The switchboard manager is one of the features of a form
object in MS Access that is used to control the records in a database. It
creates a form or user interface that will used to access other objects of the
database. You can always customize the switchboard to your own taste. Switchboard
manager is used create buttons which will be used to open forms, and pages and
exit the objects in a database. It makes your database behave like a software
application of its own. In this tutorial part, I will give you a step by step
guide on how to design a powerful and functional switchboard and show you how
to customize tabs, Quick Access toolbar, groups and even create new ones in
Microsoft Access.
As a database manager, after designing a database for an
organization, you should make it behave as if it is a software by doing the
following in the database:
1. Design a user interface for the database.
2. Password-protect the database’
3. Assign a group or user protection for the entire MS Access
application (that is in an organization where they use the computer for
database administration).
In the previous part (Part 2), I explained how to password protect or remove a password from a database in any version of MS Access in detail. Also see the full tutorial course content of this Microsoft Access Tutorial Series.
HOW TO CREATE A USER INTERFACE FOR YOUR DATABASE THROUGH THE SWITCHBOARD MANAGER
The switchboard manager includes built-in commands for
common tasks, such as opening a table, form, query, report and macros. Macros can be created to initiate additional
actions. It creates macro codes which are then tied to buttons on the
switchboard.
You can create a switchboard from the scratch using an
unbound form. However, MS Access
provides a Switchboard Manager which automatically builds the code to make
buttons work. I advise you to use the
Switchboard Manager because also makes it easy to add new buttons, rearrange
buttons, and delete buttons.
When you create a switchboard using the Switchboard Manager
tool, Access creates a Switchboard Items table that describes what the buttons
on the form display and what actions they perform. If you change your
switchboard manually, the application may no longer work.
To Create a Switchboard in MS Access:
1. Click
Switchboard Manager located in the Database Tools group under the Database Tools tab. A warning pops up
if you have not previously created a switchboard for that particular database
asking if you want to create a new switchboard. Just click the Yes button. Then the Switchboard Manager dialogue box pops
up as shown below. This creates a Main
Switchboard. You can either add all your switchboard commands to the Main Switchboard or create secondary
switchboards.
NOTE:
If you cannot find the Switchboard
Manager icon under the Database
Tools tab in the Database Tools group,
it means it is still hidden, so you need to add it under the Database Tools tab. Check the next
subheading to see how to customize your tabs and add hidden command icons.
2. Click Edit to
make changes to the Main Switchboard.
Click New to create a
secondary switchboard. This prompts the Create
New dialog box appears. If you create secondary switchboards, make sure
that each switchboard has a command to go back to the Main Switchboard.
3. Type the name of the new switchboard and click OK. Microsoft Access adds the
switchboard to the list in the Switchboard Pages box.
NOTE:
To create additional secondary switchboards, repeat steps 2
through 3 and then click the Close
button.
4. After you create your switchboard, you will have to add items or menu commands that perform various tasks such as opening forms and reports in the database. The items that you add to the switchboard appear as command buttons. To add new items or menu commands to the main switchboard, highlight it, click the Edit and then click the New button to add items to the switchboard. This prompts the Edit Switchboard Item dialogue box as shown below.
5. Customize the item by entering the name of the button,
selecting the appropriate command, and then selecting the desired outcome of
the command. Click OK when finished. Note that there are several built-in commands for
common tasks.
NOTE:
To add other item or commands to the main switchboard,
repeat steps 4 and 5. Click the Close
button when you have finished adding items. Also note that you can re-arrange
buttons on this screen by using the Move Up and Move Down buttons.
6. Click the Close
button to close the Switchboard Manager dialogue
box.
7. The Switchboard Manager automatically creates a Switchboard
Items table. Display the Switchboard upon Start.
Below is the list of some available switchboard commands and
the actions they perform.
1. Go to Switchboard: Opens a secondary switchboard.
2. Open Form in Add
Mode: Opens a form in a mode that only allows new records to be added.
3. Open form in Edit
Mode: Opens a form in a mode that allows any record to be added or edited.
4. Open Report:
Opens a report in Print Preview.
5. Design Application:
Opens the Switchboard Manager.
6. Exit Application:
Closes the current database.
7. Run Macro: Runs a
macro.
8. Run Code: Runs a
Visual Basic function.
Note that you can add buttons and embedded macros to start
your database components, and then set the form to appear at startup. I will
show you how to achieve that in the next two sub titles below. For now let me
show you how to customize tabs and add new command in them.
HOW TO CUSTOMIZE MS ACCESS TABS AND ADD HIDDEN COMMAND ICONS
By default, not all the necessary commands are displayed
under the tabs and Quick Access toolbar. For example, the Switchboard Manager command is not found in the Database Tools group under the Database Tools tab by default. But you
can add it to that tab or any other tab of your choice in MS Access. You can
even create new custom tabs and groups under the tabs and then add your desired
commands in them.
To Customize the Database Tools Tabs and Add the Switchboard Manager Command in it:
1. Click the File tab
and click Options to prompt the Access Options dialogue box.
2. Click the Customize
Ribbons option from the left section of the dialogue box. Click the Choose commands from: drop down arrow
and select Commands Not in the Ribbon in
the middle section of the dialogue box.
3. Next, from the resulting sub options, select Switchboard Manager. Commands can only
be added to new groups. So you will need to create a new group under any tab
that you want to add a command.
4. To create a group under the Database Tools tab, select the desired tab by clicking it once.
Then click the New Group button.
Access creates a new group under the tab you highlighted with a default name New Group (Custom) as shown below.
5. You can also rename the custom group and choose an icon for
it. To rename the custom group: Highlight the custom group and click the Rename button and choose an icon for
it. Type in a new name for the custom group and click OK to close the Rename dialogue
box. So rename the new group for the switchboard to Database Tools as shown below.
Now
the next step is to add the desired command (Switchboard Manager) under the
newly created custom tab. So with the desired command still selected in the
middle section of the dialogue box, highlight the new custom group in the third
section of the dialogue box and click the Add
>> button. MS Access adds the desired command under the new custom
group as shown below. Click Ok to
close the Access Options dialogue
box.
To make the Switchboard Automatically Appear whenever the Database is Opened:
1. Click the File
tab and choose Options. This prompts
the Access Options dialogue box.
2. From the Current Database tab on the left,
select Switchboard from the Display Form: drop
down list and click OK to close the dialogue box as shown
below. You can also add a custom Application title and icon to your database to
customize it further and make it look more professional.
3. When you or any other user opens the database, MS Access
will display the switchboard as shown below.
FINISHING TOUCHES TO THE LOOK OF YOUR SWITCHBOARD
When you have successfully created an active and functional
switchboard, you can now customize it and give some professional touches to the
design. Actually, switchboards are forms and s you can use form design tools to
customize the look.
To Further Customize your Switchboard:
1. Open the switchboard from the Navigation Pane.
2. Switch over to Design
View.
3. Now format and customize the switchboard to your own taste.
DESIGN TIPS:
Use the features in the Controls
group on the Design tab to add
images, text boxes, draw lines, etc.
The tools available on the Arrange tab are especially helpful for arranging controls to give
them a professional look.
Now click Here to get the full MS Access textbook in kindle and paperback format at amazon to study at your own convenience.
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