Command Buttons in MS Access

A Command Button allows users to perform an operation without navigating through menus manually. You can place buttons on forms to make a database easier to use.

Example: Student Management Form

Uses of Command Buttons

• Open another form.
• Open a report.
• Close the current form.
• Find a specific record.
• Print a report.
• Run a macro or VBA procedure.

Follow these steps to create a command button:

1. Open your Access database.
2. Open the required form in Design View.
3. Select the Design tab on the ribbon.
4. Make sure Use Control Wizards is enabled if you want guided setup.
5. Select the Button control from the Controls group.
6. Click or drag on the form to place the button.
7. If the Command Button Wizard opens, select the action you want.
8. Choose whether to display text or a picture on the button.
9. Enter a meaningful name for the button if prompted.
10. Finish the wizard and save the form.
11. Open the form in Form View and test the button.

The Command Button Wizard provides several common actions. The available choices depend on the form and Access version.

You can use a command button to open another form. For example, a main menu form can contain a button that opens the student details form.

Example

Suppose your database contains these forms:

• frmMainMenu
• frmStudents
• frmCourses

Using Command Button Wizard

1. Open frmMainMenu in Design View.
2. Add a Command Button.
3. In the wizard, choose the Form Operations category.
4. Select the action to open a form.
5. Choose frmStudents.
6. Choose whether to display all records or matching records, where offered.
7. Set the button text to Open Students.
8. Finish and save the form.

Using a Macro

You can also configure the button's On Click event to run a macro with the OpenForm action. Select the target form and configure any required arguments.

A Close button closes the current form. It is commonly placed on admission forms, data-entry forms, and database navigation menus.

Using Command Button Wizard

1. Open the form in Design View.
2. Add a Command Button.
3. Choose the Form Operations category in the wizard.
4. Select the action to close the form.
5. Choose a text label such as Close Form.
6. Finish and save the form.

Using a Macro

Configure the button's On Click event to run a macro with the CloseWindow action. Select the appropriate object type and object name if required.

Test the button in Form View to make sure it closes the intended form.

A command button can open a report so users can view summaries such as student lists, fee details, or course information.

Example Reports

• rptStudentList
• rptFeeDetails
• rptCourseSummary

Steps

1. Open the form in Design View.
2. Add a Command Button.
3. Choose the Report Operations category in the wizard.
4. Select the action to preview or open a report.
5. Select the required report.
6. Set the button caption to View Report.
7. Finish and save the form.

You can configure a separate button for printing when that action is available in the wizard.

You can customize a command button to make its purpose clear to users.

Important Properties

Steps to Change the Caption

1. Open the form in Design View.
2. Select the command button.
3. Press F4 to open the Property Sheet.
4. Find the Caption property.
5. Enter text such as Save Record or Close Form.
6. Save the form and test the button.

For actions that require custom logic, you can use Visual Basic for Applications (VBA). For example, a command button can open a specific form.

Example: Open the Students Form

Private Sub cmdOpenStudents_Click()

    DoCmd.OpenForm "frmStudents"

End Sub

When the button named cmdOpenStudents is clicked, Access opens the form named frmStudents.

Example: Close the Current Form

Private Sub cmdClose_Click()

    DoCmd.Close acForm, Me.Name

End Sub

This code closes the form containing the button.

Example: Open a Report in Print Preview

Private Sub cmdViewReport_Click()

    DoCmd.OpenReport "rptStudentList", acViewPreview

End Sub

Replace the example form and report names with the actual names of objects in your database.

Create a main menu form for a student management database.

Required Objects

• frmMainMenu
• frmStudents
• frmCourses
• rptStudentList

Tasks

1. Create a command button that opens frmStudents.
2. Create another button that opens frmCourses.
3. Add a button that opens rptStudentList in Print Preview.
4. Add a Close button to close the current form.
5. Change each button's Caption property.
6. Rename the controls using meaningful names.
7. Test every button in Form View.
8. Try implementing one button using VBA.

1. What is a Command Button in MS Access?
2. How do you create a command button?
3. What is the purpose of the Command Button Wizard?
4. How can a button open another form?
5. How can a button close the current form?
6. What is the Caption property?
7. What is the purpose of the On Click event?
8. What does DoCmd.OpenForm do?
9. How can a command button open a report in Print Preview?
10. What should you check if a command button does nothing?