements.

Next, we call the function ArrayArg_Test2() function with the NumArray(4) element passed as parameter.  The number 4 within brackets is the index number of the element not the value itself.  But, we have the value 4 in that element too.  The called function ArrayArg_Test2() receives the passed value/location depends on the parameter definition there. If we use ByRef  or omit the ByRef specification before the Variable Name and Data Type then the called function takes the passed variable's location address to work with the value stored in the original Variable.  We will go with the second method and will not use the ByRef specification in the next function’s  parameter definition.

Within the next For...Next loop the array contents are printed in the Debug Window.  If any change done by the function ArrayArg_Test2() will show up in the printed list.  Since, we already knew that the array elements 1 to 5 contains the values 1,2,3,4,5 we have not printed those values before calling the second function.

The ArrayArg_Test2() Function VBA Code is given below:

Public Function ArrayArg_Test2(NA As Integer) 'The word ByRef is omited
'multiply NumArray(4) value * 5 = 20
    NA = NA * 5
End Function

The Variable NA is assigned with the NumArray’s 4th element location address.  The ArrayArg_Test2() picks the value from NumArray(4) itself, multiply it by 5 and store the result back into the same location.

This was working with a single element of an Array.  What about passing the full Array’s location address and work with hundreds of elements of this array in the called Function. 

We will use the same array we have used in the above example and sort the values in Descending order by passing the full array to the Sorting function

The modified version of the First Function Code is given below. 

Public Function ArrayArg_Test3()
Dim NumArray(1 To 5) As Integer, j As Integer

For j = 1 To 5
   NumArray(j) = j

'Pass the array to the called function
Call ArrayArg_Test4(NumArray())

'Print the Sorted Array
For j = 1 To 5
  Debug.Print j, NumArray(j)

End Function

Check the function call statement. NumArray() is passed without the element number, as we did in the earlier example. The opening and closing brackets are required along with the array variable name to indicate that the parameter passed is an array not a single variable.

When control is returned from the ArrayArg_Test4() function the sorted list of numbers are printed in the debug window. The value printed at the left side is the array element number and the right side value is array value itself,  sorted in Decending order.

The Data Sorting Program is given below:

Public Function ArrayArg_Test4(apple() As Integer)
Dim j As Integer, k As Integer, Temp As Integer

'Bubble Sort the Array in Descending order
' 1st loop runs maximum array elements minus 1 times

For j = 1 To 5 - 1 ' in place of 5-1 you may use Ubound(apple)-1

   ' inner loop starts with outer loop's current value + 1
   ' and runs to the maximum number of array elements times

      For k = j + 1 To 5 ' replace 5 with Ubound(apple)

     If apple(k) > apple(j) Then 'if second value is greater
        Temp = apple(j) 'copy 1st value to Temp Variable
        apple(j) = apple(k) 'move greater value up
        apple(k) = Temp ' move the smaller value down
     End If
    Next k ' compare next two elements
Next j
End Function

If you want to sort the values in Ascending Order then the only change in this program required is to change Greater Than (>) symbol to Less Than (<) symbol. The number we have loaded into the array was already in Ascending Order.

If you remove the 5-1 constant from the first For...Next loop and replace with Ubound(apple)-1 and replace 5 with Ubound(apple) in the second loop you can use the program to sort the array with any number of elements without change in the Program.

Notice that we have omitted the ByRef specification in the called ArrayArg_Test4()Function Parameter definition. VBA, by default, takes it as ByRef Parameter Variable.


Function Parameter ByVal and ByRef Usage

Before taking up the above subject let us look at some fundamentals on variables for the benefit of novices.

When we define a variable in VBA or in any other programming language the computer reserves some memory location and allocates some memory cells (the number of cells allocated depends on the declared variable type, like Integer, Double, String etc.) to store values passed to it. 

In layman's analogy we can imagine a variable as a box with the name 'Apple' or whatever name we give to the box and uses that name to pick the value stored in it.  Assume that you have put 5 in the Apple box.  We can give these apples to someone in two ways.

  1. Make copies of the apples (the number) from the box ourselves and put it into another box and pass it.  The target box's name will be different.  The recipient of the new box can work with his copy of the apples, like add more apples into his box or remove some of them etc.  There will not be any change in the first box contents. 
  2. We can tell the other person (or Function), which area of the room (location) you have kept the original box of  apples, get the box contents from there and work with it.  In this room (or within the function body) there may be other boxes (Variables) with different names and contents.

In the first method explained above, unlike the physical box, you can make copies of the original value and store them into different Variables.  The original value will not change in the first Variable.  The Function that gets the new Variable with the copy have no access to the first Variable.  He can do whatever he wants to do with the copy he has.

In the second case you can tell the location of the Apple_Box1 to the other Function so that it can go there and find it's contents and do whatever the Function wants to do with them (add, subtract, multiply etc. or use it as part of other calculations) or whatever operations you would like to do with them. 

To prove the first point above let us take a closer look at the next two example functions Test_1A() (the calling function) and Test_1B() (the called function with the copy of the value).

Method-1 Examples:

Public Function Test_1A()

'Define two variables(boxes)to hold values of
'Long Integer type
Dim Apple_Box1 As Long, ApplesReceived As Long

'Put an initial value of 10

'into the variable

Apple_Box1 = 10

'sending a copy of Apple_Box1 Value to Apple_Box2

'Whatever value changes happened in Apple_Box2 in Test_1B()
'Received back into the third box:ApplesReceived

ApplesReceived = Test_1B(Apple_Box1)

'call funcction Test_1B() with the value
'Display the result in MsgBox.
MsgBox "Apple_Box1: " & Apple_Box1 & vbLf & "Apple_Box2 contents: " & ApplesReceived

End Function

In the above program we are defining two Variables Apple_Box1 and ApplesReceived both to store Long Integer type values. Here, we are not going to bother about what is Long Integer or Short Integer and their range of values that we can store in them etc.

Next line Apple_Box1 = 10, value 10 is stored in Apple_Box1. 

The next three lines are remarks explaining what we are doing in the next line. 

We are calling Test_1B() Function and passing the value of Apple_Box1 to the function to do something with the value received in a Variable (ByVal Apple_Box2).  The ByVal before Apple_Box2 given in Test_1B() function states that take a copy of the value from Apple_Box1.  The ‘As Long’ appearing after the closing parenthesis indicates that the second function does some calculations with the received value and returns the result to the first function.  The new value received is stored in ApplesReceived Variable. 

Next line MsgBox() function displays the Apple_Box1 contents and the result value (after modification done to the original copy of value) received from Test_1B() function.

Public Function Test_1B(ByVal Apple_Box2 As Long) As Long

'Take Note of the Key-Word 'ByVal' (says take a Copy of the Passed Value)
'Return the value back into the first function Test_1A
'After adding 15 to the original value of 10
'copied into Apple_Box2

Test_1B = Apple_Box2 + 15

End Function

There is only one executable statement in the above function.  Immediately after the function definition four lines of remarks indicating what happens in the function.

We will take a closer look at the next line of statement. This statement have two parts – first part appears left of the = sign and the second part is at the right side of the equal sign. 

In this expression, the left side of the equal sign will be a Variable or a Function name.  By now you will be asking yourself as why a function name there. That will be explained in a moment.

The computer always evaluates the expression given at the right side of the equal sign first and arrives at a single value and moves that result into the Variable given at the left side of the equal sign.  Any existing value in the variable will be lost. You can write that expression in two lines to arrive at the same result as below:

Apple_Box2 = Apple_Box2 + 15

Test_1B = Apple_Box2

In the first expression you can see that we have used the Apple_Box2 variable to the left-side and right side of the = sign. As I said earlier the expression at the right side of the equal sign is evaluated first. So it takes the existing value of 10 from Apple_Box2 for calculations and Adds 15 to it, arriving at the single result value of 25 and moves that value into Variable Apple_Box2, replacing earlier value 10.

If the Function name (the function name given at the first line of Code) appears at the left side of equal sign then the meaning of the statement is that the final result of the expression must be returned to the Calling Function.  Here, the Function Name acts as a Variable with the Data Type (As Long) specified immediately after the closing brackets on the first line.

This function name appears on the calling statement in the calling function to the right side of the = sign and a Variable Name on the left side of the = sign that saves the received result value (ApplesReceived = Test_1B(Apple_Box1).

Method-2 Examples:

In this method we have defined only one variable Apple_Box1 as Long Integer Type.  In the next line the Variable is loaded with an initial value of 10.  Next two lines are remarks explaining what is happening in the next line that calls the second function Test_1D().

Compare this statement with the statement that calls Test_1B.  Unlike the statement that calls Test_1B() the Function Name Test_1D and the function parameter Variable Apple_Box1 is only appears here.  The opening and closing brackets are omitted from the function name. The parameter variable is the second item.  Test_1D() function is not returning any value back into the calling function Test_1C.  Therefore we don't need to write this line of code in the form of an expression as we did in Test_1A Function.  But, you cannot write the statement as:


Once we use the parenthesis (normally used with the function name) around the parameter variable then VBA assumes that some value is returned from the called function and you are forced to write it like we did it in Function Test_1A:

x = Test_1D(Apple_Box1) 'Expression
'OR use Call statement 
Call Test_1D(Apple_Box1)

There will not be any value in the variable x because no value is returned from the called function.

If you feel comfortable with this method then you may do so. You will be defining one more variable for this purpose and your program takes up more memory.

Usage of Call statement requires the parenthesis around the parameter variable. If no parameters to pass to the called function even then you should use the opening and closing parenthesis at the end of Function Name like Call Test_1D().

When control returns from Test_1D() the next line displays the changed value in Apple_Box1 Variable.

Public Function Test_1C()
Dim Apple_Box1 As Long

'put 10 into Variable
Apple_Box1 = 10

'here Test_1D function takes the
'location address of Apple_Box1

Test_1D Apple_Box1 'compare this statement with Test_1A function

MsgBox "Apple_Box1: " & Apple_Box1 & vbLf & "Apple_Box2 contents: " & ApplesReceived

End Function

Test_1D() function takes the location address of the parameter variable passed to it. It works directly with the value stored in the variable Apple_Box1's own location.

Public Function Test_1D(ByRef Apple_Box2 As Long)

Apple_Box2 = Apple_Box2 + 15

End Function

 Test_1D() takes the location address (this is the memory location number of the variable) of variable Apple_Box1 into variable Apple_Box2, defined in the parameter area of Test_1D() function.

Now, look at the expression:

Apple_Box2 = Apple_Box2 + 15

Apple_Box2 contains the location address, not the contents of Apple_Box1 variable. But, no need to make any change in the expression to do any kind of calculations.  Computer uses the location address to pick the value from there and use the value in calculations.

Even though we have used ByRef to the Parameter Variable, to accept the location address of the variable passed to it (always a number irrespective of different variable types), rest of the parameter definition is like any other variable with variable Type (as Long) specification.  Compare Test_1D() function definition with the Test_1B().  Test_1D doesn't have the As Long at the end of the line because it is not returning any value from the function but it changes the original value at it's location directly. 

You may omit the usage ByRef from the Function declaration. By default VBA assumes that the Function Parameter declaration is ByRef (By Reference), if you have not explicitly define the parameter as ByVal like:

Public Function Test_1D(Apple_Box2 As Long)

Each Variable Type, like Byte, Integer, Long (integer), Double, String  etc. gets allocated with enough memory cells, besides it's own address, to hold their maximum range of values. This is different among Programming Languages: VBA, C, C++, C# etc.

We don't have to bother about going too deep into all those things but it does no harm to have a basic understanding of them.

If you get in touch with C language and it's variants, like the examples given above, you need to deal with these things, sooner or later.

Our discussion here was on a single variable and it's value. How we can work with an Array of Variables and Values. We will explore it's methods in the coming weeks.


DIRectory and File Copy Utility

Last week we have seen how to use Dir() DOS Command, it’s ability to read files from the Disk  one by one and display it on the Debug Window.

In continuation of that, we will get familiar with a very useful VBA FileCopy Statement combined with DIR()  Command to read and transfer files from one folder to a different location on the disk.  The files can be of any type, like *.pdf, *.docx, xls or *.* (all files).

The files will be read from a Folder and listed in a list-box from the selected folder, specified in a text box.,  with the use of DIR() Command.  All the files in the list or selected ones can be copied to a different location specified in a text box, defined as target location.

The design view image of a Form created for this purpose is given below for reference:


The design is simple with two text boxes, one Listbox,  three Command Buttons and a Label Control to display messages from this Utility Program.  You can download this Utility Form in a sample database at the end of this article.

These are the names of the Controls on the Form:

  1. Top Text box : Source
  2. Text Box 2     :  Target
  3. List Box          :  List1
  4. Top Command Button : cmdDir
  5. Second Command Button : cmdSelected
  6. Last Command Button : cmdClose
  7. Bottom empty Label Name : msg

Note: If you are designing this form yourself then ensure that you give the controls the same names as given above, because the VBA Code that you are going to copy, paste in the VBA Module references all these names in the Code

Besides the above main controls there is a Label Control below the first Source Textbox showing  examples as how to specify Source File Path correctly.

The label control at the bottom of the form shows messages that pops up during validation checks of the inputs and when errors detected, during the execution of the VBA Code.

Image of a sample run of the FileCopy Utility is given below:


You may create this User Interface with the names of the Controls as given above.  After designing the form with the correct names for the controls, display the VBA Window of the Form, copy and paste the following code into the Form’s VBA Module:

Option Compare Database
Option Explicit
Dim strSource1 As String
Dim strSource2 As String, strMsg As String

Private Sub cmdClose_Click()
On Error GoTo cmdClose_Click_Error

If MsgBox("Close File Copy Utility?", vbOKCancel + vbQuestion, "cmdClose_Click()") = vbOK Then
   DoCmd.Close acForm, Me.Name, acSaveYes
End If

Exit Sub

MsgBox Err.Description, , "cmdClose_Click()"
Resume cmdClose_Click_Exit
End Sub

Private Sub cmdDir_Click()
'Author : a.p.r.pillai
'Date   : June 2018
'Purpose: Take directory listing
'Rights : All Rights Reserved by www.msaccesstips.com
Dim strSource As String, strMsg As String
Dim i As Integer, x As String
Dim j As Integer, strfile As String
Dim strList As ListBox, LList As String

On Error GoTo cmdDir_Click_Err
msg.Caption = ""

'Read Source location address
strSource = Nz(Me!Source, "")
If Len(strSource) = 0 Then
    strMsg = "Source Path is empty."
    MsgBox strMsg,vbOKOnly + vbCritical, "cmdDir_Click()"
msg.Caption = strMsg
    Exit Sub
End If

'check for the last back-slash location
'this can be used to split the folder name
'and file name type values separately.

i = InStrRev(strSource, "\")

'get the folder name part into the variable
strSource1 = Left(strSource, i)

'take file type (*.docx, *.exl, *.txt etc.) value into a separate
'variable temporarily
If Len(strSource) > i Then
    strSource2 = Right(strSource, Len(strSource) - i)
End If

'define Listbox object
Set strList = Me.List1

'Read the first file from the folder
strfile = Dir(strSource, vbHidden)
If Len(strfile) = 0 Then
    strMsg = "No Files of the specified type: '" & strSource2 & "' in this folder."
    MsgBox strMsg, vbCritical + vbOKOnly, "cmdDir()"
    msg.Caption = strMsg
    Exit Sub
End If

j = 0
LList = ""
Do While Len(strfile) > 0
   If Left(strfile, 1) = "~" Then 'ignore backup files, if any
      GoTo readnext:
   End If
    j = j + 1 'File list count
    LList = LList & Chr(34) & strfile & Chr(34) & ","
    strfile = Dir() ' read next file

LList = Left(LList, Len(LList) - 1) ' remove the extra comma at the end of the list
strList.RowSource = LList 'insert the files list into the listbox RowSource property
strList.Requery 'refresh the listbox
msg.Caption = "Total: " & j & " Files found."

Me.Target.Enabled = True

Exit Sub

MsgBox Err.Description, , "cmdDir_Click()"
Resume cmdDir_Click_Exit

End Sub

Private Sub cmdSelected_Click()
'Author : a.p.r.pillai
'Date   : June 2018
'Purpose: Copy Selected/All Files to Target Location
'Rights : All Rights Reserved by www.msaccesstips.com

Dim lstBox As ListBox, ListCount As Integer
Dim strfile As String, j As Integer, t As Double
Dim strTarget As String, strTarget2 As String
Dim chk As String, i As Integer, yn As Integer
Dim k As Integer

On Error GoTo cmdSelected_Click_Err

msg.Caption = ""
'Read Target location address
strTarget = Trim(Nz(Me!Target, ""))

'validate Destination location
If Len(strTarget) = 0 Then
   strMsg = "Enter a Valid Path for Destination!"
   MsgBox strMsg, vbOKOnly + vbCritical, "cmdSelected()"
   msg.Caption = strMsg
   Exit Sub
ElseIf Right(strTarget, 1) <> "\" Then
      strMsg = "Correct the Path as '" & Trim(Me.Target) & "\' and Re-try"
      MsgBox strMsg, vbOKOnly + vbCritical, "cmdSelected()"
      msg.Caption = strMsg
      Exit Sub
End If

'Take a count of files in listbox
Set lstBox = Me.List1
ListCount = lstBox.ListCount - 1

'take a count of selected files, if any, for copying
i = 0
For j = 0 To ListCount
If lstBox.Selected(j) Then
  i = i + 1
End If

'identify user's response for copy
If (i = 0) And (ListCount > 0) Then
       strMsg = "Copy all Files..?"
       Me.cmdSelected.Caption = "Copy All"
       strMsg = "Copy Selected Files..?"
       Me.cmdSelected.Caption = "Copy Marked files"

End If


'get copy option from User
yn = MsgBox(strMsg, vbOKCancel + vbQuestion, "cmdSelected_Click()")

'Run Copy selected option
If (i = 0) And (yn = vbOK) Then
    GoSub allCopy
ElseIf (i > 0) And (yn = vbOK) Then
    GoSub selectCopy
    Exit Sub
End If

'disable Copy button to stop a repeat copy of the same files.
'Remarks: User can make fresh selections from the same list
'To copy them to the same target locatiion.
'Or to a different location by specifying different Path
'in the Destination Text Box
Me.cmdSelected.Enabled = False

'Display copy status
strMsg = "Total " & k & " File(s) Copied." & vbCrLf & "Check the Target Folder for accuracy."
MsgBox strMsg, vbInformation + vbOKOnly, "cmdSelected_Click()"
Me.msg.Caption = strMsg

Exit Sub

k = 0
For j = 0 To ListCount
    strfile = lstBox.ItemData(j)
    strSource2 = strSource1 & strfile
    strTarget2 = strTarget & strfile
    FileCopy strSource2, strTarget2
  'give enough time to copy the file
  'before taking the next file
  k = k + 1
  t = Timer()
  Do While Timer() > (t + 10)
    'do nothing

k = 0
For j = 0 To ListCount
   If lstBox.Selected(j) Then
        strfile = lstBox.ItemData(j)
        strSource2 = strSource1 & strfile
        strTarget2 = strTarget & strfile
            FileCopy strSource2, strTarget2
               'give enough time to copy the file
               'before taking the next file
               k = k + 1
                t = Timer()
                Do While Timer() > (t + 10)
                    'do nothing
   End If

MsgBox Err.Description, , "cmdSelected_Click()"
Me.msg.Caption = Err.Description
Resume cmdSelected_Click_Exit

End Sub

Private Sub List1_AfterUpdate()
On Error GoTo List1_AfterUpdate_Error
Me.cmdSelected.Enabled = True
Exit Sub

MsgBox Err.Description, , "List1_AfterUpdate()"
Resume List1_AfterUpdate_Exit
End Sub

You may save the Form with the name FileCopy.

Note: FileCopy is a VBA Statement not a built-in Function.

You may copy different set of files from the list of files displayed in the List Box to different Target Folders by selecting the files (after de-selecting earlier selections) and after changing Destination Location address in the Text Control.

You may download the sample database with the VBA Code from the Link given below:

Download (2003) FileCopy.zip

Download FileCopy2007.zip

DIR Getting File Names From Folder

We all know Dir() Function from the time of Windows DOS Operating System.  This is the first Command introduced to those who sit on a Personal Computer to learn how to use Computers.  This Command have several options, to get the output from the disk in so many ways, under Windows Operating System.  You can take a full list of Folders, Sub-folders and Files from the hard disk in a single command.  The entire list can be sent to a Printer or save them into text file with the use of redirection symbol (>).

We are not going to use all those options here.  We will see how Dir() Function used in VBA to read file names from a Folder one by one and display them in Debug Window.  Every time we run this function with a Folder Path as parameter it returns the first file name from the folder.  Now, the question is how to get the next few file names or all the files one-by-one from the Folder.

We will try Dir() Function from the Debug Window directly, so that it is easy to understand as how to use this function to get few file names from a folder one after the other.

  1. Open Microsoft Access VBA Window and display Debug Window (Ctrl+G).
  2. Type the following command in the Debug Window and press Enter Key:
    ? Dir("")

    Dir() Function with an empty string as parameter will fetch the first file name from the Current Folder and display it in the debug window. 

    Since, we have not given any specific folder name in the function parameter it looks for files in the active folder on the disk.

  3. Now, issue the following Command without any parameter to get the next file name in the current folder
    ? Dir()
    ? Dir
  4. Each time you run the DIR() command it will get the next file from the folder.
  5. Use a specific Folder Path as parameter, in place of the empty string to get files from that particular folder.
  6. Example:
    ? Dir("D:\Documents\")
    ? Dir("D:\Documents\*.*")

If D:\Documents\ folder doesn't have any files in it then the above command will return and empty string. If you go further and execute the ? Dir command it will end up with an error message.

There is an optional second parameter to the Dir() Command that we have not used in the above examples. Since, this is an DOS Command executed in it's own window we can specify this second parameter to show it's normal window(vbNormal) or hide the execution window (vbHidden) among other options available.

I have written a small function for you to list all the files in a folder in the Debug Window.

Public Function TestDir(ByVal strFolder As String) As String
'Function Usage e.g.: TestDir "D:\Documents\"
Dim j As Integer, strFile As String
'files counter
j = 1
'Run the function with the specified folder in a hidden window
strFile = Dir(strFolder, vbHidden)
'Next steps of Dir() function is nested in a loop
'to read all the files and print in the Debug Window

Do While Len(strFile) > 0
 Debug.Print j & ":" & strFile
 j = j + 1
 strFile = Dir()
End Function

Call the function from the Debug Window by giving the full path of the Folder as parameter.

? TestDir("D:\Documents\")
? TestDir("D:\Documents\*.*")

All the files from the specified folder will be printed with a serial number in the debug window. After reading and printing the last file from the folder the Dir() function executes one more time and end up with an empty string. The Do While condition will prove false and the program stops.

If you need only specific Type of Files to be read and displayed then you may specify the parameter with the file type extension.


? TestDir("D:\Documents\*.xls")

The above example will read only Excel files and print in the Debug window.

I have used the term Function and Command interchangeably. Dir() is referred to as a Function in VBA reference documents and as Command in Disk Operating System documents, both refers to the same operations done in different environments.


Form Recordset and Bookmarks

Bookmarks are stored on individual records of a Recordset, when loaded into memory on a Form.  When a Table or Query linked to a Form is open a unique Id is generated and stored in the Bookmark Property of each record.  When you close the Form this is cleared.  Bookmarks are a two Byte data of String Type.  They are not displayable or printable characters, when printed on screen it simply displays a ? character.

Not all Recordsets have Bookmarks and this can be checked by reading it’s  Bookmarkable Property Value.  If the Bookmarkable Property value is false then this Recordset doesn’t have bookmarks.

If you create a Recordsetclone in VBA from a Form’s (say Form-A) Recordset the Recordsetclone’s bookmark and Form’s Recordset bookmarks will be identical. You can use the StrComp() Function to compare Bookmarks.  Use 0 (zero) as third argument of the function.

But, if you load the same Table on a different Form (say Form-B) at the same time both form’s Recordset bookmarks will not be identical.  When you close and open the Form with same table a second time both session’s bookmarks of records will not be identical.

When an attached Table having no Primary Key is open in a Form that Recordset will not have any bookmarks.

When Form doesn’t have a Record Source Value then addressing Form’s Bookmark Property will trigger an error.  But, when a Table or Query is loaded into the Record Source property of the Form, the Form will have a Bookmark Property only for the Current Record.  You can move the records on the Form and read their bookmarks and save them into different Variables to come back to those records later through VBA.

Let us try a simple example to save the Bookmark of a record on the Form into a variable and use it later to come back to the bookmarked record.

  1. Import the Employees Table from Norwind sample database.
  2. Create a Tabular Form for Employees Table.
  3. On the Footer Section of the Form create two Command Buttons.
  4. Select the first Command Button.
  5. Display it’s Property Sheet (F4).
  6. Change the Name Property value to cmdSave. 
  7. Change the Name Property value of the second Command Button to cmdRestore.
  8. Display the VBA Module of the Employees Form.
  9. Copy and Paste the following Code into the VBA Module:
    Dim bkMark As Variant
    Private Sub cmdRestore_Click()
       Me.Bookmark = bkMark
       MsgBox "Bookmark Restored"
    End Sub
    Private Sub cmdSave_Click()
        bkMark = Me.Bookmark
        MsgBox "Bookmark saved" 
    End Sub
  10. Save and Close the Form.
  11. Open the Form in normal view showing employee records.
  12. Use the record navigation control to move to the 5th record.
  13. Click on the Save Command button to save the Bookmark of the current record in bkMark Variable.
  14. Now, move few records forward on the Form.
  15. Click on the Restore Command Button to quickly make the 5th record current on the Form, by copying the Bookmark from bkMark Variable into the Form’s Bookmark Property.  You can try this out with different records on the Form.

The following Links will show you more tricks on this topic with interesting examples:

  1. Form Bookmarks and Data Editing
  2. Form Bookmarks and Data Editing-2
  3. Form Bookmarks and Data Editing-3
  4. Forms and Custom Properties
  5. Saving Data on Forms not in Table

Activity Dates and Quarterly Reports

There are four Quarters in a Year:

Jan - Mar = 1st Quarter
Apr - Jun = 2nd
Jul - Sep = 3rd
Oct - Dec = 4th

First three months of the year is first quarter, next three months belongs to second Quarter and so on.

Usually, when we prepare a Quarterly Report (for a period of three months based on the table above) we use date-range value to filter the required data for the report.

For example: To prepare Sales Report for the Second Quarter of Sales Year 2017 we will set the date range from April 1st, 2017 to June 30, 2017 as data filtering criteria in a SELECT Query. Probably we may use a Date-Picker control on the parameter entry Form to make it easier to pick and set the date values, rather than typing the date range manually.

If the Report preparation procedure is created on the above fixed pattern then the task can be made easier by creating a small Function and use it on the data filtering Query

GetQrtr() Function Code is given below:

Public Function GetQrtr(ByVal mPeriod As Date) As Integer

Dim mMonth As Integer

On Error GoTo GetQrtr_Err

mMonth = Month(Nz(mPeriod, 0))

If mMonth > 0 Then
    GetQrtr = Choose(mMonth, 1, 1, 1, 2, 2, 2, 3, 3, 3, 4, 4, 4)
    GetQrtr = 0
End If

Exit Function

GetQrtr = 0
Resume GetQrtr_Exit
End Function

The GetQrtr() Function takes the date value as parameter. The Month() Function extracts the month number from date and uses it as parameter for the Choose() Function to pick the correct Quarter Number from it's list.

When the month value is 1,2 or 3 the GetQrtr() function returns 1 to the calling procedure. The Function can be called from a Query, from other Functions, from Form control or from a Report Control by passing date as parameter. When date value passed to the function belongs to April, May, June will returns 2. These months belongs to the Second Quarter of the Year. Dates from next three months returns 3 and so on.

Let us see how we can use this Function in a Sales Query to extract data for Second Quarter 2017 Sales Report. Sample SQL of a data filtering Query is given below:


The GetQrtr() function extracts the Quarter number from all the Sales Record Dates, based on the Values we have lined up in the Choose() Function inside the GetQrtr() Function, compares them with the criteria parameter value 2 and filters the records for that period.

You may setup a Parameter Variable within the Query so that it will prompt for the criteria value, when the Query Runs, and can input the required value directly to filter the data for report.

When Financial Year is from April to March next Year (Jan - Mar become 4th quarter) still the filter criteria will be 1 to extract the data for the fourth quarter. The report heading Labels will indicate that the report is for the fourth quarter of Financial Year 2017-18.


Finding Last Day of Week

How to find the week-end date or first-day date of a week using Current Date as input.  Or find first/last-day date of any week by giving a date value as input.

These kind of calculations may become necessary to find week-end date and use it as criteria in queries, filter data for viewing or printing of Reports for sharing of information.

Wherever you need it you can use the following simple expression to find the week-end date of current week:

LastDayOfWeek = Date()-WeekDay(date())+7

If current date is 14th June, 2017 (or any date between 11 and 17 June 2017) then the value returned in variable LastDayOfWeek = 17th June, 2017.

To find the first-day date of the current week use the following method:

FirstDayOfWeek = date()-WeekDay(date())+1

Assuming current date is 14th June, 2017 (or any date between 11 and 17 June 2017) the first-day date of the week returned in variable FirstDayofWeek = 11th June, 2017.

By giving a specific date as input to the expression to find the last-day date of the week:

dtValue = #06/27/2017#
LastDayOfWeek = dtValue - WeekDay(dtValue)+7
Result: 1st July 2017

If you would like to do it differently then try the following expression:

x = #06/27/2017#
'To find the last-day date of the Week:
LastDayofWeek = DateSerial(Year(Date()),1,1)+DatePart("ww",x)*7-1
Result: 1st July, 2017
'To find the first-day date of the Week.
FirstDayofWeek = DateSerial(Year(Date()),1,1)+DatePart("ww",x)*7-7
Result: 25th June, 2017


Define it as a Function in a VBA Module and call it wherever you want it, with a date value as parameter. Sample Function code is given below:

Public Function WeekLastDay(ByVal dtVal As Date) As Date
'Date value as input
   WeekLastDay = dtVal - WeekDay(dtVal) + 7
End Function


Public Function WeekFirstDay(ByVal dtVal As Date) As Date 
'Date value as input 
    WeekFirstDay = dtVal - WeekDay(dtVal) + 1 
End Function


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