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Intro

In lesson 202 of my Microsoft Access Intermediate series, we will add a context button to the customer form, show how to pass values between forms, and sort a customer combo box. You will also learn how to create a callback list to keep track of future calls, build a context subform, and experiment with an Auto-Dialer feature. This lesson builds on the foundation from previous classes, so make sure you are familiar with Microsoft Access 101 through 201 before starting.

Transcript

Welcome to Microsoft Access 202 Intermediate Microsoft Access, brought to you by 599CD.com. I am your instructor, Richard Rost.

Let's go over the objectives for today's class. Today, we're going to start out by making a context button on our customer form, like I promised you in the last class. You will be able to open up the customer, click on the button, and see their context.

We're going to learn how to set values across forms. In other words, if you are on the context form, how do you get the customer ID off the customer form? We will teach you how to get values from one form to the next.

We will learn how to sort our customer combo box, the combo box on the context form that may sort the list of customers.

We will make a callback list. We will take our context and turn it into a callback list so we can see who we have to call in the future, and not just who we have called in the past.

We'll have to make a context subform, so we can have a small subform inside of a bigger form.

For fun at the end of class, we will work on the Auto-Dialer feature. Let's see how you can use Access to actually dial the phone for you.

This class follows Microsoft Access 201. We built a lot of the foundation for this class in the previous classes: 101, 102, 103, 104, and 201. It is very important that you follow those classes first so you are not lost going into this one. We are going to move at a pretty good speed today.

We use Microsoft Access XP and Windows XP. Every lesson in this class should be valid regardless of what version of Access you have, as long as you have Access 97 or higher. Some of the stuff will differ in Access 95.

The Auto-Dialer may or may not work in your version of Windows, but if you have Windows 98 or better, the Auto-Dialer should work, but that is a very small part of this class. Everything else should be just fine for you.

We've said this before, but of course, we recommend you sit back, relax, watch the class once through, or at least watch each lesson once through, and then play it again going through the examples on your own.

Do build the database that we build in class; it is the best way to learn. The sample database files should be on your hard drive once you have installed this class, in your Program Files folder under 599CD, Access 202, and then Help. You can also get to these files by clicking on the Help icon in the Amicron Video Player.

Most important note: have fun. Make sure you have fun using Access. Do not use it just for work. Do something at home. Have fun with Access. It is really a great program.

Quiz

Q1. What is the primary objective of creating a context button on the customer form in this class?
A. To add new customers to the database
B. To view the customer's context by clicking the button
C. To delete customers from the form
D. To print customer reports directly from the form

Q2. Which skill will you learn regarding the use of forms in this class?
A. How to print forms in color
B. How to set values across different forms
C. How to change the background color of a form
D. How to lock forms to prevent editing

Q3. What will you learn to do with the customer combo box on the context form?
A. Hide the combo box from users
B. Sort the customer list in the combo box
C. Link it to an external Excel file
D. Change its font to bold

Q4. What is the purpose of creating a callback list in Access as taught in this class?
A. To schedule future calls to customers
B. To store customer addresses only
C. To generate invoices automatically
D. To backup the database

Q5. What feature will you build to allow viewing context details within a larger form?
A. A report wizard
B. A subform
C. A main menu
D. A macro

Q6. What is a fun feature discussed at the end of the class?
A. Auto-emailer
B. Auto-Dialer
C. Auto-backup
D. Auto-formatter

Q7. For full understanding of this class, which prerequisite classes are recommended?
A. Access 101 only
B. Only Access 201
C. Access 101 through 104, and 201
D. No prerequisites required

Q8. What versions of Microsoft Access are mainly referenced in this course?
A. Access 95 and earlier
B. Access XP and Windows XP, but valid for Access 97 or higher
C. Only Access 2019
D. Access Mac version only

Q9. Where can you find the sample database files for this class?
A. In your email inbox
B. On a USB drive provided in the box
C. In Program Files under 599CD, Access 202, and Help
D. On the Access main toolbar

Q10. What is the instructor's most important recommendation for learning Access in this course?
A. Only watch the videos without practicing
B. Focus only on memorizing menu options
C. Have fun using Access, even for personal projects
D. Avoid experimenting with database objects

Answers: 1-B; 2-B; 3-B; 4-A; 5-B; 6-B; 7-C; 8-B; 9-C; 10-C

DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.

Summary

Today's video from Access Learning Zone covers the material in Microsoft Access 202 Intermediate. I'm your instructor, Richard Rost, and in this class we'll take a step further with the database project we have been working on in previous lessons.

Here are the main objectives for today. First, we will create a context button on the customer form. This will allow you to pull up a customer record and, with a single click, view the related context for that customer, as discussed at the end of the last class.

Next, we will cover how to transfer values between different forms. For example, if you are viewing information on the context form, you will learn how to reference and use the customer ID from the customer form. This is a useful technique any time you need to share information between forms in Access.

Then, we will discuss sorting the customer combo box. This is the combo box found on the context form, and you will learn to control the order in which customer names appear to make it easier to find who you need.

We will then build a callback list. Up until now, the context log has only shown those people you have contacted in the past. With this new feature, you will be able to track which calls still need to be made, and see a list of future callbacks.

We will also create a context subform. Subforms are a powerful tool in Access, allowing you to place one form inside of another, displaying related data in a straightforward way right within your main form.

Finally, as a fun extra, we will explore the Auto-Dialer feature. I will show you how to set up Access so that it can actually dial the phone number of a customer for you, directly from the database.

This class builds on what we have accomplished in Microsoft Access 201 and the earlier beginner courses. It is important that you have completed those classes so you are well prepared for the material we will be covering today, as we will be moving at a fairly brisk pace.

The lessons will be demonstrated using Microsoft Access XP and Windows XP. However, almost everything covered in this class should apply to any version of Access from Access 97 onward, with some minor differences if you are using Access 95. The Auto-Dialer feature may not be compatible with all versions of Windows, but if you have Windows 98 or newer, it should work fine. Keep in mind that the Auto-Dialer is a small component of the course, so the rest of the material should work in any compatible environment.

As always, I suggest you first watch each lesson all the way through, then go back and work through the steps yourself. Building the database as I do in the class is the best way to learn everything hands-on. The sample database files should be installed on your computer in the Program Files folder under 599CD, Access 202, and then Help. You can also access these files by using the Help icon in the Amicron Video Player.

Above all, remember to have fun with Access. Don't just use it for work. Try using it for a project at home or something you are interested in, and you'll really get the most out of it. Access is a powerful and flexible tool that can be genuinely enjoyable to use.

You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends.

Topic List

Creating a context button on a customer form
Setting values across forms
Retrieving customer ID from another form
Sorting a customer combo box
Creating a callback list from contact data
Building a contact subform within a main form
Implementing an Auto-Dialer feature in Access