What is the Action list?

What is the Action list?

The Action list is a dropdown menu available in the Action column of the Macro design view in Microsoft Access. It contains a list of predefined macro actions that can be selected to define the behavior of a macro.

Where to Find It To access the Action list:

  1. Open a macro in design view (either by creating a new one or editing an existing one).
  2. In the macro design grid, locate the Action column.
  3. Click the dropdown arrow in a row under the Action column to reveal the list of available actions.

Purpose of the Action List

The Action list is used to:

  • Assign specific tasks or commands to each step in a macro.
  • Automate operations such as opening forms, running queries, setting values, and more.
  • Enable users to build logic without writing code, using a menu of available actions.

Common Actions in the List

Some frequently used macro actions include:

  • Open Form – Opens a specific form.
  • Close Window – Closes a specified form, report, or datasheet.
  • Run SQL – Executes an SQL command such as UPDATE or DELETE.
  • Set Value – Assigns a value to a field, control, or variable.
  • If – Adds conditional logic to the macro.
  • Go To Record – Moves to a particular record in a form or datasheet.
  • Msg Box – Displays a message to the user.

Types of Macros That Use the Action List

  • Standalone Macros: Saved as separate macro objects and can be called from forms, reports, or other macros.
  • Embedded Macros: Attached directly to form/report controls or events (like a button’s One Click event).
  • Data Macros: Attached to table-level events like After Insert or Before Delete.

Notes on Availability

  • Some actions may be disabled if the database is not trusted (opened in a restricted or sandboxed mode).
  • To access all actions, the macro design must allow “Show All Actions,” which reveals potentially unsafe or advanced commands.
  • Conditional actions like If may only be available when logic is enabled in the macro settings.

Why It’s Useful

The Action list helps streamline macro creation by:

  • Allowing automation without writing VBA code.
  • Making common database tasks easier to implement.
  • Providing a visual and accessible way to manage workflow and logic.
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