Custom Made Form Wizard

The Custom-Made Form Wizard.

Ever wondered how Form Wizards work? Let’s build one of our own and see it in action. You might ask, “Why bother creating one when MS Access already provides a Form Wizard?”,  and that’s a fair question. I thought the same for a while before deciding to design a custom wizard that better suits my needs.

There are two main reasons:

1. Although MS Access can quickly generate a ready-to-use form, it often requires additional modifications to improve its appearance — resizing, aligning, and rearranging fields and labels.

2. The default wizard creates text boxes of varying sizes and shapes depending on the data type, which means extra time spent adjusting them for a consistent and polished look.

Built-in Form Wizard Review.

If you create a Tabular Form using the Employees table from the Northwind.mdb sample database, you’ll immediately see what I mean.

In Access 2000 and earlier, when a table or query contained too many fields, they couldn’t all fit within the standard 22 cm width of the form, resulting in an error. Later versions of Access addressed this by automatically shrinking and compressing controls to fit all the fields onto the form.

Our Own Customized Form Wizard

This is when I realized the need for a custom Wizard—one that could create a Tabular Form with uniformly sized fields (each about half an inch wide) so that more fields could fit neatly on the form. This design makes it easier to select, resize, and space out all fields at once, significantly reducing the time spent on manual adjustments. Any fields that require additional width can be resized individually afterward.

Using this approach helps save valuable design time and results in a cleaner, more consistent layout. Below is an image of a Tabular Form created using the Custom Form Wizard, which closely resembles a Datasheet view in appearance.

The Form Wizard features a simple, intuitive design, making it easy to create and use, apart from the VBA procedures that handle its functionality. You can download the Form Wizard from the link provided at the end of this post to explore its design, property settings, and VBA routines in detail.

An image of the Form Wizard in action is shown below. The Wizard allows you to create a basic form in either Column or Tabular format. You can also select the Table or Query for the form directly from a Combo Box.

The Design Task.

Form and Tab Control.

1. Open a new Form.

2. Insert a Tab Control on the Detail Section of the Form.

   

3. Select the First Page of the Tab Control and display the Property Sheet (View -> Properties).

4. Change the Caption Property Value to Select Table. This description now appears on the First Page of the Tab Control.

   List Box and Property Settings.

5. Create a List Box as shown in the design, position its child label at the top, and give the Caption value Form Type.

6. Create a Label on the left side of the List Box and enter the Caption Text as shown.

7. Click on the List Box and display the Property Sheet.

8. Change the following Property Values as shown below:

   • Name: wizlist
   • Row Source Type: Value List
   • Row Source: 1;"Form Wizard: Columns";2;"Form Wizard: Tabular"
   • Column Count: 2
   • Column Head: No
   • Column Width: 0";1"
   • Bound Column: 1

   Combo Box and Property Settings

9. Turn off the Wizard Tool in the Toolbox. Select the Combo Box Tool and draw a ComboBox as given below the List Box, and change the Property Values as given below:

   • Name: Files List.
   • Row Source Type: Table/Query
   • Row Source: WizQuery
   • Column Count: 1
   • Column Width: 1"
   • Bound Column: 1
   • List Width: 1"
   • Limit to List: Yes

10. Create a Label to the left of the Combo Box and change the Caption value as shown.

    Command Buttons.

11. Create a Command Button below and change the Caption to OK.

12. Create a second Command Button to the right and change the Caption to Cancel.

13. Select the second Tab Control Page, and change its Caption property Value to Select Fields.

    

    List Boxes on Tab Page 2.

14. Create a List Box for Field List and a Second List Box for Selected Fields side by side as shown in the above design.

15. Select the first List Box at the left, display the Property Sheet, and change the Property Values as shown below:

    • Name: FldList
    • Column Count: 1
    • Column Head: No
    • Column Widths: 2"
    • Bound Column: 1

16. Select the second List Box and change the Name Property to SelList and change other Properties to the same Values as given above.

    Command Buttons between List Boxes.

17. Create four small Command Buttons between the List Boxes as shown on the design.

18. Change their Name property values to cmdRight, cmdRightAll, cmdLeft, and cmdLeftAll from the first Command Button on the top of the fourth one at the bottom, respectively.

19. Change their Caption Property Values with >, >>, <, and << symbols as shown.

20. Create three Command Buttons below the List Boxes.

21. Change the Name Property Value of the left Command Button to cmdBack and the Caption Property Value to <.

22. Change the Name Property Value of the Command Button in the middle to cmdForm and the Caption Property Value to Finish.

23. Change the Name Property Value of the right-side Command Button to cmdCancel2 and the Caption Property Value to Cancel.

24. Click to the right side of the second page of the Tab Control to select the Tab Control and display the Property Sheet.

25. Change the following Property Values:

    • Name: TabCtl0
    • Back Style: Transparent
    • Style: None

     After setting the last two properties of the Tab Control, it disappears, and nobody can tell that we have designed the whole Wizard on a Tab Control Object.

26. Save the Form (File -> Save) with the name FormWizard.

    One important step left to complete is copying and pasting the complete VBA Routines into the Form Module of the Form Wizard.

27. Display the Code Module of the Form (View -> Code). While the Form is still in Design View, copy the entire Code given below and paste it into the Code Module of the Form, and save the Form.

    The Form Wizard VBA Code.

    Option Compare Database
    Option Explicit
    Dim DarkBlue As Long, twips As Long, xtyp As Integer, strFile As String
    
    Private Sub cmdBack_Click()
       Me!FileList = Null
       Me.Page1.Visible = True
       Me.Page1.SetFocus
       Me.Page2.Visible = False
    End Sub
    
    Private Sub cmdCancel_Click()
        DoCmd.Close acForm, Me.NAME
    End Sub
    
    Private Sub cmdCancel2_Click()
       DoCmd.Close acForm, Me.NAME
    End Sub
    
    Private Sub cmdForm_Click()
    If xtyp = 1 Then
       Columns
    Else
       Tabular
    End If
    
    DoCmd.Close acForm, Me.NAME
    
    cmdForm_Click_Exit:
    Exit Sub
    
    cmdForm_Click_Err:
    MsgBox Err.Description, , "cmdForm_Click"
    Resume cmdForm_Click_Exit
    End Sub
    
    Private Sub cmdNext_Click()
    Dim vizlist As ListBox, lcount As Integer, chkflag As Boolean
    Dim FildList As ListBox, strName As String, strRSource As String
    Dim cdb As Database, doc As Document
    Dim Tbl As TableDef, Qry As QueryDef, QryTyp As Integer
    Dim flag As Byte, FieldCount As Integer, j As Integer
    
    On Error GoTo cmdNext_Click_Err
    
    Set vizlist = Me.WizList
    lcount = vizlist.listcount - 1
    
    chkflag = False
    For j = 0 To lcount
      If vizlist.Selected(j) = True Then
        xtyp = j + 1
        chkflag = True
      End If
    Next
    
    If IsNull(Me![FilesList]) = True Then
       MsgBox "Select a File from Table/Query List. ", vbOKOnly + vbExclamation, "cmdNext"
       Me.WizList.Selected(0) = True
    Else
       strFile = Me!FilesList
       Me.Page2.Visible = True
       Me.Page2.SetFocus
       Me.Page1.Visible = False
    
    Set cdb = CurrentDb
    flag = 0
    For Each Tbl In cdb.TableDefs
        If Tbl.NAME = strFile Then
           flag = 1
        End If
    Next
    For Each Qry In cdb.QueryDefs
        If Qry.NAME = strFile Then
           flag = 2
        End If
    Next
    If flag = 1 Then
        Set Tbl = cdb.TableDefs(strFile)
        Set FildList = Me.FldList
        strRSource = ""
        FieldCount = Tbl.Fields.Count - 1
        For j = 0 To FieldCount
            If Len(strRSource) = 0 Then
                strRSource = Tbl.Fields(j).NAME
            Else
                strRSource = strRSource & ";" & Tbl.Fields(j).NAME
            End If
        Next
    ElseIf flag = 2 Then
        Set Qry = cdb.QueryDefs(strFile)
        strRSource = ""
        FieldCount = Qry.Fields.Count - 1
        For j = 0 To FieldCount
            If Len(strRSource) = 0 Then
                strRSource = Qry.Fields(j).NAME
            Else
                strRSource = strRSource & ";" & Qry.Fields(j).NAME
            End If
        Next
    End If
    
    Me.FldList.RowSource = strRSource
    End If
    
    cmdNext_Click_Exit:
    Exit Sub
    
    cmdNext_Click_Err:
    MsgBox Err & ":" & Err.Description, , "cmdNext_Click"
    Resume cmdNext_Click_Exit
    End Sub
    
    Private Sub FilesList_NotInList(NewData As String, Response As Integer)
      'Add item
    End Sub
    
    Private Sub Form_Load()
    Dim strRSource As String, FList As ComboBox
    Dim cdb As Database, MaxTables As Integer, rst As Recordset
    Dim Tbl As TableDef, Qry As QueryDef
    Dim j As Integer, strSQL1 As String, rstcount As Integer
    
    On Error Resume Next
    DoCmd.Restore
    
    strSQL1 = "SELECT MSysObjects.Name " & "
    FROM MSysObjects " _& "
    WHERE (((MSysObjects.Type)=1 Or (MSysObjects.Type)=5) " & "AND ((Left([Name],4))'WizQ') AND ((Left([Name],1))'~') " & "AND ((MSysObjects.Flags)=0)) " & "
    ORDER BY MSysObjects.Type, MSysObjects.Name; "
    
    DarkBlue = 8388608twips = 1440
    
    Set cdb = CurrentDb
    Set Qry = cdb.QueryDefs("WizQuery")
    If Err = 3265 Then
      Set Qry = cdb.CreateQueryDef("WizQuery")
      Qry.sql = strSQL1
      cdb.QueryDefs.Append Qry
      cdb.QueryDefs.Refresh
      Err.Clear
    End If
    
    Set FList = Me.FilesList
    Me.FilesList.RowSource = "WizQuery"
    Me.FilesList.Requery
    
    Form_Load_Exit:
    Exit Sub
    
    Form_Load_Err:
    MsgBox Err & ": " & Err.Description, , "Form_Load"
    Resume Form_Load_Exit
    End Sub
    
    Private Sub cmdLeft_Click()
       LeftAll 1
    End Sub
    
    Private Sub cmdLeftAll_Click()
       LeftAll 2
    End Sub
    
    Private Sub cmdright_Click()
        RightAll 1
    End Sub
    
    Private Sub cmdRightAll_Click()
        RightAll 2
    End Sub
    

    Create Left-side ListBox Items.

    Private Function LeftAll(ByVal SelectionType As Integer)
    Dim FldList As ListBox, SelctList As ListBox, strRSource As String
    Dim listcount As Long, j As Long, strRS2 As String
    
    On Error GoTo LeftAll_Err
    
    If SelectionType = 0 Then
       Exit Function
    End If
    
    Set FldList = Me.FldList
    Set SelctList = Me.SelList
    
    listcount = SelctList.listcount - 1
    strRSource = FldList.RowSource: strRS2 = ""
    
    Select Case SelectionType
        Case 1
            For j = 0 To listcount
                If SelctList.Selected(j) = True Then
                    If Len(strRSource) = 0 Then
                        strRSource = SelctList.ItemData(j)
                    Else
                        strRSource = strRSource & "; " & SelctList.ItemData(j)
                    End If
                Else
                    If Len(strRS2) = 0 Then
                        strRS2 = SelctList.ItemData(j)
                    Else
                        strRS2 = strRS2 & "; " & SelctList.ItemData(j)
                    End If
                End If
            Next
            SelctList.RowSource = strRS2
            FldList.RowSource = strRSource
            SelctList.Requery
            FldList.Requery
       Case 2
            For j = 0 To listcount
                If Len(strRSource) = 0 Then
                    strRSource = SelctList.ItemData(j)
                Else
                    strRSource = strRSource & "; " & SelctList.ItemData(j)
                End If
            Next
            SelctList.RowSource = ""
            FldList.RowSource = strRSource
            SelctList.Requery
            FldList.Requery
    End Select
    
    LeftAll_Exit:
    Exit Function
    
    LeftAll_Err:
    MsgBox Err.Description, , "LeftAll"
    Resume LeftAll_Exit
    End Function

    Create Right-side ListBox Items.

    Private Function RightAll(ByVal SelectionType As Integer)
    Dim FldList As ListBox, SelctList As ListBox, strRSource As String
    Dim listcount As Long, j As Long, strRS2 As String
    
    On Error GoTo RightAll_Err
    If SelectionType = 0 Then
       Exit Function
    End If
    Set FldList = Me.FldList
    Set SelctList = Me.SelList
    
    listcount = FldList.listcount - 1
    strRSource = SelctList.RowSource: strRS2 = ""
    
    Select Case SelectionType
        Case 1
            For j = 0 To listcount
                If FldList.Selected(j) = True Then
                    If Len(strRSource) = 0 Then
                        strRSource = FldList.ItemData(j)
                    Else
                        strRSource = strRSource & ";" & FldList.ItemData(j)
                    End If
                Else
                    If Len(strRS2) = 0 Then
                        strRS2 = FldList.ItemData(j)
                    Else
                        strRS2 = strRS2 & ";" & FldList.ItemData(j)
                    End If
               End If
            Next
            SelctList.RowSource = strRSource
            FldList.RowSource = strRS2
            SelctList.Requery
            FldList.Requery
        Case 2
            For j = 0 To listcount
                If Len(strRSource) = 0 Then
                    strRSource = FldList.ItemData(j)
                Else
                    strRSource = strRSource & "; " & FldList.ItemData(j)
                End If
            Next
            SelctList.RowSource = strRSource
            FldList.RowSource = ""
            SelctList.Requery
            FldList.Requery
    End Select
    
    RightAll_Exit:
    Exit Function
    
    RightAll_Err:
    MsgBox Err.Description, , "RightAll"
    Resume RightAll_Exit
    End Function
    

    Create Tabular Type Form.

    Public Function Tabular()
    '-------------------------------------------------------------------'
    'Author : a.p.r. pillai
    'Date   : Sept-2000
    'URL    : www.msaccesstips.com
    'All Rights Reserved by www.msaccesstips.com
    '-------------------------------------------------------------------
    Dim cdb As Database, FldList() As String, Ctrl As Control
    Dim frm As Form, lngTxtLeft As Long, lngTxtTop As Long, lngTxtHeight As Long
    Dim lngLblleft As Long, lngLblTop As Long, lngLblheight As Long
    Dim lngtxtwidth As Long, lnglblwidth As Long, FldCheck As Boolean
    Dim strTblQry As String, intflds As Integer, lstcount As Long
    Dim FrmFields As ListBox, j As Integer
    Dim HdSection As Section, DetSection As Section
    
    'Create Form with Selected Fields
    
    On Error GoTo Tabular_Err
    
    Set FrmFields = Me.SelList
    lstcount = FrmFields.listcount
    
    If lstcount = 0 Then
       MsgBox "Fields Not Selected for the Form"
       Exit Function
    Else
       lstcount = lstcount - 1
    End If
    
    ReDim FldList(0 To lstcount) As String
    
    Set cdb = CurrentDb
    Set frm = CreateForm
    Application.RunCommand acCmdFormHdrFtr
    
    With frm
        .DefaultView = 1
        .ViewsAllowed = 0
        .DividingLines = False
        .Section(acFooter).Visible = True
        .Section(acHeader).DisplayWhen = 0
        .Section(acHeader).Height = 0.5 * 1440
        .Section(acFooter).Height = 0.1667 * 1440
    End With
    
    Set HdSection = frm.Section(acHeader)
        HdSection.Height = 0.6667 * twips
    
    Set DetSection = frm.Section(acDetail)
        DetSection.Height = 0.166 * twips
    
    For j = 0 To lstcount
      FldList(j) = FrmFields.ItemData(j)
    Next
    
    With frm
        .Caption = strFile
        .RecordSource = strFile
        lngtxtwidth = 0.5 * twips
        lngTxtLeft = 0.073 * twips
        lngTxtTop = 0
        lngTxtHeight = 0.166 * twips
    
        lnglblwidth = lngtxtwidth
        lngLblleft = lngTxtLeft
        lngLblTop = 0.5 * twips
        lngLblheight = lngTxtHeight
    End With
    
    For j = 0 To lstcount
       Set Ctrl = CreateControl(frm.NAME, acTextBox, acDetail, , FldList(j), lngTxtLeft, lngTxtTop, lngtxtwidth, lngTxtHeight)
        With Ctrl
           .ControlSource = FldList(j)
           .FontName = "Verdana"
           .Width = (0.5 * twips)
           .FontSize = 8
           .ForeColor = 0
           .BorderColor = 12632256
           .NAME = FldList(j)
           .BackColor = 16777215
           .BorderStyle = 1
           .SpecialEffect = 0
           lngTxtLeft = lngTxtLeft + (0.5 * twips)
       End With
    
       Set Ctrl = CreateControl(frm.NAME, acLabel, acHeader, , FldList(j), lngLblleft, lngLblTop, lnglblwidth, lngLblheight)
        With Ctrl
           .Caption = FldList(j)
           .NAME = FldList(j) & " Label"
           .Width = (0.5 * twips)
           .ForeColor = DarkBlue
           .BorderColor = DarkBlue
           .BorderStyle = 1
           .FontWeight = 700 ' Bold
           lngLblleft = lngLblleft + (0.5 * twips)
        End With
    Next
    
    lnglblwidth = 4.5 * twips
    lngLblleft = 0.073 * twips
    lngLblTop = 0.0521 * twips
    lngLblheight = 0.323 * twips
    lnglblwidth = 4.5 * twips
     Set Ctrl = CreateControl(frm.NAME, acLabel, acHeader, , "Head1", lngLblleft, lngLblTop, lnglblwidth, lngLblheight)
     With Ctrl
            .Caption = strFile
            .TextAlign = 2
            .Width = 4.5 * twips
            .Height = 0.38 * twips
            .ForeColor = DarkBlue
            .BorderStyle = 0
            .BorderColor = DarkBlue
            .FontName = "Times New Roman"
            .FontSize = 16
            .FontWeight = 700 ' Bold
            .FontItalic = True
            .FontUnderline = True
     End With
    
    DoCmd.OpenForm frm.NAME, acNormal
    
    Tabular_Exit:
    Exit Function
    
    Tabular_Err:
    MsgBox Err.Description, , "Tabular"
    Resume Tabular_Exit
    End Function
    

    Create Form in Columns Format

    Public Function Columns()
    '-------------------------------------------------------------------
    'Author : a.p.r. pillai
    'Date   : Sept-2000
    'URL    : www.msaccesstips.com
    'All Rights Reserved by www.msaccesstips.com
    '-------------------------------------------------------------------
    Dim cdb As Database, FldList() As String, Ctrl As Control
    Dim frm As Form, lngTxtLeft As Long, lngTxtTop As Long, lngTxtHeight As Long
    Dim lngLblleft As Long, lngLblTop As Long, lngLblheight As Long
    Dim lngtxtwidth As Long, lnglblwidth As Long, FldCheck As Boolean
    Dim strTblQry As String, intflds As Integer, lstcount As Long
    Dim FrmFields As ListBox, j As Integer
    Dim HdSection As Section, DetSection As Section
    
    ''Create Form with Selected Fields
    
    On Error GoTo Columns_Err
    
    Set FrmFields = Me.SelList
    lstcount = FrmFields.listcount
    
    If lstcount = 0 Then
       MsgOK "Fields Not Selected for Form", "FormWizard"
       Exit Function
    Else
       lstcount = lstcount - 1
    End If
    
    ReDim FldList(0 To lstcount) As String
    
    Set cdb = CurrentDb
    Set frm = CreateForm
    Application.RunCommand acCmdFormHdrFtr
    With frm
        .DefaultView = 0
        .ViewsAllowed = 0
        .DividingLines = False
        .Section(acFooter).Visible = True
        .Section(acHeader).DisplayWhen = 0
        .Section(acHeader).Height = 0.5 * 1440
        .Section(acFooter).Height = 0.1667 * 1440
    End With
    
    Set HdSection = frm.Section(acHeader)
        HdSection.Height = 0.6667 * twips
    
    Set DetSection = frm.Section(acDetail)
        DetSection.Height = 0.166 * twips
    
    For j = 0 To lstcount
      FldList(j) = FrmFields.ItemData(j)
    Next
    
    With frm
        .Caption = strFile
        .RecordSource = strFile
        lngtxtwidth = 1 * twips
        lngTxtLeft = 1.1 * twips
        lngTxtTop = 0
        lngTxtHeight = 0.166 * twips
    
        lnglblwidth = lngtxtwidth
        lngLblleft = 0.073 * twips
        lngLblTop = 0 '0.5 * twips
        lngLblheight = lngTxtHeight
    End With
    
    For j = 0 To lstcount
    
       Set Ctrl = CreateControl(frm.NAME, acTextBox, acDetail, , FldList(j), lngTxtLeft, lngTxtTop, lngtxtwidth, lngTxtHeight)
        With Ctrl
           .ControlSource = FldList(j)
           .FontName = "Verdana"
           .FontSize = 8
           .ForeColor = DarkBlue
           .BorderColor = DarkBlue
           .NAME = FldList(j)
           .BackColor = RGB(255, 255, 255)
           .ForeColor = 0
           .BorderColor = 9868950
           .BorderStyle = 1
           .SpecialEffect = 2
           If (j / 9) = 1 Or (j / 9) = 2 Or (j / 9) = 3 Then
            lngTxtTop = 0
            lngTxtLeft = lngTxtLeft + (2.7084 * twips)
           Else
            lngTxtTop = lngTxtTop + .Height + (0.1 * twips)
           End If
        End With
    
       Set Ctrl = CreateControl(frm.NAME, acLabel, acDetail, FldList(j), FldList(j), lngLblleft, lngLblTop, lnglblwidth, lngLblheight)
       With Ctrl
           .Caption = FldList(j)
           .NAME = FldList(j) & " Label"
           .Width = twips
           .ForeColor = 0
           .BorderColor = 0
           .BorderColor = 0
           .BorderStyle = 0
           .FontWeight = 400 ' Normal 700 Bold
           If (j / 9) = 1 Or (j / 9) = 2 Or (j / 9) = 3 Then
            lngLblTop = 0
            lngLblleft = lngLblleft + (2.7083 * twips)
           Else
            lngLblTop = lngLblTop + .Height + (0.1 * 1440)
           End If
        End With
    Next
    
    lnglblwidth = 4.5 * twips
    lngLblleft = 0.073 * twips
    lngLblTop = 0.0521 * twips
    lngLblheight = 0.323 * twips
    lnglblwidth = 4.5 * twips
     Set Ctrl = CreateControl(frm.NAME, acLabel, acHeader, , "Head1", lngLblleft, lngLblTop, lnglblwidth, lngLblheight)
     With Ctrl
            .Caption = strFile
            .TextAlign = 2
            .Width = 4.5 * twips
            .Height = 0.38 * twips
            .ForeColor = DarkBlue
            .BorderStyle = 0
            .BorderColor = DarkBlue
            .FontName = "Times New Roman"
            .FontSize = 18
            .FontWeight = 700 ' Bold
            .FontItalic = True
            .FontUnderline = True
     End With
    
    DoCmd.OpenForm frm.NAME, acNormal
    
    Columns_Exit:
    Exit Function
    
    Columns_Err:
    MsgBox Err.Description, , "Columns"
    Resume Columns_Exit
    End Function
    

    Note: Ensure that the Name property values of all objects are correctly assigned to avoid runtime errors. If any control does not work as expected, verify that its Name property matches the reference used in the VBA routines and that the On Click property is set to [Event Procedure]. When a control’s name matches its reference in the VBA code, Access will automatically insert the [Event Procedure] value for the event.

28. Open the Form Wizard in Normal View. Select one of the Form Design types, Column or Tabular, and select a Table or Query from the Combo Box below, and click OK. The List Box will appear with Field Names in the next step.

29. You can select one or more data fields and click the button labeled > to move the selected fields to the right side List Box. You can select all the Fields from the List by clicking on the command button with the >> label.

30. If you have second thoughts, you can remove the fields from the selected list the same way you selected from the first List Box, using the < and << labeled Command Buttons.

31. When you are ready to create the Form, click on the Finish Command Button.

The Form will be created and will open in Normal View. Save the Form and change it to Design View for modifications.

Download the Demo Database:

Download Demo FormWizard.zip

• Wave-Shaped Reminder Ticker
• No Data and Report Error
• Lost Links of External Tables
• Link External Tables with VBA
• Source Connect Str Property and ODBC

Read More

Rounding Function MRound of Excel

Rounding Function MRound of Excel.

Normally, numbers are rounded in calculations when the fractional part is 0.5 or more, moving up to the next whole number, or truncated otherwise. However, there are situations where the fractional part itself needs to be rounded to a specific precision level — such as during monetary disbursements like wages.

For example, in currency handling, if a value ends in 15 cents or 30 cents, it may need to be rounded to 25 cents and 50 cents, respectively, to ensure the correct distribution of coin denominations. Suppose you have only 50-cent coins available — in that case, any amount of 25 cents or more should be rounded up to 50 cents, and amounts below 25 cents should be rounded down to zero.

To achieve this, we need a function that accepts both a numeric value and a precision level, calculates the nearest multiple of that precision, and rounds up when the remainder equals or exceeds half of the precision value. This precision value doesn’t have to be fractional; it can be any numeric increment.

In MS Access, the built-in Round() function only rounds numbers to a specified number of decimal places or to the nearest integer, following standard rounding rules. MS Excel, however, provides a Worksheet Function MRound() that can perform such precision-based rounding. Unfortunately, no equivalent function exists in MS Access — and we can’t rely on Excel when this functionality is needed directly within Access.

The MRound Function.

We will write an MRound() Function in Access with the same name.

So here it is:

Public Function MRound(ByVal Number As Double, ByVal Precision As Double) As Double
Dim Y As Double

On Error GoTo MRound_Err

   Y = Int(Number / Precision) * Precision
   MRound = IIf(((Number - Y) / Precision * 100 + 0.1) >= 50, Y + Precision, Y)

MRound_Exit:
Exit Function

MRound_Err:
MsgBox Err.Description, , "MRound()"
MRound = 0
Resume MRound_Exit
End Function

Save the Function and do Test Runs.

Copy and paste the above Code into a Global Module of your Database and save the Module.

Open the Debug Window (Ctrl+G) to try it out directly.

Sample Runs:

? Mround(123.3,0.2)

Result: 123.4

? Mround(123.24,0.5)

Result: 123

? Mround(123.25,0.5)

Result: 123.5

? Mround(123.74,0.5)

Result: 123.5

? Mround(123.75,0.5)

Result: 124

? Mround(10,3)

Result: 9

? Mround(11,3)

Result: 12

Add to your Function Library.

If you would like to share this Function across your Other MS-Access Databases, then create a Library Database with the Function in it and set a Reference to the Library Database through Tools -> References in the VBA Window.

Earlier Post Link References:

1. Roundup Excel Function in MS Access
2. Proper Excel Function in Microsoft Access
3. Appending Data from Excel to Access
4. Writing Excel Data Directly into Access
5. Printing MS-Access Report from Excel
6. Copy-Paste Data From Excel to Access 2007
7. Microsoft Excel-Power in MS-Access
8. Rounding Function MROUND of Excel
9. MS-Access Live Data in Excel
10. Access Live Data in Excel- 2
11. Opening an Excel Database Directly
12. Create Excel, Word Files from Access

Read More

Custom Calculator and Eval Function

Custom Calculator and Eval Function.

When we think of a calculator, the image that usually comes to mind is the traditional type with buttons labeled 0–9 and the standard arithmetic operators. Windows already includes such a calculator under Accessories, which can even be switched to Scientific mode — so there’s no need to recreate that in MS Access.

Instead, we’re going to design a different kind of calculator — one that can evaluate defined expressions consisting of data field names, constants, arithmetic operators, and parentheses (to control the order of operations). This calculator will allow you to input an expression, have Access evaluate it, and display the result instantly.

There’s no need for a complex interface. All we require is:

• A TextBox to enter the expression,

• A Command Button to trigger the evaluation, and

• A few lines of VBA code to process the calculation.

The result can be displayed either in a MsgBox or in another TextBox on the form.

Before we begin building the calculator, let’s look at one of Access’s most powerful yet underused built-in functions — the EVAL() function. This function will serve as the core engine of our custom calculator. With EVAL(), you don’t need to worry about following mathematical rules manually — such as evaluating parentheses first, then exponentiation, followed by multiplication and division (from left to right), and finally addition and subtraction. Simply pass the expression as a string to the EVAL() function, and it will return the correctly computed result.

EVAL() Function Usage.

Try a few examples quickly to get a feel for it. Open the VBA Module Window (Alt+F11) and open the Debug Window (Ctrl+G). Type the following expressions in the Debug Window and press the Enter Key:

? EVAL("2+3*4/2")

Result: 8

? EVAL("(2+3)*4/2")

Result: 10

? EVAL("log(SQR(625))/log(10)")

Result: 1.39794000867204

? Eval("10^" & "Eval('log(Sqr(625))/log(10)')")

Result: 25

? EVAL("Datediff('yyyy',Forms!Employees!BirthDate,date())")

Result: 45 (the Employees Form must be open)

EVAL() the Expression Parser

From the above examples, we can see that you can write expressions in a TextBox using built-in functions, data field references, and numeric constants. The Eval() function then parses the expression and returns the result. This gives the user the flexibility to define and evaluate custom expressions dynamically, incorporating live data from form fields into their calculations.

Tip: The Eval() function can do much more than just evaluate formulas. It can also run other functions, trigger the Click event of a command button, or execute a macro programmatically. For additional details and examples of how Eval() can be used, open the Microsoft Access Help window in the VBA editor and search for “Eval Function.”

The sample Demo Project.

I have created a sample database (available for download at the bottom of this post) designed for an auto dealership that offers credit facilities to customers at nominal interest rates of 6%, 7%, or 8%, repayable in 24, 36, or 60 installments, respectively. The salesperson is responsible for determining the most suitable repayment plan for each customer, including the percentage of down payment, installment schedule, and applicable interest rate.

To encourage sales, the salesperson is also authorized to offer customers a discount of up to 20% on the Maximum Retail Price (MRP), based on negotiation and customer eligibility.

An image of the Form he uses to run these calculations is given below:

Right-click to open Large Image in New Tab/Window.

This is a stand-alone form (which can optionally be linked to a table) containing unbound text boxes. Each text box is labeled with its corresponding name displayed to the left. When writing expressions, it is essential to properly qualify the control names, for example:
Forms!CustomCalculator!Balance

Note that shorthand references such as Me!Balance are not accepted in this context. This can make it somewhat cumbersome to build expressions, especially when multiple field names are involved in a formula.

The VBA Code.

We have created a small VBA routine that recognizes text box names enclosed in square brackets [ ], retrieves their corresponding values, and substitutes them into the expression before passing it to the Eval() function.

For easier expression entry, a combo box containing arithmetic operators and text box names (in square brackets) is provided on the form. The colored display control below shows, for informational purposes, the expression after the text box references have been replaced with their actual values. Just before it is submitted to the Eval() function.

When the Calculate Command Button is clicked, the result of the calculation is displayed in the Text Box with a dark background and the label Result. The VBA Code is given below:

Private Sub cmdCalc_Click()
'-----------------------------------------------------------
'Author : a.p.r. pillai
'Date    : November, 2008
'URL     : www.msaccesstips.com
'All Rights Reserved by www.msaccesstips.com
'-----------------------------------------------------------
Dim str As String, loc1 As Integer, chk As Integer
Dim strout As String, loc2 As Integer, loc3 As Integer
Dim strin As String
Const sqrleft As String = "["
Const sqrright As String = "] "

On Error GoTo cmdCalc_Click_Err

'change the reference if different
str = Me![Expression]

loc1 = InStr(1, str, sqrleft)
If loc1 > 0 Then
   strin = Left(str, loc1 - 1)
   strout = Left(str, loc1 - 1)
   loc2 = InStr(loc1, str, sqrright)
End If
Do While loc2 > 0
   strin = strin & Mid(str, loc1, (loc2 - loc1) + 1)
   strout = strout & Me(Mid(str, loc1, (loc2 - loc1) + 1))
   loc1 = InStr(loc2 + 1, str, sqrleft)
   If loc1 > 0 Then
     loc2 = InStr(loc1, str, sqrright)
      If loc2 = 0 Then
         MsgBox "Errors in Expression, correct and retry. "
         Exit Sub
      Else
         strout = strout & Mid(str, Len(strin) + 1, loc1 - (Len(strin) + 1))
         strin = strin & Mid(str, Len(strin) + 1, loc1 - (Len(strin) + 1))
      End If
   Else
     loc3 = loc2
     loc2 = 0
   End If
Loop

If Len(str) > loc3 Then
   strout = strout & Mid(str, loc3 + 1)
End If

'this line can be removed if not required
Me![parsed] = strout

'change the reference, if different
Me![result] = Eval(strout)

cmdCalc_Click_Exit:
Exit Sub

cmdCalc_Click_Err:
MsgBox Err.Description, , "cmdCalc_Click()"
Resume cmdCalc_Click_Exit
End Sub

Private Sub cmdReset_Click()
Me![Expression] = Null
Me![parsed] = Null
End Sub

Note: There is no validation check included in the Code to detect misspelled names or unbalanced parentheses, etc. These shortcomings will automatically generate an error when the EVAL() function executes. The user will be able to review the expression, make corrections, and retry.

Download.

You can implement this program on any Form with a small change in str = Me![Expression] and Me![result] = Eval(strout) lines in the Code, if different names are used. Customize the Combo Box contents based on your input Field Names.

CustomCalc.zip

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Data Editing And Security Issues

Data Editing And Security Issues.

Data entry and editing are among the most crucial activities for keeping a database accurate and up to date. These steps ensure that the information remains reliable and ready for generating meaningful reports and analysis. To make data entry easier and more efficient for users, it is good practice to include combo boxes, check boxes, and calculated fields—for example, automatically determining a Payment Due Date as 30 days after the Material Delivery Date.

Another key consideration is data security. Here, the focus is not on preventing unauthorized external access—MS Access already provides robust built-in security features for that—but rather on protecting the data from accidental modifications or deletions by authorized users during routine operations.

For example, suppose our Employee database includes a Memo field that stores detailed information about each employee’s educational background and prior work experience. Normally, when the cursor (insertion point) moves into a field, the entire content of that field becomes highlighted and selected. At this stage, if the user’s attention is momentarily diverted and a key is pressed accidentally, the entire content of the field may be deleted. If the user does not immediately notice this or forgets to restore the data using Ctrl + Z (Edit → Undo Typing), the information could be lost permanently.

Protecting from unintended Changes.

We will focus on this specific cursor behavior and explore how to provide protection against inadvertent data loss. The way the cursor behaves when entering a field is determined by the settings found under the Keyboard tab of the Options dialog box (available from the Tools menu). Under the Behavior Entering Field section, you will find three different options, as shown in the image below:

Right-click to open Large Image in New Tab/Window.

The first option, Select Entire Field, is the default setting. However, choosing one of the other two options is generally advisable to prevent the kind of data loss we are focusing on. Of the remaining two, my preferred choice is Go to End of Field. The reason is simple—when this option is selected, even if you accidentally press the Delete key or any other key, the insertion point is positioned at the end of the field content, and the existing information remains safe.

Since this is a global setting in Microsoft Access, any manual changes you make here will affect all forms in every database opened on your machine. Conversely, a database you design on your system will not carry these settings when opened on another computer in a multi-user environment. Moreover, you may not want this behavior applied to every form in your database.

The best approach, therefore, is to enable this feature programmatically through a VBA routine and restore the default settings when leaving that particular form. In a shared network environment, users may have different default settings for the “Behavior Entering Field” option on their own machines, so it’s important not to change these preferences permanently.

The following is the list of numeric values of each 'Behavior Entering Field' Option setting:

Behavior | Description | Option Values.

1. Select Entire Field - 0
2. Go to Start of Field - 1
3. Go to End of Field - 2

When opening a form that requires this modified cursor behavior, we will follow specific steps to enable it upon form initialization. Then, when the form is closed, we will restore the default settings to ensure that the global behavior of Access remains unchanged.

1. Save the current default setting of Behavior Entering Field before it is changed.

2. Change the setting to Go to the end of Field behavior for the current session of the Form.

3. Reset it back to the saved value in Step 1 above, before closing the Form.

We can achieve this with the following Event Procedures in the Form Module:

Option Compare Database
Dim DefaultBehavior As Integer

Private Sub Form_Load()
    DefaultBehavior = Application.GetOption("Behavior Entering Field")
    Application.SetOption "Behavior Entering Field", 2
End Sub

Private Sub Form_Unload(Cancel As Integer)
    Application.SetOption "Behavior Entering Field", DefaultBehavior
End Sub

Copy and paste the above Code into the Form's Code Module and save the Form. The Dim DefaultBehavior As Integer statement must be placed in the Global area of the Module as shown above.

Try out the New Setting.

Open the Form in normal View and try moving the cursor from one field to the other by tapping the Tab Key or the Enter Key. The insertion point will position at the end of the field contents.

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Event Trapping Summary On Datasheet

Event Trapping Summary On Datasheet.

How do we execute the Event LostFocus() and GotFocus() procedures in the Datasheet view?

How to display the Summation of numeric values in the Datasheet view?

For answers to both questions, we need a sample Table and a Datasheet Form.

Import the following tables from the Northwind.mdb sample database C:\Program Files\Microsoft Office\Office11\Samples\Northwind.mdb.

• Order_Details
• Products

The Products table is also required because the ProductID field in the 'Order_Detail' table references it through a Combo Box. Without the Products table, the Combo Box would have no source from which to retrieve Product IDs, leaving the ProductID field in the Order_Detail table unpopulated and preventing the relationship from functioning correctly.

Design a Datasheet Form

1. To create a Datasheet Form, click on the Order_Detail Table, select Form from the Insert Menu, and select Autoform: Datasheet from the displayed list of options in the Formwizard.

   A Datasheet form will be created and will open the Table contents in Datasheet View.

2. Select the Save As... option from the File Menu and give the name Order Details for the Form. The Datasheet Form will be saved, but it is not closed.

3. Select Design View from the View Menu to change the Form to Design View mode.

The Form in Design View should look like the image shown below, although the appearance may vary slightly depending on your version of Microsoft Access.

Right-click to open Large Image in New Tab/Window.

Doesn't matter how the Fields are arranged on the Form, whether in Row or Column Format, the data will always be displayed in Datasheet format. The placement of Fields will not affect the way the data is displayed on the Datasheet, but the Tab Order does.

The Tab Order of Controls

Let us find out how the Field's Tab Order influences the Datasheet View.

1. Change the Form into Datasheet View (View -> Datasheet View) and check the order of fields appearing in there.

2. Change the View into Design mode again and rearrange the ProductID and UnitPrice fields by switching their places.

3. Change the View back to Datasheet and inspect the data field order.

   There will not be any change in the Order of Fields displayed from the previous View. If you move the Cursor using the Tab Key, then it moves in the same order as the fields' placement, as you have seen earlier before switching the fields.

4. Change the Form back to Design View again.

5. Select Tab Order... from the View menu. Click on the left border of the UnitPrice field on the Tab Order Control, click and drag it up, and place it below the OrderID field.

   Tip: You can click on the Auto Order Command Button to re-arrange the Tab Order according to the field placements on the Form.

6. Open the Form in normal view now and check the change of field placements.

The Unbound Text Box.

We will add one Unbound Text Box on the Form to calculate the Extended Price after adjusting the discounts of each item.

1. Open the form in design view if you have closed it.

2. Drag the Form Footer Section down to get more room to place another Text Box below, or you can place it to the right of the Discount Field, too.

3. Create a Text Box and write the formula =(1-[Discount])*[UnitPrice]*[Quantity] in it.

4. While the Text Box is still in the selected state, display the Property Sheet (View -> Properties).

5. Change the Format Property value to Currency format. Change the Name Property value to Extended Price.

6. Open the Form in normal view and check the newly added Text control heading at the top. It will be something like Text10:.

   In Datasheet View of Forms, MS Access uses the Caption of the Child Labels attached to the text boxes as Field headings. We have changed the Name Property of the Text Box to Extended Price, but that is ignored here.

7. Now, change the Form into Design view and delete the Child Label attached to the Extended Price Text Box.

8. Change to Datasheet view again and check the field name appearing at the top; it will be Extended Price now.

Datasheet Event Procedure.

1. To try an Event Procedure on the Datasheet view, copy and paste the following VBA Code into the Form's Code Module (View -> Code to display the Code Module of the Form) and save the Form with the Code.

   Private Sub UnitPrice_LostFocus()
   Dim newUnitPrice As Double, msg As String
   Dim button As Integer
   
   button = vbQuestion + vbYesNo + vbDefaultButton2
   
   If Me![UnitPrice] = Me![UnitPrice].OldValue Then
      msg = "Replace UnitPrice: " & Me![UnitPrice].OldValue & vbCr & vbCr
      msg = msg & "with New Value: " & Me![UnitPrice]
   
      If MsgBox(msg, button, "UnitPrice_LostFocus()") = vbNo Then
           Me![UnitPrice] = Me![UnitPrice].OldValue
       End If
   End If
   
   End Sub
   

   The change in the UnitPrice field is trapped, and the User is alerted about the attempt and asked to reconfirm the change or cancel it.

2. Open the Form in the datasheet view and make some changes in the UnitPrice Field and leave the Field by pressing the Tab Key or Enter key.

A Message Box will appear asking for permission to retain the change or to cancel it.

Datasheets can be programmed with Event Procedures (either Field-level or Form-level) for validation checks and information display.

Displaying of Summary Information.

Method-1

We will attempt to answer the second question we have raised on top of this page.

1. Open the Order_Details Form in Design View.

2. Drag the Form Footer Section down to get enough room to place two TextBoxes. Create two TextBoxes in the Form Footer Section.

3. Write the formula =Sum([Quantity]) in the first Text Box.

4. Display the Property Sheet of the Text Box and change the Name Property value to TOTALQTY.

5. Write the formula =Sum((1-[Discount])*[UnitPrice]*[Quantity]) in the second Text Box.

6. Change the Name Property Value to TOTALVALUE.

When we open the Order_Details Form in Datasheet View, it will calculate the Summary Values in TOTALQTY and TOTALVALUE TextBoxes on the Footer of the Form, but we must do something to display them.

The first idea that usually comes to mind is to use a MsgBox to display the results within a Form’s event procedure. However, since the underlying records may change over time, these updates should be reflected in the summary values. Therefore, we must ensure that the results are refreshed to display the latest data before displaying them again.

We will implement this method before we settle on a better one.

1. Copy and paste the following Code into the Form's Code Module and save the Form:

   Private Sub Form_DblClick(Cancel As Integer)    
   Dim msg As String
        Me.Refresh
       msg = "Total Quantity = " & Me![TOTALQTY] & vbCr & vbCr
       msg = msg & " | Total Value = " & Format(Me![TOTALVALUE], "Currency")
   
        MsgBox msg
   End Sub
   

2. Open the Form in Datasheet View.

3. Double-click on the Record Selector at the left border of the Form.

   A Message Box pops up with the Summary Values from the TextBoxes in the Form Footer Section.

4. Make some changes to the Quantity and UnitPrice fields to try Step 3 again. The value changes will appear in the Message Box.

5. You can filter the Data on ProductID or on OrderID by right-clicking on these fields and selecting Filter by Selection or other Options available on the displayed Shortcut Menu, and by executing Step 3 to get the Summary of selected records.

Method-2

After trying out the above method, your response may be something like "Yeah.. it serves the purpose, but it doesn't give the impression of a sophisticated method. After all, it takes so many clicks and pop-up Message Boxes". I agree with you, too.

With a small change to the above Code, we can make the results the way you like them.

1. Open the Form in Design View.

2. Display the Property Sheet (View -> Properties).

3. Select the Mouse Move Property and select Event Procedure from the drop-down control.

4. Click on the build (...) button on the right side of the Property to open the Form's Code Module.

5. Cut the Code lines from within the Form_DblClick() Event Procedure:

   Private Sub Form_DblClick(Cancel As Integer)
   
   End Sub
   

   Leave the above lines alone and paste the Code into the Form_MouseMove() Event Procedure.

6. Change the line that reads:

   MsgBox msg

   to

   Me.Caption = msg

   After the change, the Code will look like the following:

   Private Sub Form_DblClick(Cancel As Integer)
   
   End Sub
   
   Private Sub Form_MouseMove(button As Integer, Shift As Integer, X As Single, Y As Single)
   Dim msg As String
       Me.Refresh
       msg = "Total Quantity = " & Me![TOTALQTY] & vbCr & vbCr
       msg = msg & " | Total Value = " & Format(Me![TOTALVALUE], "Currency")
       Me.Caption = msg
   End Sub
   

7. Open the Form in Datasheet View and move the Mouse over into the data area by crossing the Field Headings or the Record Selectors on the left side.

8. Check the Title Area of the Datasheet View, and you will find the Summary information is displayed there. A sample image is given below:

Right-click to open Large Image in New Tab/Window.

Now try changing the field values or filtering the data and moving the Mouse over the Field Headings or Record Selectors to get the result on the Title Bar instantly. No Message Boxes or Double-Clicks, and what do you say about that?

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Sum Min Max Avg ParamArray

Sum Min Max Avg ParamArray.

I’m sure your first reaction after reading the title might be, “I already know all that—tell me something new!” If you haven’t come across the last item in the title (the odd one out), then that’s exactly what I plan to share here—so keep reading.

The first four terms are quite familiar; they refer to built-in functions in Microsoft Access and worksheet functions in Excel. We’ll get to the last one a little later, but first, let’s look at how the Min() function works in Excel—and why using it in Microsoft Access presents a few challenges in comparison.

Difference between Excel and Access.

We’re certainly not forgetting the other domain aggregate functions in Access—DCount(), DSum(), DMin(), DMax(), and DAvg().

Let’s start by looking at how the Min() worksheet function works in Excel. It can identify the minimum value from a range of cells in a single column, a row of cells across multiple columns, or even a block of cells spanning several rows and columns.

However, when we return to Microsoft Access, the Min() function behaves differently. It can only be applied to a single column (that is, a single field) within a query, or in the header and footer sections of forms or reports. So, how do we determine the minimum value across multiple fields?

Go through the sample table below to better understand the issue we’re dealing with.

Right-click to open Large Image in New Tab/Window.

We have received Quotations for Electronic Items from three different Suppliers, and we need to know which quotation is the lowest and from which Supplier. In this case, our Min() Function has no use here unless we reorganize the above data in the following format:

Right-click to open Large Image in New Tab/Window.

To obtain the desired result from this data, we’ll need to create two queries, setting aside—for now—issues such as duplicate descriptions, supplier names, or the overall table size.

1. First Query (Total Query):
   Group the data by the Desc field and use the Min() function to determine the lowest value from the Values field.

2. Second Query:
   Use both the original table and the first query as data sources. Join them on the Desc and MinOfValues fields from the Total Query with the Desc and Values fields of the base table. This will return all records from the table that match both the description and the lowest quoted value.

The ParamArray Method.

I consider these steps to be excessive work, and I know you will agree too. Instead, we can write a User Defined Function with the use of ParamArray and pass the Field Names to the Function and find the Minimum Value from the list. Here is a simple Function with the use of the ParamArray declaration to find the Minimum Value from a List of Values passed to it.

Public Function myMin(ParamArray InputArray() As Variant) As Double
'------------------------------------------------------------------
'Author : a.p.r. pillai
'Date   : November-2008
'URL    : www.msaccesstips.com
'All Rights Reserved by www.msaccesstips.com
'------------------------------------------------------------------
Dim arrayLength As Integer, rtn As Double, j As Integer

'calculate number of elements in Array
arrayLength = UBound(InputArray())

'initialize Null values to 0
For j = 0 To arrayLength
   InputArray(j) = Nz(InputArray(j), 0)
Next
'initialize variable with 1st element value
'or if it is zero then a value with high magnitude
rtn = IIf(InputArray(0) = 0, 9999999999#, InputArray(0))

For j = 0 To arrayLength
    If InputArray(j) = 0 Then
 GoTo nextitem
   If InputArray(j) < rtn Then
        rtn = InputArray(j)
    End If
nextitem:
Next

myMin = rtn
End Function

Copy and paste the above Code into a Global Module and save it.

A few simple rules must be kept in mind while writing User Defined Functions using the ParamArray declaration in the Parameter list of the Function.

1. While declaring the Function, the Parameter Variable InputArray() (or any other name you prefer) must be declared with the keyword ParamArray, in place of ByRef or ByVal we normally use to declare parameters to functions.

2. The Data Type must be a Variant type.

3. The ParamArray declaration must be the last item in the Parameter list if the UDF accepts more than one Parameter.

4. The Optional parameter declarations should not appear before the ParamArray declaration.

5. Since the data type is Variant, it can accept any value type.

Using the above myMin() Function, we have created a Query on the first Table given above. The SQL and the resulting image of the Query in Datasheet View are shown below.

SELECT MaterialQuote.Desc,
 MaterialQuote.Supplier1,
 MaterialQuote.Supplier2,
 MaterialQuote.Supplier3,
 mymin([supplier1],
[supplier2],
[supplier3]) AS Minimum,
 IIf([minimum]=[supplier1],"Supplier1",IIf([minimum]=[supplier2],"Supplier2",IIf([minimum]=[supplier3],"Supplier3",""))) AS Quote
FROM MaterialQuote;

Right-click to open Large Image in New Tab/Window.

In the above example, we have used only three Field Values to pass to the Function, and these can vary depending on your requirement.

Modified Version of VBA Code

A modified version of the same function is given below that accepts a Calculation Type value (range 0 to 3) as the first Parameter, and depending on that, we can find the Summary, Minimum, Maximum, or Average values passed to it through the InputArray() Variable.

Option Compare Database

Enum SMMA
    accSummary = 0
    accMinimum = 1
    accMaximum = 2
    accAverage = 3
End Enum

Public Function SMMAvg(ByVal calcType As Integer, ParamArray InputArray() As Variant) As Double
'------------------------------------------------------------------------
'calType : 0 = Summary'        : 1 = Minimum
'        : 2 = Maximum'        : 3 = Average
'------------------------------------------------------------------------
'Author  : a.p.r. pillai'Date    : November 2008
'URL     : www.msaccesstips.com
'All Rights Reserved by www.msaccesstips.com
'------------------------------------------------------------------------
Dim rtn As Double, j As Integer, arrayLength As Integer
Dim NewValue As Variant

On Error GoTo SMMAvg_Err

If calcType < 0 Or calcType > 3 Then
     MsgBox "Valid calcType Values 0 - 3 only", , "SMMAvg()"
     Exit Function
End If

arrayLength = UBound(InputArray())
'Init Nulls, if any,  to 0
For j = 0 To arrayLength
   InputArray(j) = Nz(InputArray(j), 0)
Next

For j = 0 To arrayLength
    NewValue = InputArray(j)
    'skip 0 value
    If NewValue = 0 Then
 GoTo nextitem
    End If
    Select Case calcType
    'Add up values for summary/average
        Case accSummary, accAverage
            rtn = rtn + NewValue
        Case accMinimum
            rtn = IIf(NewValue < rtn, NewValue, rtn)
            rtn = IIf(rtn = 0, 9999999999#, rtn)
        Case accMaximum
            rtn = IIf(NewValue > rtn, NewValue, rtn)
    End Select
nextitem:
Next

'Calc Average
If calcType = accAverage Then
   rtn = rtn / (arrayLength + 1)
End If

SMMAvg = rtn

SMMAvg_Exit:
Exit Function

SMMAvg_Err:
MsgBox Err.Description, , "SMMAVG()"
SMMAvg = 0
Resume SMMAvg_Exit
End Function

The Function name was defined using the first letters of the Calculation Types that the Function can perform, and I hope you like it too.

When any of the values in the InputArray() element is zero, that is ignored and will not be taken as the minimum value.

Sample Runs on Immediate Window:

? SMMAvg (0,0,10,5,7) 'Summary
 Result: 22 

? SMMAvg (1,0,10,5,7) 'Minimum value from 0,10,5,7
 Result: 5
 
? SMMAvg (2,0,10,5,7) 'Maximum value from 0,10,5,7
 Result: 10 
 
? SMMAvg (3,0,10,5,7) 'Average
 Result: 5.5 
  

We can use this Function in Text Boxes on Forms,  Reports, or from other Controls. Use it at your own risk.

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Textbox And Label Inner Margins

Textbox And Label Inner Margins.

Whether it’s a Form or a Report, a well-crafted design always draws the attention of both the user and any onlooker. Everyone designs forms and reports—but if you give the same task to five different people, each will produce a unique result based on their individual skills and sense of artistry unless they all rely on the same built-in wizards.

Most users focus primarily on the information presented in a report and want it organized and accurate. However, how that information is presented is entirely up to you—and it often depends on how much time you can invest in the design process. Remember, you typically design a report only once as part of a project, so it’s worth doing it thoughtfully.

Your report may eventually circulate far and wide, through faxes, emails, or shared databases, to reach a much wider audience. When compared with other reports circulating around, you’d want someone to pause and ask, “Who designed this one?” Fortunately, Microsoft Access provides all the tools you need to create visually appealing, professional-quality reports and forms. With just a bit more time and creativity, you can achieve remarkable results using the simple yet powerful tools Access offers.

Precision Positioning of Data.

Here, I’d like to introduce you to a few important properties of TextBoxes and Labels on a report—and show you how a few simple design adjustments can transform an ordinary layout into a professional, visually appealing report.

The image below shows a Tabular Report created using the Report Wizard in Microsoft Access.

Right-click to open Large Image in New Tab/Window.

Wizards are excellent tools for quickly laying out all the objects on Forms or Reports with default formatting for font type, size, and style—saving a significant amount of design time. All that’s left is to fine-tune the layout to suit your preferences.

A Sample Project.

If you’d like to try this simple design step by step, import the Shippers table from the sample database at
C:\Program Files\Microsoft Office\Office11\Samples\Northwind.mdb. (That path is for Access 2003 — if you’re using a different version, look for the appropriate \Office##\ folder.) After importing, select the Shippers table, choose Report from the Insert menu, and pick Auto Report: Tabular from the options. Access will generate the report in moments. A preview of the report in Print Preview is shown below:

Right-click to open Large Image in New Tab/Window.

The modified version of the same Report in Print Preview below:

Right-click to open Large Image in New Tab/Window.

The transformation was easy with only a few changes to the above design, and I know which change you have noticed first. If I have turned on the borders of the TextBoxes and Labels alone, then the Print Preview will look like the one below:

Right-click to open Large Image in New Tab/Window.

Make the following changes to the above design:

1. Delete the thick line under the Header Labels.

2. Point the Mouse on the vertical ruler to the left of the Header Label Shippers so that it turns into an arrow pointing to the right, and then click and drag along the ruler downwards so that you can select all the Labels and Text Boxes in the Report Header, Page Header, and Detail Sections together.

   Alternatively, you can click on an empty area of the Report and drag the Mouse over all the controls to select them. Do not select the Page Footer Section Controls. We don't need them in this Report.

3. Display the Property Sheet (View -> Properties) and change the following Values:

   • Border Color = 9868950
   • Special Effect = Flat
   • Border Style = Solid
   • Border Width = Hairline

   You need to change only the Border Color Value; others will be there as default. If not, then change them as given above.

4. Select all the Field Header Labels alone in the Page Header Section, as we did in Step 2 above. Select Format -> Align -> Left to arrange the labels close together horizontally without leaving gaps between them.

5. Display the Property Sheet of the selected Labels (View -> Properties) and change the Top Property Value to 0 and Height Property Value to 0.4167 Inches.

   Centralizing Text Vertically.

6. Centralize the Text horizontally within the Labels by changing the Text Align Property Value to Center, while all the Labels are still in the selected state.

7. Select all the TextBoxes in the Detail Section together and select Format -> Align -> Left to arrange the TextBoxes close together without leaving gaps between them.

8. Display the Property Sheet of the TextBoxes (if you have already closed it) and change the Top Property Value to 0 and the Height Property Value to .2917" so that the data lines are not too close and crowded when Previewed/Printed.

9. If there is a gap below the Labels in the Page Header Section and below the TextBoxes in the Detail Section, then close them by dragging up the Detail Section Header and the Page Footer Bars.

10. Delete all the Page Footer Section controls. Close the gap by dragging the Report Footer Bar up.

11. Next, resize the Report Header label containing the Shippers heading so that it spans the combined width of all the field header labels in the Page Header section. You can do this either by adjusting it manually by eye or by opening the Property Sheet for each header label, noting their individual Width property values, adding them together, and then setting the Width property of the Shippers heading label to that total.

12. Change the Height Property Value to 0.416, and the Text Align Property Value to Center.

13. Save your Report with a Name of your choice.

    With the above modifications, the Report Print Preview image is shown below and needs to be corrected.

Right-click to open Large Image in New Tab/Window.

The Report looks good, but with a few more cosmetic changes, it will look even better.

1. The Field Header Labels' Caption Text must be vertically centered.

2. The Shipper ID Numbers and other field values are too close to the Border Line, and they should be positioned a little away from the border.

3. Open the Report in Design View and select all the Field Header Labels together as we did earlier.

4. Display the Property Sheet and drag the right scroll bar of the Property Sheet down to the bottom. There, you will find the Inner Margin Properties that you can use to position the Text within the Controls.

   NB: These Properties are available only in MS Access 2000 and later versions.

   

   Right-click to open Large Image in New Tab/Window.

5. Change the Top Margin Property Value of Header Labels to 0.1".

6. Select the Text Controls together on the Detail Section and change the Top Margin Property Value to 0.0701".

7. Select the Shipper ID TextBox in the Detail Section, and change the Right Margin value to 0.1".

8. Select the Company Name TextBox, and change the Left Margin Value to 0.0597" and set the same value for Phone Number also.

9. Save your Report and open it in Print Preview. It is similar to the 3rd Image from the top of this page.

Although the explanation may seem lengthy, once you understand the steps, you can complete the design in just a few minutes.

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