Access 2016 Instructor’s Manual Page 1 of 8

Illustrated Course Guide Microsoft Office

365 and Access 2016 Introductory 1st
Edition Friedrichsen 1305878469
9781305878464
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Access Module: Getting Started with Access 2016

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 blue 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.

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

© 2017 Cengage Learning®. All rights reserved. May not be scanned, copied or duplicated, in whole or in part, except for use as permitted in a
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 Access 2016 Instructor’s Manual Page 2 of 8

Table of Contents
Module Objectives 2
Access 2: Understand Relational Databases 2
Access 4: Explore a Database 3
Access 6: Create a Database 4
Access 8: Create a Table 5
Access 10: Create Primary Keys 6
Access 12: Relate Two Tables 7
Access 14: Enter Data 7
Access 16: Edit Data 9
End of Module Material 10

Module Objectives
Students will have mastered the material in Access Module 1 when they can:
⚫ Understand relational databases
⚫ Explore a database
⚫ Create a database
⚫ Create a table
⚫ Create primary keys
⚫ Relate two tables
⚫ Enter data
⚫ Edit data

Access 2: Understand Relational Databases

LEARNING OUTCOMES:
• Describe relational database concepts
• Explain when to use a database

LECTURE NOTES
• Start with a program related to data entry that students already understand, such as an Excel
spreadsheet.
• Show students the problems with duplicate data entry.
• Explain that the structure of the tables in a relational database does not limit how the data will be
organized and reported.
• Impress upon the students that there must be one common field between two tables in order to
relate them in a one-to-many relationships. The common field will be the primary key field (a
unique value) in the table on the “one” side of the relationship.

TEACHER TIP

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 Access 2016 Instructor’s Manual Page 3 of 8

Most students have very little experience with a true database management system. In a typical file
management system, each department within an organization has its own set of files, often designed
specifically for particular applications. In a database management system, many programs and users
share the data in a database. With file management software, data only can be retrieved from one file.
With a DBMS, data can be retrieved by joining tables that have a common field.

CLASSROOM ACTIVITIES
1. Class Discussion: Ask students if they have ever used the database feature of Excel or other DBMS
packages, such as SQL Server or Oracle. Have students make a list of all the places they can think of
where data about them is stored.

2. Quick Quiz:
1. What are the clues that indicate that Access should be considered when managing a list of data
in Excel?
Answer: Redundant or repeating data, multiple users needing to work with the data at the same
time, multiple reports are needed, data entry has become cumbersome in the datasheet.

Access 4: Explore a Database

LEARNING OUTCOMES
• Start Access and open a database
• Identify Access components
• Open and define Access objects

LECTURE NOTES
• Use FIGURE 1-3 to discuss the opening Access screen.
• Use FIGURE 1-4 to explain the Navigation Pane and the layout of an Access window. Make sure
students understand that you can have multiple objects open within one database.
• Use TABLE 1-2 to explain Access objects and their purpose.

TEACHER TIP
Make sure students understand that all the tables, reports, and forms created in this project are stored
within the database. They will not appear as separate files on their disk. Access 2016 uses the file
extension, .ACCDB. If students are going to be using Microsoft Access 2016 at school and Access 2013 at
home, the default format will open in both versions. However, some features, such as themes will be
different.

CLASSROOM ACTIVITIES
1. Group Activity: FIGURE 1-4 lists 5 tables in the Navigation Pane. Create 5 groups of students and
assign one table to each group. Ask the group to brainstorm the fields that they would include in the
table. Have each group share their lists.

2. Class Discussion: Ask students what is different about the Access window compared to an Excel
workbook or a Word document?

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 Access 2016 Instructor’s Manual Page 4 of 8

Access 6: Create a Database

LEARNING OUTCOMES
• Create a database
• Create a table
• Define key database terms

LECTURE NOTES
• Point out that the databases used in this module are desktop databases. Point out that templates
can be used to jump start the creation of a new database. Template objects can be modified to meet
individual needs.
• Make sure students understand the difference between Table Design View and Datasheet View.
• Use TABLE A-3 to discuss the different data types available in Access. Short Text is the default data
type.

TEACHER TIP
In other Office applications (Word, Excel, PowerPoint) you use only one window to create a document.
Access is different. While you can use Datasheet view to create a table, you have more options if you
use Table Design view. Students can have a difficult time with this difference.

CLASSROOM ACTIVITIES
1. Quick Quiz:
1. . What are three data types? (Answer: Any three of the following: Short Text, Number, Date
& Time, Currency, Long Text, AutoNumber, Yes/No, OLE Object, Hyperlink, Attachment, and
Calculated)
2. What is the maximum field width for a short text field? (Answer: 255 characters)

2. Critical Thinking: Why is it important to use the correct data type for a field? Which data types might
you have difficult deciding between which one to use?

Access 8: Create a Table

LEARNING OUTCOMES
• Create a table in Table Design View
• Set appropriate data types for fields

LECTURE NOTES
• Emphasize the two “views” of each object that they will be using: Data and Design View. Point out
that many tasks can be done in each view such as creating fields, but that one view will probably be
better suited for the task. In the case of creating a field, Design View is much better suited to this
task because it provides so much more information about the field (data type, description, other
field properties)
• Emphasize the database terminology in TABLE 1-4 and how it’s important to know and understand
these terms.

© 2017 Cengage Learning®. All rights reserved. May not be scanned, copied or duplicated, in whole or in part, except for use as permitted in a
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 Access 2016 Instructor’s Manual Page 5 of 8

TEACHER TIP
Database concepts such as record, field, and primary key are often difficult for students to grasp. Use
examples that students can relate to, for example, a school database, or a database maintained by the
state department of public safety (driver’s licenses). A record describes a person, a place, a thing, an
event. A field is really an attribute that contains a specific piece of information within a record. A good
analogy to use is an employment application form. The items that we complete on the form are fields
and the completed application is a record that describes the individual who completed it.

CLASSROOM ACTIVITIES
1. Quick Quiz:
Identify the best data type for the following fields:
FirstName: Text
PostalCode: Text (because the first digit may be a leading 0 and also because the data is not a
quantity)
Birthdate: Date/Time
Price: Currency
Width: Number
Veteran: Yes/No
2. Critical Thinking: Should you group related fields together, such as street, city, state, postal code or
simply add them in random order? Why or why not?

LAB ACTIVITY

Have students choose one of the desktop templates in the Templates gallery or online and use it to
create a personal database that will contain information of special interest to them. Have them enter
several records into this database.

Access 10: Create Primary Keys

LEARNING OUTCOMES
• Set the primary key field
• Define one-to-many relationships

LECTURE NOTES
• Explain the importance of a primary key field to each table. Note that while a primary key field is
not required, it is encouraged. Discuss the problems that could occur to a Student table, for
example, if a primary key field were not identified.
• Discuss the use of an AutoNumber field in cases where an obvious primary key field doesn’t already
exist.

CLASSROOM ACTIVITIES
1. Discussion Topic:
Primary key fields - Given the following tables of data, what field would most likely be used for the
primary key field?
Employees – EmployeeID, possibly Social Security Number

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 Access 2016 Instructor’s Manual Page 6 of 8

Products – ProductID
Books – ISBN (International standard book number)
Cars – VIN (Vehicle Identification number)
2. Assign a Project:
Ask the students to divide into groups of two-three to design a Student table. Have the students
identify the fields and data types for each field. Have the students share their solutions with one
another, using the differences to discuss fields, data types, and primary key selections.
3. Critical Thinking: Does the primary key field need to be the first field in a table?

Access 12: Relate Two Tables

LEARNING OUTCOMES
• Define common field and foreign key field
• Create one-to-many relationships
• Set referential integrity

LECTURE NOTES
• Explain how tables must be joined together to enjoy the benefits of a true relational database.
Describe the one-to-many relationship between two tables and how to determine which field will
make this connection.

CLASSROOM ACTIVITIES
1. Quick Quiz
1. Which button on the Database Tools tab do you click to set up the one-to-one relationship
between tables. Answer: Relationships button
2. How do you recognize the primary key field in the Relationships field list box? Answer: a key
symbol is displayed next to the primary key field
2. Class Discussion: What are the steps you must follow for relating two tables?

Access 14: Enter data

LEARNING OUTCOMES
• Navigate records in a datasheet
• Enter records in a datasheet

LECTURE NOTES
• Explain how datasheets are very similar to spreadsheets.
• Be sure to demonstrate the navigation mode keystroke shortcuts presented in TABLE 1-5.
• Point out the record selectors and the edit record symbol seen when working in Edit mode.
• Be sure the students know that Access controls the value of the AutoNumber field.

TEACHER TIP
Make sure the students know that all new records are entered at the bottom of the datasheet, not
inserted in various rows as is possible in Excel. When students reopen the table, the records will be in

© 2017 Cengage Learning®. All rights reserved. May not be scanned, copied or duplicated, in whole or in part, except for use as permitted in a
license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
 Access 2016 Instructor’s Manual Page 7 of 8

primary key order. Point out that Access saves a record as soon as you move to the next record. This is
different than other applications.

CLASSROOM ACTIVITIES
1. Class Discussion:
Using FIGURE 1-15, ask the students questions about the Customers table such as the following:
Which record is currently in edit mode?
How many records are in the table?
If you enter a new record, what will that record number be?
Which fields are left aligned? Which are right aligned? How does alignment make the data easier to
read?

2. Quick Quiz:
What three different keystrokes moves you from field to field in navigation mode? [Tab], [Enter],
[Right Arrow]

Access 16: Edit Data

LEARNING OUTCOMES
• Edit data in a datatsheet
• Delete records in a datasheet
• Preview and print a datasheet

LECTURE NOTES
• Make sure students understand the relationship between the edit record symbol (the record they
are currently editing), and the fact that Access is inherently multi-user. In other words, any record
that is not being edited by the current user can be edited by others in the same database.
• Make sure students know how to use the record selector to select and then delete a record.

CLASSROOM ACTIVITIES
1. Quick Quiz:
1. What is the navigation mode keyboard shortcut to start the spell checker? Answer: F7
2. What is the navigation mode keyboard shortcut to insert the current date into a date field?
Answer: [Ctrl][;]
3. What is the navigation mode keyboard shortcut to insert the same value from the previous record
into the field of the current record? Answer: [Ctrl][‘]

LAB ACTIVITY
AutoCorrect will correct the spelling of hundreds of commonly misspelled words automatically. Create a
sample database with three columns: ID, First Word, and Second Word. Have students open the sample
database and intentionally type commonly misspelled words to see which of the words are replaced
with their correct spelling. For example, AutoCorrect will change the misspelled word recieve to receive
when the entry is completed. Ask students to find at least 10 misspelled words that are corrected with
AutoCorrect.

End of Module Material

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 Access 2016 Instructor’s Manual Page 8 of 8

• Concepts Reviews consist of multiple choice, matching, and screen identification questions.
• Skills Reviews provide additional hands-on, step-by-step reinforcement.
• Independent Challenges are case projects requiring critical thinking and application of the module
skills. The Independent Challenges increase in difficulty, with the first one in each module being the
easiest. Independent Challenges 2 and 3 become increasingly open-ended, requiring more
independent problem solving.
• Independent Challenge 4: Explore contain practical exercises to help students with their everyday
lives by focusing on important and useful essential skills, including creating photo montages for
scrapbooks and photo albums, retouching and color-correcting family photos, applying layer styles
and getting Help online.
• Visual Workshops are practical, self-graded capstone projects that require independent problem
solving.

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license distributed with a certain product or service or otherwise on a password-protected website for classroom use.