Guide to Using Access Switchboards

Want to create a form to control which features of your Access database are available to users? Create an Access switchboard or series of switchboards to provide access to just the forms, reports and other Access objects users need. Switchboards are simple to create and can be used as your database's main user interface. By creating multiple switchboards, you can create a series of menus for your Access database users.

Preparation

Before you create an Access switchboard, you must create the forms, reports and any other objects you want to include on the switchboard. The switchboard only provides links to existing forms and reports. Switchboards can also run code and macros. You can include multiple forms, reports and actions on a single switchboard. Once you have at least one form or report created, you're ready to create your switchboard. Other items can be added to the switchboard as you develop your database.

Create Switchboard

Open your Access database and go to the "Tools" menu. Select "Database Utilities." In the Database Utilities sub-menu, select "Switchboard Manager." If you do not see this option, press the double arrow button at the bottom of the sub-menu to view all Database Utility options.

Press "New" to create a new switchboard. If you already have a switchboard created, edit it at any time by pressing "Edit." Type a name for your switchboard. This is also the name that will appear on your switchboard. Once created, select your switchboard and press "Edit."

Add Items

Select "New" to add a new item to your Access switchboard. Type a name for your switchboard command in the "Text" box. This is the text that will be listed on your switchboard. Typically, most users use the name or function of the added object as the command name. For instance, if you provide a link to the Add Customers form, name the command, "Add New Customer."

Under the "Command" drop down box, select the type of command for your switchboard item. Eight commands are available and include: Go to Switchboard, Open Form in Add Mode, Open Form in Edit Mode, Open Report, Design Application, Exit Application, Run Code and Run Macro.

After adding the command, select the switchboard, form, report, code or macro you want to open or run. If your command is Design Application or Exit Application, you will not be able to select an object.

Setting Default

Your main switchboard is listed under the "Forms" section in your database window. Other switchboards are listed in the Switchboard Manager under Database Utilities. In order for your main switchboard to appear in the Forms section, you must set it as your default switchboard. This will be switchboard all other switchboards are accessed from as well.

Open the Switchboard Manager. Select your desired Access switchboard. Press "Make Default." Close the Switchboard Manager. Open the Forms section on your database window and open "Switchboard." Ensure the correct switchboard is displayed.

Testing

Test all buttons on your switchboard to ensure the desired object or action works correctly. If you encounter any problems, open the Switchboard Manager to edit, add or delete any commands.

Editing Order and Design

Once the switchboard is created, you can change the appearance of the form itself, such as background, colors, fonts and order of items. To edit the appearance of the switchboard form, open the Forms section in your database window. Select your switchboard and choose "Design." Select each item you want to change, right click the item and press "Properties." From this menu, you can completely customize the appearance of each individual item.

Right click the small square in the top left corner of the switchboard form and select properties to change properties of the entire form, such as adding events when the switchboard is opened or closed.

Under the "Tables" section of your database window, you'll see a new table entitled "Switchboard Items." Open the table. Five columns are listed including: SwitchboardID, ItemNumber, ItemText, Command and Argument.

The SwitchboardID is the ID associated with your switchboard. The first switchboard you create is 1. The ItemNumber is the order in which items appear on each switchboard. To change the order, change the number beside each ItemText item. The first item is always 1. ItemNumber 0 is for the text at the top of your switchboard.

Show on Start

Show your switchboard when your Access database starts by opening the "Tools" menu and selecting "Startup." Under "Display Form/Page," choose the name of your switchboard. Press "OK" to save your changes.