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Access 2016 Instructor’s Manual Page 1 of 9
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
AC 233: Introduction
AC 233: Project — Multiple-Table Forms
AC 235: Adding Special Fields
AC 241: Updating the New Fields
AC 249: Multiple-Table Form Techniques
AC 273: Object Dependencies
AC 274: Date/Time, Long Text, and Yes/No Fields in Queries
AC 276: Datasheets in Forms
AC 279: Creating a Multiple-Table Form Based on the Many Table
AC 280: Module Summary
End of Module Materials
Objectives
Students will have mastered the material in Module Five when they can:
• Add Yes/No, Long Text, OLE Object, and • Enhance the form title
Attachment fields • Change tab stops and tab order
• Use the Input Mask Wizard • Use the form to view data and attachments
• Update fields and enter data • View object dependencies
• Change row and column size • Use Date/Time, Long Text, and Yes/No
• Create a form with a subform in Design fields in a query
view • Create a form with a datasheet
• Modify a subform and form design
© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, 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 2 of 9
AC 266: Introduction
LECTURE NOTES
• Discuss the one-to-many relationship between the account manager and many accounts
CLASSROOM ACTIVITIES
1. Quick Quiz
1) Two tables are related in a ______ relationship. (Answer: one-to-many)
TEACHER TIP
Use this introduction to review the concept of referential integrity (discussed in Module 3) with
students.
CLASSROOM ACTIVITIES
1. Quick Quiz
1) OLE Object Fields can store ____, _____, and other objects from Window-based apps.
(Answer: video clips, sound)
TEACHER TIPS
This module illustrates the advantages of using a graphical user interface (GUI) such as Windows to
create forms. Students should be encouraged to explore different options for the form they will create.
As students work through the tasks in this module, encourage them to save their work after each task.
Also, forms with pictures can increase substantially the size of the database. Remind students that they
can compact their database by clicking FILE on the ribbon, selecting the Info tab and then clicking the
Compact & Repair Database button in the Info gallery to compact (reduce the size 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 key combination. You can use the Figures in the Book to show the steps students
© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, 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 3 of 9
should follow. If students need additional reinforcement or ask questions about the task, you can switch
to Access to do a live demonstration.
TEACHER TIPS
Point out that Yes/No, Long Text, OLE, and Attachment data types do not have field sizes.
You can change the format property for Yes/No fields. The choices are:
Yes/No
True/False
On/Off
An input mask makes data entry easier and controls the values users can enter in a field. Use Figure 5-7
to explain that storing data without the symbols takes up less space. If a format also has been specified
for the field, the format takes precedence over the input mask. The format property affects only how
the value is displayed not how it is stored. The input mask that students create may vary slightly from
the input mask shown in Figure 5-8.
It is important students understand the different data types and when these data types are appropriate.
Yes/No fields also are called Boolean fields because they can accept only one of two values that evaluate
to either true or false. The Long Text data type gives users the flexibility to add comments or notes in
their own words. The OLE Object data type allows users to insert pictures, photographs, and drawings
in a database. The Attachment data type is useful for attaching external files related to a particular
record. The Hyperlink data type allows users to add a web page reference or an email address.
CLASSROOM ACTIVITIES
1. Quick Quiz:
1) Which data type would you use to store links to web pages? (Answer: Hyperlink data type)
2) Which data type would you use to store text that is variable in length? (Answer: Long Text
data type)
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Access 2016 Instructor’s Manual Page 4 of 9
2. Critical Thinking: What other fields in the Account Manager table could use an input mask?
3. Critical Thinking: What types of data could PrattLast Associates store in Yes/No fields, Long Text
fields, OLE Object fields, and Attachment fields?
4. Assign a Project: Require students to research the types of objects that can be stored in OLE Object
fields.
TEACHER TIPS
The steps in this section update the new fields in Datasheet view. You also can update the fields in Form
view. When data is entered in a field that has an input mask, the insertion point should be positioned at
the beginning of the field.
Pressing SHIFT+F2 displays a Zoom box that makes it easier for students to enter the data in Long Text
fields.
You also can store sound and full-motion videos in OLE Object fields. Do not use the OLE Object data
type if you want to attach multiple files to a single record. All Office applications support OLE. Access
supports the following graphic file formats:
Windows Bitmap (.bmp files)
Run Length Encoded Bitmap (.rle files)
Device Independent Bitmap (.dib files)
Graphics Interchange Format (.gif files)
Joint Photographic Experts Group (.jpe, .jpeg, and .jpg files)
Exchangeable File Format (.exif files)
Portable Network Graphics (.png files)
Tagged Image File Format (.tif and .tiff files)
Icon (.ico and .icon files)
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Access 2016 Instructor’s Manual Page 5 of 9
Other programs running on a computer can interfere with graphic filters and configuration settings. For
this reason, this text uses a method that does not rely on graphic filters to insert pictures.
There are certain file types that you cannot attach to an Attachment field. These are file types that
Access has identified as security risks. You can attach any of the file types created in Office 2016 as well
as the graphic file formats shown above. You also can attach log files (.log), text files (.text, .txt), and
compressed (.zip) files.
CLASSROOM ACTIVITIES
1. Critical Thinking: Many different types of data can be entered into database fields. But, what types of
data should be entered? In this project, pictures of account managers are entered into the database.
Some people may feel that pictures of the account managers are irrelevant, or inappropriate. Should
pictures of the account managers be a part of the database? Why or why not?
2. Critical Thinking: How much input should a database designer have on what fields are, and are not,
included in the database? Why?
3. Critical Thinking: You have created a database of prospective employees and need to store both a
picture of the applicant and the applicant’s resume. What type of field (or fields) would you use? Why?
LAB ACTIVITIES
1. Have students view the attachments. Also ask them to delete the attachments and then re-add them.
2. Have students delete the OLE Object field and use the Attachment field to enter the pictures of the
book reps.
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Access 2016 Instructor’s Manual Page 6 of 9
TEACHER TIPS
Encourage students to save after each task. Students do not need to place objects in the exact locations
shown in the text.
Emphasize that the main form and the subform are two different objects within the database.
The Etched special effect may not show on some computers. You can have students select one of the
other choices, such as Solid with a Border Width of 3.
This section is lengthy. There are at least two points where students can take a break. One break point
is after they add the subform but before they modify it. The second break point is after changing the tab
stop and before changing the tab order.
CLASSROOM ACTIVITIES
1. Critical Thinking: Ergonomics is the study of workplace design and the physical and psychological
impact it has on workers. How does a well-designed form improve working conditions and efficiency?
2. Critical Thinking: When a form contains a subform, the subform is a separate object in the database.
What are the advantages of having the subform be a separate object? What are the disadvantages?
3. Critical Thinking: You have been asked to recommend a standard background color and a font color
to use on all forms. Which colors would you recommend and why?
4. Quick Quiz:
1) Which size mode does the best job of fitting a picture to the allocated space without
changing the look of the picture? (Answer: Zoom)
2) Which tool do you use to place a subform on a form? (Answer: Subform/Subreport tool on
the FORM DESIGN TOOLS DESIGN tab)
LAB ACTIVITIES
1. Have the students experiment with the different size modes and record their reactions to the results.
2. Have students experiment with the different alignment and spacing options.
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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 9
TEACHER TIP
Viewing a list of objects that use a specific object helps in the maintenance of a database and avoids
errors when changes are made to the objects involved in the dependency.
CLASSROOM ACTIVITIES
1. Quick Quiz
1) In Access, objects cannot depend on other objects. T/F? (Answer: F)
CLASSROOM ACTIVITIES
1. Critical Thinking: You need to search the Long Text field for all records where the account manager
has a knowledge of Spanish. What criteria would you use in your query?
2. Critical Thinking: You need to search the Account Manager table to find out how long each account
manager has worked for PrattLast. What criteria would you use in your query?
LAB ACTIVITIES
1. Have students create and run other queries that use Date, Long Text, and Yes/No fields.
CLASSROOM ACTIVITIES
2. Quick Quiz
1) Subforms are available in forms created in Layout view. T/F? (Answer: F)
© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, 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 8 of 9
CLASSROOM ACTIVITIES
1. Quick Quiz
1) The ‘Add Existing Fields’ button is in the Design tab. T/F? (Answer: T)
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 Labs 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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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 9 of 9
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It was after one of these visits he said to Prescott,—
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As long as I am in town I must call regularly, and that keeps the
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END OF VOL. I.
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