access 2003 vba programmer’s reference

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Access 2003 VBA
Programmer’s Reference
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Access 2003 VBA
Programmer’s Reference
Patricia Cardoza
Teresa Hennig
Graham Seach
Armen Stein
Wiley Publishing, Inc.
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Access 2003 VBA Programmer’s Reference
Published by
Wiley Publishing, Inc.
10475 Crosspoint Boulevard
Indianapolis, IN 46256
www.wiley.com
Copyright
c
 2004 by Patricia Cardoza, Teresa Hennig, Armen Stein, Graham Seach. All rights reserved.

Published by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
eISBN: 0-7645-7166-4
Manufactured in the United States of America
10987654321
No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form
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To my husband Rob, together we can climb mountains. To my parents, who’ve given
me the foundation to succeed in life; I love you.
—Patricia
To my family, for their unwavering love and encouragement. To the PNWADG,
for the privilege of leading such a great group of developers.
—Teresa
I dedicate this book (or at least my chapters) to my beautiful wife Julie-Anne, for
carrying the world on her shoulders so I could work uninterrupted, and for her
unfailing support, encouragement, and sacrifice, despite illness and personal
hardship. And to my children, Madeleine and Eli, who tried to understand why
Daddy couldn’t spend so much time with them. I am indeed a lucky man.

—Graham
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Credits
Authors Editorial Manager
Patricia Cardoza Kathryn Malm
Teresa Hennig
Armen Stein
Vice President & Executive Group Publisher
Graham Seach
Richard Swadley
Executive Acquisitions Editor Vice President and Executive Publisher
Robert Elliott Robert Ipsen
Development Editor Vice President and Publisher
Eileen Bien Calabro Joseph B. Wikert
Production Editor Executive Editorial Director
Angela Smith Mary Bednarek
Copy Editor Proofreading and Indexing
TechBooks TECHBOOKS Production Services
Senior Production Manager
Fred Bernardi
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About the Authors
Authors
Patricia Cardoza is an Exchange and Outlook Applications developer, writer, and Microsoft Outlook MVP.
Patricia currently serves as Exchange Administrator and lead developer for Pacific Southwest Container,
a large manufacturing company. She has authored two other books, Special Edition Using Microsoft Office
Outlook 2003 and Absolute Beginner’s Guide to Microsoft OneNote 2003. She has also written numerous
articles about Outlook, Exchange, and wireless devices for a variety of journals including .NET Magazine
and Tech Republic. In her spare time, she loves to cook, read, watch movies with her husband, and spoil
her three cats.
Teresa Hennig is the owner of Eade.com, which specializes in developing cost-effective Access
applications. Her energy and enthusiasm are complemented by her ability to quickly grasp a situation
and provide a solution. Her biggest rewards are being a partner with her clients and sharing their joy in
their successes. Her site, www.DatabaseAnswerSite.com, is recognized as a resource for learning about
relational databases by several universities and technical support organizations.
An avid Access aficionado, Teresa is the president of the two leading Access user groups in the US
northwest: the Pacific Northwest Access Developers Group (PNWADG) and the Access Special Interest
Group. She is also dedicated to helping the Spinal Cord Society raise money to find a cure for spinal cord
injuries. And, she wishes that she had more time to enjoy dancing.
Graham Seach is Chief Development Officer for a Sydney-based database development company, Pacific
Database (www.pacificdb.com.au). He has been developing applications in Access since version 1.0, has
participated in the Microsoft Office 2003 beta program, and has presented at several Microsoft events,
notably the Microsoft Office 2003 System launch in Sydney and Melbourne in 2003.
Graham holds an MCP in Access Development, master-level Brainbench certification in Access, and is
recognized by Microsoft as an MVP (most valuable professional). He has received this award three times.
He regularly provides worldwide Access developer support for Microsoft via the Microsoft newsgroups,
and has been published in MSDN Magazine. Graham’s technical focus is now on Access and the SQL
Server integration, having provided many business solutions to a wide range of government, military,
and private organizations.
Armen Stein is the owner and founder of J Street Technology, Inc., a team of database application

developers in Redmond, Washington. He is President Emeritus of the Pacific Northwest Access
Developers Group, and has contributed to Access/Office/VB Advisor magazine and Smart Access.Hehas
taught database classes at Bellevue Community College and Seattle Central Community College and also
developed and taught his own 1-day training class called Access Development the J Street Way. Armen
earned a business administration/computer science degree from Western Washington University, and
has been developing computer applications since 1984. His other interests include activities with his
family, backgammon, cheering on the Mariners, and driving his 1969 Ford Bronco in the sun.
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Contributors
Steve Clark is a Microsoft Access MVP, an MCP, and a Project Manager and Developer for the FMS
Professional Solutions Group (www.fmsinc.com/consulting). As a developer, he specializes in database
development and has produced Access, VB(.NET), and ASP(.NET) applications for clients from all
elements of business, both nationally and internationally. He earned a bachelor’s degree in computer
science from the University of Cincinnati in 1994 and has been with FMS since 1998 and an Access MVP
since 2001. When he’s not managing or developing, he enjoys participating in all forms of motorcycle
racing.
Brian M. Sockey is founder and president of Farsight Solutions, Inc. (DBA TeleVantage NorthWest), a
Microsoft Business Solutions partner, and value-added reseller of Artisoft TeleVantage software-based
business telephone systems. Before starting TeleVantage NorthWest, Brian worked in the Developer
Support group at Microsoft, where he specialized in client/server development issues involving
Microsoft Access and SQL Server. Brian enjoys the great outdoors, theater, and good food (almost
everything except blue cheese).
Randall J. Weers, the founder and president of Procia, Inc., specializes in process and data management
applications utilizing the Microsoft Office suite. His primary focus is to help people manage business
processes and business rules through the appropriate application of process improvement and
automation. Randall’s experience includes everything from business process analysis to technical and
training manual writing. Randall makes his home in Seattle, Washington, where he is the facilitator for IT
WorkGroups, a Puget Sound-based alliance of senior-level independent information technology

professionals.
Sam Radakovitz joined Microsoft in 1998 and was a member of the Access team for Access 2000, 2002, and
2003. A lot of his efforts were focused on wizards and security features. For Access 2003, Sam was
thoroughly engaged in the new macro security. This made it a perfect fit for him to review this book’s
security chapters, especially the one on macro security. When creating Access applications, Sam enjoys
going outside the box and adding a bit of creativity. So, being invited to provide applications that could
demonstrate some of Access’s new features seemed like an awesome opportunity to share his ideas with
other developers.
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Acknowledgments
We’d like to thank all the folks at Wiley who made this book possible. Bob Elliott worked with
Patricia and Teresa to build the amazing team of authors present on this book as well as to get all
the mounds of paperwork straight. Eileen Bien Calabro showed incredible patience formatting,
organizing, and editing our chapters. She reassured us that we could get all this done and done
well, in a remarkably short time, as long as we focused. Our technical editor, Michael Stowe,
tirelessly checked all of our facts and gently steered us back on course when needed. Techbooks
International Pvt. Ltd. worked incredibly hard to format all the pages and work with all of the
figures in this book. Thanks everyone!
—The Group
Thanks to all who had to put up with me when I had to meet deadlines. My husband, Rob,
endured many nights of takeout and several weekends when I was glued to my computer. My
parents, Joe and Sally, have supported me in everything I do and I thank God for them every day.
I would not be where I am today in my career if it were not for the Microsoft Most Valuable
Professional (MVP) program. I am honored to be included in that esteemed group of
professionals.
Lastly, I’d like to thank Teresa Hennig. She handled the majority of the scheduling of chapters
and helped me keep all of the information for this book organized. Coordinating four authors
and several contributors takes patience and dedication. Thanks Teresa for all your hard work.
—Patricia

First, I’d like to thank Paul Eade for being such an incredible resource and wealth of knowledge.
You are an amazing friend, and I cherish the opportunities to laugh and just be silly.
I can’t say enough about the Microsoft Access Team, including Rita Nikas. Their passion and
dedication has made Access an incredibly powerful program. A special note of appreciation to
Bill Ramos, Tim Getsch, and Sanjay Jacob for investing so much of themselves into finding out
what developers want, for making the ADE so awesome, and for being so responsive to all of our
requests! I also want to thank Michael Kaplan for sharing his opinions and encouragement and
for doing so much for the Access groups.
To everyone I’ve met through this book . . . thank you for an amazing opportunity to enjoy a new
challenge and to help Access developers! Very special thanks go to Patricia Cardoza, who seems
like Wonder Woman—balancing a career and family while writing multiple books. She not only
wrote several elements, but also reviewed every chapter and helped us all in countless ways.
And thanks to Randy Weers, who offered help when I needed it. Yes, work should be fun! And
last thanks go to all the Mikes and Michaels. I can’t imagine a world without Michaels!
—Teresa
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Acknowledgments
Needless to say, I want to first thank my wife and children for their support, encouragement, and
understanding throughout a very difficult and demanding time.
I want to thank Rita Nikas, my Microsoft MVP Lead, who first made me aware of the book, and
whose resolute determination to solve problems and to source much needed information will
always be appreciated.
I also want to thank Mike Gunderloy, who, despite the fact that we had never met, kindly sent
pages from his own book, to help me with mine; a gesture I will never forget.
Finally, I would like to express my thanks to Professor Roger Box of Charles Sturt University,
who gave me a 2-week extension on my final assignment, so I could make a book deadline.
—Graham
I would like to acknowledge the encouragement and support from my wife, Lori, and kids,
Lauren and Jonathan.

—Armen
I’m glad that I could help Randy and Teresa. It is cool to feature some of my work on the book’s
Web site. I want to thank my girlfriend Denice and my parents for putting up with my long
hours of work and extra work! Without everyone’s support and understanding my daily life
would be much more difficult!
—Steve
My thanks to Teresa Hennig for giving me the opportunity to contribute to this book and for
cracking the whip when I was struggling to keep moving forward. My deep appreciation to Sam
Radakovitz for the invaluable insight into the new security features of Access. Thanks also to the
members in IT Workgroups who helped me deliver a better picture for the Access Security
model. And most of all, in loving memory of my wife Lisa, I dedicate my efforts on this book.
—Randall
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Contents
About the Authors vii
Acknowledgments ix
Foreword xxiii
Introduction
1
Chapter 1: Introduction to Microsoft Access 7
Why Use Microsoft Access? 7
Is Access the Only Database I’ll Ever Need? 8
Microsoft Access 8
MSDE 8
SQL Server 9
Automating Microsoft Access Without VBA Code 10
The Database Wizard 10
Creating a Switchboard for Your Database 13

Begin at the Beginning 14
Create a Switchboard through the Switchboard Manager 19
Add and Configure Controls Using Wizards 20
Building Automation into Your Project 21
Using Expression Builder 22
Using the Macro Builder 23
Using the Code Builder 24
Summary 25
Chapter 2: Access, VBA, and Macros 27
VBA within Access 27
Writing Code within Modules 27
VBA versus Macros in Access 29
Macros in Access 2003 30
Advantages to Using VBA over Macros 34
Summary 35
Chapter 3: New Features in Access 2003 (and 2002) 37
Easy Upgrading 37
Database Structure and Management Tools for Developers 38
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Find Object Dependencies 38
Form/Report Error Checking 40
Propagate Field Properties 42
Customize SQL Font 43
Get Context-Sensitive SQL Help 44
Backup Database/Project 46
Sorting Option on Lookup Wizard 47
Copy and Paste Linked Table as Local Table 47
Notable Mention 49

New Wizards and Builders and Managers 51
A Wizard for Every Occasion 52
Available Builders 52
Managers 53
Changes to Jet 53
Service Pack 8 53
Security and Related Features 54
What Is Macro Security? And Why Are We Talking about Macros? 54
Digital Signatures 56
Expression Sandbox 58
End-User Enhancements 59
Pivot Charts 59
Windows XP Theming 59
Templates 60
Smart Tags 61
AutoCorrect Options Buttons 62
Better Accessibility 62
XML and Access 62
Relating XML to HTML 63
The Advantages of XML 64
Using Access 2003 with SharePoint Services 66
Export Information to a SharePoint Server 66
Import Information From a SharePoint Server 67
Access Developer Extensions 68
The Property Scanner 69
The Custom Startup Wizard 69
The Package Wizard 71
Summary 72
Chapter 4: VBA Basics 73
VBA Objects 73

Objects 73
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Methods 74
Events 74
Variables and VBA Syntax 75
Variables 75
Other VBA Structures 89
Comments 89
Line Continuation 91
Constants 93
Enums 94
Summary 95
Chapter 5: Using the VBA Editor 97
Anatomy of the VBA Editor 97
Your Access Database and VBA Project—Better Together 99
Using the Object Browser 99
Testing and Debugging VBA Code 102
Summary 112
Chapter 6: Using DAO to Access Data 113
Direct Access Objects 113
Why Use DAO? 114
Referring to DAO Objects 116
Default Collection Items 117
The DBEngine Object 118
The Workspaces Collection 118
The Errors Collection 122
The Databases Collection 123

The Connections Collection 128
DAO Object Properties 129
DAO Property Types 129
Creating Schema Objects with DAO 134
Managing Jet Security with DAO 142
Creating Security Objects 143
Managing Users and Groups 143
Managing Passwords 148
Managing Permissions 148
Data Access with DAO 152
Working with QueryDefs 153
Working with Recordsets 157
Filtering and Ordering Recordsets 159
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Navigating Recordsets 162
Bookmarks and Recordset Clones 166
Finding Records 169
Working with Recordsets 171
Summary 175
Chapter 7: Using ADO to Access Data 177
Ambiguous References 178
Referring to ADO Objects 179
Default Collection Items 179
Connecting to a Data Source 179
Specifying a Cursor Location 180
Rolling Your Own Connection String 181
Creating and Using a Data Link 182

Data Access with ADO 185
The ADO Object Model 185
Executing Action Queries 186
Creating ADO Recordsets 190
Creating a Standard Recordset 190
Creating a Recordset from a Command Object 190
Opening a Shaped Recordset 191
Verifying the Options That a Recordset Supports 194
Referring to Recordset Columns 195
Filtering and Ordering Recordsets 196
Navigating Recordsets 196
Finding Records 197
Editing Data with Recordsets 200
Persistent Recordsets 201
Creating Schema Recordsets 206
Using ADO Events 209
Testing the State Property 210
Creating Schema Objects with ADOX 211
The ADOX Object Model 211
Working with Queries (Views) 212
Creating Tables and Columns 213
Creating Indexes 215
Creating Relations 217
Managing Jet Security with ADO 218
Creating Groups and Users 218
Managing Permissions 219
Summary 220
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Contents
Chapter 8: Executing VBA 223
When Events Fire 224
Common Form Events 224
Common Control Events 225
Common Report Events 225
Asynchronous Execution 226
VBA Procedures 227
Function or Sub? 227
Public or Private? 228
Coupling and Cohesion 229
Error Handling 231
Class Modules 231
Using Variables 234
Using Appropriate Data Types and Sizes 234
Using Global Variables 235
Evaluating Expressions in VBA 235
If Then 235
Checking for Nulls 236
Nulls and Empty Strings 236
Select Case 237
Using Recordsets 237
Opening Recordsets 238
Looping Through Recordsets 238
Adding Records 239
Finding Records 239
Updating Records 240
Using Multiple Recordsets 240
Cleaning Up 244
Using VBA in Forms and Reports 244

All About “Me” 245
Referring to Controls 245
Referring to Subforms and Subreports 246
Sizing Reports 247
Closing Forms 247
Debugging VBA 248
Responding to Errors 248
Investigating Variables 250
When Hovering Isn’t Enough—Using the Immediate Window 251
Setting Breakpoints 252
Setting Watch Values 253
Stopping Runaway Code 255
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Stepping Through Your Code 255
Common VBA Techniques 256
Date Handling 258
Handling Rounding Issues 260
String Concatenation Techniques 262
Summary 263
Chapter 9: VBA Error Handling 265
Why Use Error Handling? 265
Two Kinds of Errors: Unexpected and Expected 266
Handling Unexpected Errors 266
Absorbing Expected Errors 267
Basic Error Handling 267
Basic Error Handling with a Twist 269
Example of the Extra Resume 270

Cleaning Up After an Error 274
More on Absorbing an Expected Error: Example 275
Error Handling with Logging 278
Error Handling That Sends E-mail 279
Summary 279
Chapter 10: Using VBA to Enhance Forms 281
Concept Review 282
Properties 283
Event Properties 283
Associating Code to an Event Property 284
You Talking to Me? 286
Event Property and Procedure Examples 287
Form_Open(): Passing the OpenArgs Parameter 287
OnTimer(): Performing an Action on an Interval 288
OnClick(): Open a Form Based on Value on Current Form 289
OnCurrent(): Opening Existing Records as “Read-Only” 290
BeforeUpdate(): Performing Data Validation 291
AfterUpdate(): Synchronizing Two Combo Boxes 292
OnChange(): Late Bind a Subform on a Tab Control 293
NotInList(): Adding a Value to a Combo Box at Runtime 297
On Close(): Save a Setting to the Registry 300
Creating Forms and Controls with VBA 303
Managing Multiple Form Instances 306
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When Not to Use VBA 310
Syncronized Subforms 310
Displaying Data in a Treeview Control 311

Summary 318
Chapter 11: Enhancing Reports with VBA 319
Event Properties 319
Associating Code to an Event Property 320
You Talking to Me? 322
Event Property and Procedure Examples 323
Report_Open(): Execute a Query Before Report Displays 323
Report_NoData(): What to do When There is No Data to Display 324
Section _Format(): Dynamically Display Page Numbers 326
Section_Print(): Conditional Formatting of a Text Box 327
Compute a Running Balance 328
Running Sum Property 330
The Report Design 331
VBA Code Behind Report 332
When Not to Use VBA 334
Summary 337
Chapter 12: Creating Classes in VBA 339
A Touch of Class 340
Why Use Classes? 342
Creating a Class Module 343
Adding a Class Module to the Project 343
A Brief Word on Naming the Class 344
Instantiating Class Objects 344
Creating Class Methods 345
Creating Property Procedures 348
Naming Objects 354
What Does the Object Do? 354
Verbs, Nouns, and Adjectives 355
Using Class Events 356
Handling Errors in Classes 361

Forms as Objects 365
Variable Scope and Lifetime 370
The Me Property 373
Creating and Using Collection Classes 374
The Three Pillars 384
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Inheriting Interfaces 387
Instancing 391
Summary 391
Chapter 13: Extending VBA with APIs 393
Introducing the Win32 API 393
Why Do You Need the API? 395
Introducing DLLs 397
Static Linking 397
Dynamic Linking 398
Linking Libraries in Access 2003 398
Referencing a Library 398
Declaring APIs 401
Understanding C Parameters 404
Signed and Unsigned Integers 405
8-Bit Numeric Parameters 405
16-Bit Numeric Parameters 406
32-Bit Numeric Parameters 406
Currency Parameters 407
Floating-Point Parameters 407
Boolean Parameters 407
Handle Parameters 408

Object Parameters 409
String Parameters 409
Variant Parameters 410
Pointers to Numeric Values 411
Pointers to C Structures 411
Pointers to Arrays 411
Pointers to Functions 412
The Any Datatype 413
Err.LastDLLError 413
Distributing Applications That Reference Type Libraries and Custom DLLs 414
Summary 414
Chapter 14: SQL and VBA 415
Working with SQL Strings in VBA 415
Building SQL Strings with Quotes 416
Using Single Quotes Instead of Double Quotes 417
Concatenating Long SQL Strings 418
Using SQL When Opening Forms and Reports 419
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Using SQL to Enhance Forms 420
Sorting on Columns 420
Selections on Index Forms 422
Cascading Combo Boxes 429
Using SQL for Report Selection Criteria 431
Altering the SQL Inside Queries 436
The ReplaceOrderByClause and ReplaceWhereClause Functions 437
Summary 443
Chapter 15: Wor king with Office Applications 445

Sharing Information Is a Two-Way Street 445
Access and Outlook—Sharing Data with Others 446
Working with Outlook’s Security Features 450
Creating Other Types of Outlook Items from Access 451
Sending Information from Access to Excel 452
Provide Management with Flexible Data Access 452
Exchanging Information with Microsoft Word 460
The Easy Way—Use Access VBA to Start Your Merge 461
The Hard Way—Using VBA to Set Up Your Merge Document 462
Non-Mail Merge Operations—Sending Access Data to Word 463
An Advanced Example—Creating a Graph in Access
and Inserting It into PowerPoint 464
Using the Access Object Model to Pull Data from Access
to Other Applications 467
Summary 470
Chapter 16: Database Security 471
Access Security Model Overview 471
Shared-Level Security 474
Shared-Level Secured Back-End Databases 474
Setting Up Shared-Level Security Using the Access Interface 475
Encoding a Database 480
Creating an Encoded Database 481
Decoding an Encoded Database 481
Secure VBA Code 481
Securing Modules by Securing the Project 481
Compiling to Make an MDE File 484
User-Level Security 487
Main Components of User-Level Security 488
Methods to Create User-Level Security 492
Summary 529

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Chapter 17: Understanding Client/Server Development with VBA 531
ADP Versus MDB: Choosing the Right Client Format 532
What Is an MDB File? 532
What Is an ADP? 543
Which Format Is Right for You? 550
Controlling the Logon Process 552
Using Linked Tables with MDB Files 552
Using Access Projects 555
Binding Recordsets to Objects 558
Binding to a Form, Combo Box, or List Box 558
Binding to a Report 558
Using Persisted Recordsets 562
Using Unbound Forms 564
Why Use Unbound Forms? 564
Summary 572
Chapter 18: Wor king with the Win32 Registry 573
About the Registry 574
What the Registry Does 574
What the Registry Controls 575
Accessing the Registry 576
Registry Organization 576
Using the Built-In VBA Registry Functions 581
SaveSetting 582
GetSetting 583
GetAllSettings 583
DeleteSetting 584

Typical Uses for the Built-In VBA Registry Functions 585
Using the Win32 Registry APIs 588
Putting It All together 588
Summary 598
Chapter 19: Using the ADE Tools 599
Redistributable Access Runtime 600
Property Scanner 601
Property Scanner Search Specification 601
Search Results 603
Custom Startup Wizard 603
Step 1: Identify the Template 605
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Contents
Step 2: Describe the Database and Set Startup Options 605
Step 3: Define the Startup Options in the Database 607
Step 4: Save the Template/Create a Batch File 609
Package Wizard 610
Step 1: Identify the Template 610
Step 2: Define the Package to Create 611
Step 3: Define the Application Startup Options 613
Step 4: Add Files and Registry Keys 615
Step 5: The Installer’s Experience 615
Step 6: Set Installer Package Properties 618
Step 7: Save the Template/Create a Batch File 619
Step 8: (Optional) Modify Your Install Package (MSI) 620
Summary 624
Chapter 20: Macro Security 627
Macro Security 628

What Is Macro Security? 628
Why Have Macro Security? 628
Security Checks Done before Opening a Database 629
Digital Signatures and Certificates 634
Types of Digital Signatures 635
Using Self-Certification 636
Microsoft Jet Expression Services and Sandboxes 643
More about Errors and How to Fix Them 644
Sandbox Mode Limitations 646
Workarounds 646
Summary 647
Apendix A: Upgrading to Access 2003 651
Apendix B: References for Projects 667
Apendix C: DAO Object Method and Property Descriptions 679
Apendix D: ADO Object Model Reference 715
Apendix E: The Access Object Model 731
Apendix F: Windows API Reference Information 803
Apendix G: Naming Conventions 809
Apendix H: Reserved Words and Special Characters 833
Apendix I: Tips and Tricks 847
Apendix J: ADO Object Argument Information 887
Apendix K: Access Wizards, Builders, and Managers 903
Apendix L: Windows Registry Information 909
Index 933
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