Microsoft Access Switchboard Tutorial

The Microsoft Access switchboard is a form that provides a portal for users to access necessary forms, reports and other features of your database from one location. A database can have multiple switchboards, but most have at least one. In addition to the form, a switchboard can also be managed from a corresponding table created during your first switchboard creation. Switchboards are essential for a user-friendly database.

Switchboard Creation

Create a switchboard to provide access to only the forms and reports your users need to access. Open an existing database and go to "Tools." Open "Database Utilities" and click on "Switchboard Manager." This allows you to create new switchboards and manage existing switchboards. Click "New" to create a new switchboard. Choose a name. Your name should reflect the purpose of the switchboard.

Adding Items

Add items to your switchboard by pressing "Edit" while in the switchboard manager. Please note that you can add only existing items to a switchboard. Click "New" to choose an item to add to your switchboard. Select a name for the item, the associated command or action and which switchboard to add it to. Examples of commands include opening a form in edit mode, opening a form in add mode, opening a report, running a macro and going to another switchboard.

Alternately, go to "Tables" in the database window. You will need to exit the switchboard manager. Open the table called "Switchboard Items." This may be different if you've manually renamed the table. Enter the information for each item you wish to add to your switchboard on a new row. Changing the item number will change the order in which items appear on the switchboard.

Modifying Design

Change the size and spacing of items along with your background to create a more personalized switchboard. Exit the switchboard manager. Go to "Forms," highlight your switchboard and click "Design." Click any object to drag it to a new location. Right-click any item to change its properties, such as color, text size and font. Right-click the small square in the top-left corner of the form to access the form's properties. This allows you to add a background image, change borders, add scroll bars and choose whether others can edit the switchboard.

Switchboard Start-Up

Run your switchboard when your database starts. This will prevent unauthorized users from accessing anything other than the switchboard and the switchboard items. Go to "Tools" and click "Startup." This screen deals with all aspects of your database start-up. Under "Display Form/Page," select your switchboard's name. If you don't want users accessing the database window, uncheck the box stating "Display Database Window." Press "OK" to save your changes. Close your database and reopen it to ensure your switchboard appears as your database starts.

References

• Microsoft Office Online--Switchboards