Access 2016 Instructor’s Manual Page 1 of 10

Shelly Cashman Series Microsoft Office 365 and

Access 2016 Intermediate 1st Edition Pratt
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Microsoft Access 2016

Module Three: Maintaining a Database
A Guide to this Instructor’s Manual:
We have designed this Instructor’s Manual to supplement and enhance your teaching experience through classroom
activities and a cohesive module summary.

This document is organized chronologically, using the same heading in red that you see in the textbook. Under each
heading you will find (in order): Lecture Notes that summarize the section, Teacher Tips, Classroom Activities, and Lab
Activities. Pay special attention to teaching tips, and activities geared towards quizzing your students, enhancing their
critical thinking skills, and encouraging experimentation within the software.

In addition to this Instructor’s Manual, our Instructor’s Resources also contain PowerPoint Presentations, Test Banks,
and other supplements to aid in your teaching experience.

Table of Contents
Objectives

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AC 121: Introduction
AC 121: Project — Maintaining a Database
AC 123: Updating Records
AC 128: Filtering Records
AC 135: Changing the Database Structure
AC 141: Mass Changes
AC 144: Validation Rules
AC 149: Making Additional Changes to the Database
AC 155: Changing the Appearance of a Datasheet
AC 159: Multivalued Fields in Queries
AC 162: Referential Integrity
AC 168: Ordering Records
AC 169: Module Summary
End of Module Material

Objectives
Students will have mastered the material in Module Three when they can:
• Add, change, and delete records • Create and use single-valued lookup fields
• Search for records • Create and use multivalued lookup fields
• Filter records • Add new fields to an existing report
• Update a table design • Format a datasheet
• Use action queries to update records • Specify referential integrity
• Use delete queries to delete records • Use a subdatasheet
• Specify validation rules, default values, and • Sort records
formats

AC 121: Introduction
LECTURE NOTES
• Discuss what it means to maintain the database
o Modifying data to keep it up-to-date
▪ Adding new records
▪ Changing data for existing records
▪ Deleting records
o Mass updates or deletions
o Filtering records
o Changing the appearance of a datasheet
• Explain what restructure the database means
o Adding new fields to a table
o Changing characteristics of existing fields
o Removing existing fields
o Creating validation rules
o Creating referential integrity

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CLASSROOM ACTIVITIES
1. Class Discussion: Ask students what type of maintenance a student database requires (entering grades,
changing addresses, and so on).

2. Critical Thinking: If a database is not maintained or if incorrect data is entered into the database,
serious problems can occur. What problems could occur if a student database is not maintained? What
problems could occur if a database that maintains financial data (such as a credit card database) has
incorrect data?

AC 121: Project — Maintaining a Database

LECTURE NOTES
• Use Figure 3-1 to illustrate the various types of activities involved in maintaining a database such as
the PrattLast Associates database
• Review the general activities that will be performed in this module
o Update records using a form
o Filter records using various filtering options
o Change the structure of a table
o Make mass changes to a table
o Create validation rules
o Change the appearance of a datasheet
o Specify referential integrity
o Order records in a datasheet

TEACHER TIPS
Before students begin the activities in this project, it is a good idea for them to make a backup copy of
the database.

You can use the Lecture Success System for Access in conjunction with the Figures in the Book. To do
this, start Access and open the database from the appropriate folder. Then, start your slide show
containing the figures for the project. You can switch back and forth between the slide show and Access
by using the ALT+TAB keys combination. You can use the Figures in the Book to show the steps students
should follow. If students need additional reinforcement or ask questions about the task, you can switch
to Access to do a live demonstration.

AC 123: Updating Records

LECTURE NOTES
• Explain that a split form allows you to simultaneously view data in a form and in Datasheet view
• Describe how to create a split form using Figures 3-2 through 3-5
• Use Figure 3-6 to illustrate adding records using a form
• Define searching and use Figures 3-7 and 3-8 to illustrate searching for a record
• Use Figure 3-9 to describe how to update the contents of a record
• Using Figures 3-10 and 3-11 to review how to delete a record

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TEACHER TIPS
If students find that while typing data into a field, they are overwriting the existing data instead of
inserting data, it is because they are in Overtype mode rather than Insert mode. Use the INSERT key on
the keyboard to toggle between Overtype mode and Insert mode.

Explain that when you delete the records, they are removed permanently from the database. In some
database management systems, deleting records is a two-stage process. First, records are marked for
removal. The records remain in the table but cannot be updated and will not be retrieved in searches.
Records are removed permanently from the database in a separate step. It is important to back up a
database before adding, changing, or deleting records.

CLASSROOM ACTIVITIES
1. Quick Quiz:
1) In the database environment, what does searching mean? (Answer: Looking for records that
satisfy some criteria)
2) Where do I find the Find button? (Answer: On the HOME tab in the Find group on the ribbon)

2. Critical Thinking: What are the advantages of a split form? Are there any disadvantages?

3. Critical Thinking: When you delete a record, it is permanently removed from the database? How
could you mark a record for deletion, leave it in the table, and then delete it at a later date?

4. Critical Thinking: Suppose you were in charge of making corrections to a database. You receive about
10 corrections per hour during the normal workday. Would searching for the record to be changed be
the most efficient way you could make your changes?

LAB ACTIVITIES
1. Have students use Access Help to find keyboard shortcuts that can be used when editing data.

AC 128: Filtering Records

LECTURE NOTES
• Define filter and discuss the four types of filters available in Microsoft Access
o Filter By Selection
o Common Filters
o Filter By Form
o Advanced Filter/Sort
• Use Figures 3-12 through 3-14 to illustrate using Filter By Selection
• Describe how to toggle a filter using Figure 3-15
• Review the steps to clear a filter
• Define common filter
• Use Figures 3-16 through 3-18 to describe using common filters
• Using Figures 3-19 through 3-21 discuss using Filter By Form
• Describe how to use Advanced Filter/Sort using Figures 3-22 and 3-23
• Review how filters and queries are related

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o Can apply a filter to the results of a query just as you can to a table
o Can save filter settings as a query when you use Advanced Filter/Sort to create the filter
o Can restore filter settings

TEACHER TIPS
Filtering produces a subset of the table. This is useful when you need to update a field in several records
with the same value but do not need an update query.

Make sure students understand the difference between the Toggle Filter button and the Clear All Filters
button. The Toggle Filter button redisplays all records but does not clear any filters that have been
applied. Use Figure 3-15 to point out the word Unfiltered on the status bar. This means the filter is
toggled not cleared.

CLASSROOM ACTIVITIES
1. Class Discussion: Ask students for examples of other filters PrattLast Associates might use.

2. Critical Thinking: Compare the two methods of finding records presented in this module: searching
and filtering. Which do you consider to be more efficient? As a database user, when do you think it
would be best to use filtering rather than searching?

3. Critical Thinking: Why would a database user want to filter query results?

LAB ACTIVITIES
1. Have students use Access Help to find other wildcards that can be used in filters.

2. Have students experiment with common filters for both text and numeric fields.

AC 135: Changing the Database Structure

LECTURE NOTES
• Define structure
• Review the steps to delete a field
• Review the steps to move a field
• Describe how to add a new field using Figure 3-24
• Define lookup field and use Figures 3-25 through 3-29 to illustrate creating a lookup field
• Define multivalued fields and review the abbreviations and descriptions in Table 3-1
• Review the steps to create a multivalued field
• Review the steps to modify single or multivalued lookup fields
• Define calculated field or computed field
• Use Figures 3-30 through 3-33 to describe adding a calculated field
• Review the steps to save changes and close a table

TEACHER TIPS

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One of the major advantages of a database management system is the ease with which new fields can be
added.

Multivalued fields and calculated fields make it much easier for the average user but are not practical if
you want to export data to other databases.

CLASSROOM ACTIVITIES
1. Critical Thinking: What events or situations would cause an organization such as PrattLast Associates
to change a database structure?

2. Critical Thinking: You also can create calculated fields when you query a database. Why would you
want to add a calculated field to a table rather than create the calculated field through a query?

3. Critical Thinking: You cannot move a database containing multivalued fields to SQL Server. How
would you redesign the PrattLast Associates database so you could move the database to SQL Server
without having multivalued fields?

AC 141: Mass Changes

LECTURE NOTES
• Define the four types of action queries: update, delete, append, and make-table
• Describe how to use an update query using Figures 3-34 and 3-35
• Review the steps to use a delete query
• Review the steps to use an append query
• Describe how to use a make-table query

TEACHER TIPS
Students use an append query and a make table query in the Extend Your Knowledge exercise.

If students are unable to run update, delete, or append queries, they did not enable the content. To
correct this problem, close the database and re-open it, making sure to follow step 2 on page AC 142.
Students always should enable the content before doing the database tasks in this text.

CLASSROOM ACTIVITIES
1. Quick Quiz:
1) What type of action query allows you to add the results of a query to an existing table? (Answer:
Append query)
2) What type of action query allows you to add the results of a query to a new table? (Answer:
Make-table query)

2. Critical Thinking: How could PrattLast Associates use an archive table?

AC 144: Validation Rules

LECTURE NOTES

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• Define validation rules and validation text

• Define required field, range of values, and default value
• Review the steps to change a field size
• Use Figure 3-36 to illustrate specifying a required field
• Use Figure 3-37 to illustrate specifying a range
• Describe specifying a default value using Figure 3-38
• Define legal values or allowable values
• Illustrate specifying a collection of legal values using Figure 3-39
• Define format and format symbols and use Figure 3-40 to discuss specifying a format
• Use Figure 3-41 to illustrate saving validation rules, default values, and formats
• Discuss the effects on updating a table that contains validation rules using Figures 3-42 through 3-
46

CLASSROOM ACTIVITIES
1. Class Discussion: Ask students if they have ever been affected by invalid data in a database. If so,
how?

2. Critical Thinking: When a validation rule is violated, Access displays the text in the Validation Text
property box. Why is it important that this text is helpful to the user?

3. Critical Thinking: What other validation rules could PrattLast Associates add to the database?

LAB ACTIVITIES
1. Have students use Access Help to find other wildcards that can be used in validation rules.

2. Have students test the validation rules by copying their database and making intentional errors to the
copied database.

AC 149: Making Additional Changes to the Database

LECTURE NOTES
• Use Figure 3-47 to describe changing the contents of a field
• Use Figures 3-48 and 3-49 to describe using a lookup field
• Illustrate using a multivalued lookup field using Figures 3-50 through 3-53
• Describe how to update a form to reflect changes in the table using Figure 3-54
• Describe how to update a report to reflect changes in the table using Figures 3-55 through 3-57
• Review the steps to print a report

CLASSROOM ACTIVITIES
1. Quick Quiz
1) The lookup and multivalued lookup fields can be used to change the change the contents of the
fields. T/F? (Answer: T)
2) What happens if you close the table without saving the layout changes? (Answer: You would be
asked if you want to save the changes.)

AC 155: Changing the Appearance of a Datasheet

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LECTURE NOTES
• Use Figures 3-58 and 3-59 explain how to include totals in a datasheet
• Use Figure 3-60 to illustrate removing totals from a datasheet
• Use Figures 3-61 and 3-62 to illustrate changing gridlines in a datasheet
• Use Figures 3-63 and 3-64 to illustrate changing the colors and font in a datasheet
• Describe how to use the Datasheet Formatting dialog box using Figure 3-65
• Review the steps to close the datasheet without saving the format changes

CLASSROOM ACTIVITIES
1. Critical Thinking: Study the datasheet in Figure 3-64. Are those colors and fonts easy to read? Who
might have trouble viewing the datasheet with those colors and fonts?

LAB ACTIVITIES
1. Have students use the Internet to research which colors and fonts are best for people with vision
disabilities, such as colorblindness and low vision.

AC 159: Multivalued Fields in Queries

LECTURE NOTES
• Use Figures 3-66 and 3-67 to illustrate the inclusion of multiple values on one row of a query
• Use Figures 3-68 and 3-69 to illustrate the inclusion of multiple values on multiple rows of a query

AC 162: Referential Integrity

LECTURE NOTES
• Define referential integrity and foreign key
• Explain one-to-many relationship
• Use Figures 3-70 through 3-74 to illustrate specifying referential integrity
• Discuss the effect of referential integrity on a database using Figures 3-75 and 3-76
• Describe a subdatasheet using Figures 3-77 and 3-78
o Step 3 includes personalization. Students can replace with city and state for account
manager 35 with their city and state.
• Explain why data inconsistency can occur
o Review the steps to find duplicate records using the Find Duplicates Query Wizard
o Review the steps to find unmatched records using the Find Unmatched Query Wizard

TEACHER TIPS
Spend some time explaining referential integrity concepts to students. These concepts can be related to
the concept of redundancy that was discussed in Module 1. Using more than one table in a database
eliminates redundancy but there needs to be some way to link the tables and prevent errors. Referential
integrity is a key characteristic of the relational data model and all relational database management
systems must have the ability to enforce referential integrity.

Step 3 on page AC 167 includes personalization. You can require students to change the city and state
on account manager 35 to their city and state.

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CLASSROOM ACTIVITIES
1. Assign a Project: Have students research referential integrity and write a report detailing their
findings. The report should include:
(1) What it is?
(2) Why it is important?
(3) What makes supporting it in a relational database difficult?
(4) How did developers solve the problems involved in supporting it?

2. Critical Thinking: The BTW on page AC 165 provides one example of a one-to-one relationship.
Using a Student database, can you suggest other one-to-one relationships?

3. Critical Thinking: One account manager at PrattLast Associates quits and the company hires another
account manager who will be assigned to those customers previously assigned to the account manager.
What steps are needed to update the database? List the steps in the order that they must be done.

AC 168: Ordering Records

LECTURE NOTES
• Use Figures 3-79 and 3-80 to describe how to use the Ascending button to order records
• Review the steps to describe using the Ascending button to order records on multiple fields

CLASSROOM ACTIVITIES
1. Critical Thinking: What are the benefits of sorting a table versus using a query to sort records? Which
method do you feel is more productive? Why?

AC 169: Summary
LECTURE NOTES
• Review the skills learned in this module

End of Module Material

▪ Apply Your Knowledge is an assignment that helps students reinforce their skills and apply the
concepts learned in this module.

▪ Extend Your Knowledge is an assignment that challenges students to extend the skills learned in
this module and to experiment with new skills. Students may need to use Help to complete the
assignment.

▪ Expand Your World is an assignment where students create a solution that uses cloud or web
technologies by learning and investigating on their own from general guidance

▪ In the Lab is a series of assignments that ask students to design and/or format a database using
the guidelines, concepts, and skills presented in this module.

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TEACHER TIPS
Students are asked to save each query, report, and form they create as an object in the database. This
should make it easier to correct assignments electronically.

Remind students that establishing referential integrity is really establishing relationships in the
database.

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