Business Solutions: MS Access: Controlling the Controls
      By James D. Duncan, CPA   September 2005

      Ever wonder how the grayed-out selections got that way? Ever notice that on entry screens with save buttons or void buttons that they were not available all the time? And I am sure you have noticed that when you clicked on the buttons they performed some task (save, void, clear, etc.) and then went to an unavailable state. These buttons are just a control with a fancy cover on them.
      Let me show you how these buttons work and how you can control them. First open a new form. Choose a command button and put it on the form. Then either duplicate (copy and paste) it 2 more times or put 2 more command buttons on the form. If the wizard is turned on just press the cancel button when Access wants to help you with the command button.

      Next let’s us change the names of the command buttons to cmdButton1, cmdButton2 and cmdButton3. Do this by right-clicking on either of the buttons, selecting the name field on the All tab and keying in cmdButton1 or what ever name you like. I used the prefix cmd so when I see this name I know this is a command button. While you are there change the captions to Enable Command3, Disable Command 3, and Command 3.
      Now, on cmdButton1 open the properties, click on the Event tab, select On Click, select the Event Procedure from the drop down and double click on the 3 ellipses.
This will take you to the VBA code section. Access will create a subroutine called cmdCommand1_Click. Enter the following line of code in the routine.

cmdCommand3.Enabled = False

      Do the same thing for the cmdButton2, except put “true” where we put “false” the first time. Now run the form. Click on the Disable Command 3 button and notice that the button grays out and you cannot click on it. It has been disabled.

      Click on the Enable Command 3 and notice that now the button is available. Nothing to it, when you know how.
      If the Disable Command 3 button were a Save button, it would run code to save a record and then disable itself. Somewhere in your code when you wanted the form to be able to save again you would enter the code that is on the Enable Command 3 button. I am showing you the code; you will have to do the logic. There are a lot of sites that help you and give you sample code. I am thinking of writing an article on just sites I use or have used for help and sample code.
      One more thing, if you save this form, get out and get back in you will notice that Command 3 button is not disabled. Right-click on the button in the design view, select the Data tab, change the Enabled from yes to no. This is how the control is when the form opens. On a save button you would not want it enabled when the form opens. You could set this in the form open subroutine. but this does it and requires no code. However, the advantage to doing it in code is that you can see the code and do not forget where the property for this is hidden. I will give you three guesses why I say that.
      Practice your code. A good place to practice is at a charity of your choice: Your church, your scout troop, or any organization that needs some help. If you do not feel comfortable programming for them, just donate some of your time. Trust me, you will love it.

James is a member of the CCOKC and an expert in Access and Excel. Click here to reach James.