Illustrated Course Guide Microsoft

Office 365 and Access 2016

Intermediate Spiral bound Version 1st
Edition Friedrichsen Solutions Manual
Visit to download the full and correct content document: https://testbankdeal.com/dow
nload/illustrated-course-guide-microsoft-office-365-and-access-2016-intermediate-spi
ral-bound-version-1st-edition-friedrichsen-solutions-manual/
Access 2016 Instructor’s Manual Page 1 of 8

Access Module 10: Creating Advanced Queries

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.

Table of Contents
Module Objectives 1
244: Query for Top Values 1
246: Create a Parameter Query 2
248: Modify Query Properties 3
250: Create a Make Table Query 3
252: Create an Append Query 4
254: Create a Delete Query 5
256: Create an Update Query 6
258: Specify Join Properties 6
260: Find Unmatched Records 7
End of Module Material 8

Module Objectives
Students will have mastered the material in Access Module 10 when they can:
 Query for top values
 Create a parameter query
 Modify query properties
 Create a Make Table query
 Create an Append query
 Create a Delete query
 Create an Update query
 Specify join properties
 Find unmatched records

244: Query for Top Values

LEARNING OUTCOMES
• Apply Top Values criteria
• Apply the Total row

© 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 2 of 8

LECTURE NOTES:
• Use Table 10-1 to illustrate that any percentage or value can be entered into the top values list to
show a subset of records.
• Stress that unless the records are sorted, the top values criteria cannot be applied meaningfully. Note
that grouping records is also a way of sorting them by common values in each field (each group).
• Point out that you should remove the top values value or percentage by changing the option back to
All. Otherwise, the next query they create could have incorrect results.
• Show how to apply Top Values criteria and the Totals row.

CLASSROOM ACTIVITIES
3. Assign a Project:
Ask students to write down a description of their own top values query. Have them identify the fields
needed in the query, how the query is to be sorted, and what value or percentage of top records they
want to select. Have students break up into teams of 2 or 3 and share their query descriptions with
another student to see if the partner can complete the query. As a group, discuss why the query was
successful and meaningful (or not).

2. Critical Thinking: Why do top values queries become more important as the database gets older?
Answer: As the database becomes older, more records are entered. As more records are entered,
management becomes less interested in details on individual records and more interested in trends,
summaries, and outliers. The top values query helps you find and print the best (and worst) records from a
particular query.

3. Critical Thinking: Would top-values queries be useful in a school database? Why or why not?

246: Create a Parameter Query

LEARNING OUTCOMES
• Create a parameter query
• Apply the Like operator

LECTURE NOTES:
• Emphasize the importance of [square brackets] in parameter criteria. Neither {curly braces} nor
(parentheses) will work.
• Use Table 10-2 to explain that several [parameter prompts] may be entered. The query will present
each one to the user when the query is run.
• Explain that forms and reports can be based on parameter queries thereby enabling the user to select
the records displayed each time that form or report is shown.
• Demonstrate how to enter parameter criteria.
• Show how to apply the Like operator.

CLASSROOM ACTIVITIES
1.Quick Quiz:
Which of the following is NOT a valid example of parameter criteria?
a. [What state?]
b. >=[What state?]
c. LIKE [Enter the first character of any state desired]& “*”
d. (Enter the correct state name)
© 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 3 of 8

Answer: D because (parentheses) are used instead of [square brackets] for the parameter prompt.

2. Critical Thinking: What are some other uses for parameter queries? (Provide an example of printing the
same report for several different time periods to get students started.)

248: Modify Query Properties

LEARNING OUTCOMES
• Modify the Description property
• Define the Recordset Type property
• Create a backup

LECTURE NOTES:
• Explain how all objects have properties, although it is more common to work with field properties in a
table and control properties of a form or report than object properties themselves.
• Explain that the properties in the property sheet are not listed alphabetically.
• Explain that many of the properties in the property sheet are rarely changed, and if a value is required,
a default value is generally provided.
• Show how to modify the Description property.
• Demonstrate how to create a backup.
• Define alias and explain its purpose.

TEACHER TIP
Make sure the students are clear on which item's properties they are currently modifying by watching the
title bar of the property sheet. This is critical. Show them that they can change from the properties of one
item to another by leaving the property sheet open and clicking on another item.

CLASSROOM ACTIVITIES
1. Class Discussion: Recordset Type property
Ask students why the Recordset Type property is one of the most important to a query and a practical
application for each of the property's values: Snapshot and Dynaset. Answer: Snapshot would let the user
see (read) the data, but not change it. This choice would be good if you want to display historical data that
you do not want the user to change or delete. Dynaset, the default value, is good for situations where you
want the user to be able to enter, edit, or delete the data.

2. Quick Quiz:
1. Which property allows you to do the following?
a. Lock records. Answer: Recordset Type
b. Mask a field name with something more understandable. Answer: Caption
c. Enter a relatively long explanation of a query. Answer: Description

250: Create a Make Table Query

LEARNING OUTCOMES
• Define action queries
• Create a Make Table query
© 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 4 of 8

LECTURE NOTES:
• Define action queries.
• Use Table 10-3 to explain the different types of action queries.
• Emphasize that an action query makes changes to all the records selected in a batch process.
Therefore, it is strongly encouraged to start each action query out as a select query to make sure the
right records are selected before proceeding with the action.
• Note that all action queries contain an exclamation point in their icon, and each is run by the Run
button in the Results group (not by the Datasheet button which also “runs” a select query).
• Demonstrate how to create a Make Table query.

CLASSROOM ACTIVITIES
2. Quick Quiz:
True/False It is wise to view the selected records before applying an action query to that recordset.
Answer: True
True/False To run an action query, click the Datasheet View button. Answer: False
True/False Changes made to an action query can be undone if you click the Undo button
immediately after they are completed. Answer: False

2. Critical Thinking: An archive table is a table that contains data that is no longer used in operations but
that might still be needed by the organization. You can use Make Table queries to create archive tables.
What type of archive tables would be useful to Reason 2 Go?

252: Create an Append Query

LEARNING OUTCOMES
• Create an Append query

LECTURE NOTES:
• Explain that the only way to make an append query work is to make sure that the fields on the records
you append match up with the fields in the table you are appending to. The field names do not need to
be the same, but the data types need to match exactly. For example, you cannot append a Text field to
a field with a Number data type, or a Text field with a Field Size of 10 to a Text field with a Field Size of
2.
• Note that you cannot append to an AutoNumber field. It will automatically update as you add records.
• Show how to create an append query.
• Discuss the difference between the way Access handles 1900 versus 2000 dates.

TEACHER TIP
Reinforce that all action queries start out as select queries. The records must be selected before an action
can be taken on them. Therefore, encourage students to use the Datasheet View button to view the select
query before changing the query into an action query and clicking the Run button to take an action on the
records.

CLASSROOM ACTIVITIES
© 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 5 of 8

1. Quick Quiz:
1. Which action query does the following action best describe?
a. Adds records to an existing table: Append
b. Removes records from an existing table: Delete
c. Changes data in a field of an existing table: Update
d. Creates a table of data: Make Table

254: Create a Delete Query

LEARNING OUTCOMES
• Create a Delete query

LECTURE NOTES:
• Remind students that delete queries delete records, and that the action cannot be undone. Therefore,
it's very important to view the selected records before deleting them.
• Note that append queries are often used before delete queries to move the records to a history or
backup table before deleting them.
• Demonstrate how to create a Delete query.

TEACHER TIPS
Emphasize that if you do not include any criteria in a Delete query, all records in the table are deleted.

If students are unable to run update, delete, or append queries, they did not enable the content.
CLASSROOM ACTIVITIES
1. Quick Quiz:
True/False: Delete queries help you delete fields in a table. Answer: False
True/False: Delete queries can be used to delete selected records from a table. Answer: True
True/False: Delete queries can be undone using the Undo button. Answer: False
True/False: Delete queries start as select queries. Answer: True

2. Assign a Project:
Working in teams of two, ask the students to research Internet sites that describe data backup
methodologies. Have them write a paper listing at least 10 "dos" of database backup.

© 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 6 of 8

256: Create an Update Query

LEARNING OUTCOMES
• Create an Update query
• Hide and restore objects

LECTURE NOTES:
• Explain that update queries are action queries used to update values in a field.
• Show how to create an update query.
• Discuss how to hide and restore hidden objects.

in the
CLASSROOM ACTIVITIES
1. Class Discussion: What makes Update queries different from make table, append, or delete queries?
First of all, update queries update a field rather than affect an entire record. Also, after delete queries,
update queries are the second most difficult to “undo" should the action be taken in error. Therefor’, it's
very important to view the field of the records that will be updated by clicking the Datasheet View button
before initiating the update action.

2. Assign a Project:
Ask the students to break into teams of 2-3 and come up with another practical application for an update
query. Have them design the query by stating the criteria that will be added to select the records that will
be updated, the field that will be updated, and how the field will be updated. Ask the students to trade
projects with another team to see if they can understand and complete the project based on the
description given by the other team. Discuss what went well (or not) as a group.

258: Specify Join Properties

LEARNING OUTCOMES
• Create a left join
• Define left and right joins

LECTURE NOTES:
• Review the purpose of joining tables and relationships.
• Define left and right joins.
• Emphasize and demonstrate that when two tables are joined in the upper window of Query Design
View, only records that are common to BOTH tables will be displayed (even if no fields from one of the
tables is selected for the query). This default join, the inner join, is not well understood by most
people.
• Emphasize that the outer right join (selecting all records from the “many” table regardless of whether
or not there is a match in the “one” table) is exactly the same as the inner join when referential
integrity is enforced because there are no orphans when referential integrity is enforced.
• Emphasize that the only time a join property helps analyze data in a well-defined database with
referential integrity enforced on the relationship is when you want to query for parents (records in the
“one” table) that have no matching children in the “many” table.
• Note that knowing how to change join properties is especially helpful to find orphan records in
inherited databases.
• Demonstrate how to create a left join.
© 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

• Discuss Null and zero-length string values. Make sure students understand the difference between a
field value that does not exist and a deliberate entry that contains no characters.

TEACHER TIP
Spend a lot of time on this lesson because the information is very valuable, but also very conceptual. It
requires a solid understanding of one-to-many relationships. Add a record in the parent table to
demonstrate that it does not show up in a query when the child table is shown in the upper portion of
query design view due to the inner join default join property. Show the students how to change the join
properties in a query, and why the default inner join should be left in the Relationships Window. Also show
students the SQL window so they can see the words INNER, LEFT and RIGHT when the join properties are
changed.

CLASSROOM ACTIVITIES
2. Quick Quiz:
Match the following SQL words to the joins that they describe:
LEFT
RIGHT
INNER

a. default join (INNER)

b. all of the parents, even if they don’t have children (LEFT)
c. all of the children, even if they don’t have parents (RIGHT)

2. Critical Thinking:
1. Why is an INNER and RIGHT join the same thing when referential integrity is enforced?
Answer: Because there are no orphan records.
2. Which join is most helpful when trying to find and scrub orphan records? Answer: A right query,
because it can be used to find all children, even when they do not have matching parent records.

LAB ACTIVITIES
Working in teams of two or three, ask students to define a practical example of when a LEFT or RIGHT join
would be needed in the Quest database, and to define that query on paper. Have them identify the fields
they need, and why a LEFT or RIGHT join is needed. Have the team pass their query definition to another,
to see if it can be completed by another team. As a group, discuss what went well (or not).

260: Find Unmatched Records

LEARNING OUTCOMES
• Use the Find Unmatched Query Wizard
• Describe the Find Duplicates Query Wizard

LECTURE NOTES:
• Review referential integrity and discuss the concepts of parent, child, and orphan. You cannot re-
emphasize these concepts enough. They are critical to understanding database design.

© 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 8 of 8

• Point out that finding unmatched records is the same thing as building a LEFT or RIGHT join, the only
difference being that by using the Unmatched Query Wizard, one doesn't need to know about join
properties.
• Point out that once an unmatched query is created, it can be examined in Query Design View to learn
more about join properties.
• Demonstrate how to use the Unmatched Query Wizard.
• Describe the function of the Find Duplicates Query Wizard.

CLASSROOM ACTIVITIES
1. Critical Thinking Activity:
Break students into teams of two or three then ask them to list the pros and cons of wizards. Sample
answers are provided.
• Pros: Gets a task done quickly, guides you through a process, helps you learn new features
• Cons: Can confuse an issue, sometimes provides too many options, sometimes provides complex
objects, can become a crutch or reason to not learn how to do things from scratch

2. Discussion Topic:
Use the words LEFT and RIGHT join, one and many tables, and parent and child in a single sentence that
defines the relationship between these items. Answer: A LEFT join selects all records from the "one" or
"parent" table regardless of whether there are matching records in the "many" or child table.

End of Module Material

• 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.

Top of Document

© 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.