There are many different types and uses for macros, from sophisticated macros that handle most of the work to quick little macros that you use on the fly. There will be times when you want to use something that is well thought out, particularly if you plan to share the macro with others. Other times you will want to simplify a one-time project by automating repetitious actions.

The types of macros you can use are nearly as numerous as the types of databases you can create.


You can make them just for your own personal use, or you can design them for use by everyone in the company to make it easier to complete forms and make data more consistent. Macros can even validate data so that you won’t have to worry as much about duplicate records and human error.

Primary Types

Before looking at macros and how they are used on the different Access objects, you should know the types and their functions.

• Navigating between forms and records can be a painful task, especially when you factor in human error. A navigation macro works between the form and record, going to a specific part of either so that you can make a change.
• Setting the values can be problematic as people mistype information, aren’t always certain what fields are required, or other basic data entry problems. Creating a macro that will work with the user entry form so that the macro sets the value for the field, record, control, or property. This streamlines data entry while making it more accurate.
• Data validation is essential for any database, regardless of the database’s purpose. Data validation macros require that users enter data into a control, or the macro can prompt the user for more information.

• Finding records is one of the most basic functions of a database, but as it gets bigger this becomes more challenging. A macro can find, filter, and print records through the use of a dialog box that initiates the find through user specifications.

There are varying degrees of complexity for each of these depending on how much you want to control about the process. For example, a macro that sets values can make it so that users automatically initiate it when they open a particular form or table, making it so that data has to be entered through a controlled process. Alternatively, the macro can be incredibly simple, like most find macros, so that it is a simple process of entering the information that you want found and having it returned (a one step process).

Regardless of the macro’s complexity, the coding behind it uses the same types of information. So it is best to start with a simple one-step process to see how the macro will work before moving on to something complex, such as a multi-step process that uses loops and repetitive steps.

Standalone, Group, and Embedded Macros

These are single macros that are fun by themselves. You can add multiple actions to a standalone macro.

Macro groups include several different macros with different but related functions. Typically, groups are made of standalone macros, giving you a way to combine them without having to create one long macro. This makes running a macro more manageable. You do have to know what the name of each macro is before you can add it to the group. You also need to assign a name for the group.

Embedded macros are similar to standalone macros in that each one can function on its own. However, embedded macros are stored within the event properties of the object where they run, such as the control, form, or report. If you check the Navigation Pane, you will not find the embedded macros. This helps users better manage the database because there are fewer objects to track since the macro is treated as a part of the object

Regardless of the type of macro, you should add comments to them so that you know what each macro does. Comments provide details about the code that let you know what each part of the macro does. This is standard practice for all types of coding, so it is a good habit to develop now before you dive into the actual VBA code.

Popular Uses of Macros

The thing about macros is that you can create them to do whatever you want. Usually it helps to know a bit about how others use them to determine how you could use them. The following are some very common uses that you should consider as a starting point for working with macros. As you implement macros, you will be able to discover ways of modifying them to do more or group them together so that you can make data entry mostly automated.

Message Boxes

Message boxes are both popular and powerful because they control how users interact with the database, reducing the number of mistakes that are likely to be made. They display alerts and warnings whenever the information provided does not meet the requirements of the field specifications. For example, you can create a macro that displays a message box when someone enters a number for a name value. You can also add a beeping noise so that users are less likely to ignore the messages.

Validating Data

Like message boxes, this one is extremely powerful because it sets rules that control the data entered for a form or record. It can also be applied to the table design, so that improper information is not stored. These can be grouped with message boxes so that when data entered does not meet the validation requirements, a message displays so the user fixes the problem before moving forward.

Record Filtering

This one helps you control the number of records that are printed. Unlike the previous two macros, this one is relatively straightforward. All you need to do is add the Where Condition to the report that you have open at the time. This not only embeds the macro, you can quickly and easily change it when needed.

Working with Values and Properties

These macros have a wide range of uses, from setting the value of a field or control to establishing the property of an object. It is one of the options in the drop-down list when you add an action.

Working with Controls

Controls are a little more complex than values and properties, but you can still create macros to work with both the control values and properties. These are the most complex, popular macro types as they directly control what information users can add. As you learn more about these macros, you will be able to work with calculations as well. When you use a control macro for the properties, you can have certain user responses disable or enable other fields. For example, if a user enters information for a billing address and checks a box indicating that the physical address is the same, the controls to enter information for the physical address can be disabled. This also reduces duplicate entries.

Macros can easily become something that you rely on to make data entry faster, more efficient, and with fewer human errors.