Lessons

Resources

Questions?

Please feel free to post your questions or comments below. If you have questions about a specific lesson, please specify the lesson number and the time index in the lesson where the issue occurs. Thank you!

Subscribe for Updates

If you would like to be notified whenever changes are made to this page, new lessons are posted, or comments are made, click on the subscribe button.

Subscribe to Access 206
Get notifications when this page is updated

Intro

In lesson 206, we will create a task manager in Microsoft Access, including building a task table with related priority and category tables, and developing forms for entering and viewing tasks. You will learn how to set up a continuous task list form, synchronize it with a detail form, and use buttons and macros to automate actions like setting due dates. We will also cover the use of macro names to organize your macros more efficiently. This lesson follows Microsoft Access 205 and is designed to work with all versions of Access.

Transcript

Welcome to Microsoft Access 206 Intermediate Microsoft Access, brought to you by 599CD.com. I am your instructor, Richard Rost.

In today's class, we are going to build a task manager, basically a list of things to do—a to-do list that will allow you to set a priority for any category, specify whether or not it is recurring, mark it completed, and so on.

We are going to build a task table and some supporting tables, like a priority table and a category table. Then we will build a form to enter our task information into.

We will build a task list form, which is a continuous form that shows a concurrent list of all our tasks. Then we will synchronize the two together. I will show you how to click on one of the items in your task list, and it will automatically open up the appropriate task in the task form.

We will learn how to use buttons and macros to set values on forms. For example, we will click on a button to set the due date of the task to tomorrow. We will learn about macro names, where we can have actual subsections of macros that act as little groups. Instead of making 20 million macros, we can make one macro that does a series of tasks, and we can call a particular part of that task by using a macro name.

This class follows Microsoft Access 205. I strongly recommend you take all of the classes previous to this one before starting Access 206.

We are going to be using Microsoft Access XP and Windows XP. However, this lesson is valid for every version of Microsoft Access and Windows.

Sit back and watch the lessons one time through, then go through them on your own following along with the videos.

The sample database files we are going to be using in class can be found in the following folder: Program Files, 599 CD, Access 206 under the Help folder. You can also click on the Help button in the video player. You can also find the files on our website, 599CD.com/access/206.

While you can use these copies of the database files, I strongly recommend you build the database yourself starting with Access 101. You will get the most out of it.

Quiz

Q1. What is the primary project you will build in Access 206?
A. An inventory management system
B. A customer relationship manager
C. A to-do list or task manager
D. An accounting application

Q2. Which feature will you use to assign levels of importance to tasks?
A. Sorting
B. Priority table
C. Calendar control
D. Group filtering

Q3. What type of form will display a continuous list of all tasks?
A. Datasheet form
B. Continuous form
C. Split form
D. Pivot form

Q4. What is the main benefit of synchronizing the task list form with the task entry form?
A. To automatically export data to Excel
B. To allow clicking on a task and opening its details in the task form
C. To merge task data with the priority table
D. To link to Outlook tasks

Q5. What will you use to perform actions like setting a task's due date to tomorrow?
A. Combo boxes
B. Queries only
C. Buttons and macros
D. Importing scripts

Q6. What is a macro name used for in this course?
A. To label each table for documentation
B. To organize multiple steps inside one macro and call specific sections
C. To name modules in VBA code
D. To create filters for reports

Q7. What is recommended before starting Access 206?
A. Downloading new version of Access
B. Viewing only Access 206 lessons
C. Completing prior Access classes, starting with Access 101
D. Installing SQL Server

Q8. The instructions mention Access XP and Windows XP, but what is stated about using other versions?
A. Only Access XP will work for this course
B. The lessons are valid for all versions of Access and Windows
C. Only Windows XP is supported
D. You must upgrade to Windows 11

Q9. Where can you find the sample database files for this class?
A. In the Documents and Settings folder
B. In Program Files, 599 CD, Access 206 under the Help folder or online at 599CD.com access 206
C. In the root of the C drive
D. In the Control Panel

Q10. What is strongly recommended for getting the most benefit from the course?
A. Only use the provided database files
B. Build the database yourself starting from Access 101
C. Skip to the last lesson immediately
D. Watch the videos without practicing

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

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 focuses on building a task manager in Microsoft Access. In this lesson, I will guide you through setting up a to-do list application that allows you to create tasks, assign priorities and categories, set whether a task is recurring, and mark tasks as completed.

We'll start by creating the database tables necessary to store your task information. This includes a main task table and additional tables for task priorities and categories to keep your database organized and efficient. Next, we'll design a form that makes it easy to enter and manage individual tasks.

The class will then cover how to create a continuous form that displays a complete list of your tasks. I will show you how to synchronize this list with your main task form so that selecting an item from the list will open it for detailed viewing and editing.

You'll also learn how to use buttons and macros on your forms to automate certain actions. For instance, I will demonstrate how to add a button that sets a task's due date to tomorrow with a single click. We'll also explore the use of macro names, which let you organize multiple related tasks within one macro instead of creating many separate macros for each individual function. This approach helps keep your codebase manageable by allowing you to call specific sections of a macro when you need them.

Keep in mind that this lesson builds on concepts from Microsoft Access 205, so it's best if you've already completed the previous courses in this series before proceeding with Access 206.

For this class, I'll be using Microsoft Access XP and Windows XP, but the material covered is applicable to all versions of Access and Windows.

I recommend watching the entire lesson once before trying the steps on your own along with the videos. If you want to use the sample database files I reference during class, you can find them in the Program Files folder under 599 CD, Access 206, inside the Help folder. Files are also available on our website.

While you are free to use these sample files, I strongly suggest you create the database yourself, starting with Access 101. This approach will help you learn the most.

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

Building a task manager database in Access
Creating a task table
Creating a priority table
Creating a category table
Designing a form for task entry
Building a continuous task list form
Synchronizing task list and task detail forms
Using form buttons to set field values
Using macros to automate form actions
Creating and using macro names for grouped actions