National 5 Administration and IT - WordPress.com · 07/11/2015 · Save the query as PPBK Search ... National 5 Administration and IT IT Solutions for Administrators Using databases

National 5

Administration and IT

IT Solutions for Administrators

Use database and word

processing applications or

emerging equivalent technologies

Queries and Mail Merge Booklet

National 5 Administration and IT IT Solutions for Administrators

Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 2

Skills, knowledge and understanding from this booklet:

Searching the database using the following operators:

Equals

Greater than

Less than

Greater than or equal to

Print with all fields visible:

Search results

To fit on one page

Editing business documents, applying the house style:

Select and change font, font size

Set and change margins

Insert text, delete text, move text

Carry our manuscript corrections

Enhance text, eg bold, italics, underline

Align text

Change line spacing

Insert graphics

Bullets and numbering

Insert headers and footers

Page numbering

Integrating data from other IT application dynamically into a business document:

Data from a database

Merging appropriate data from spreadsheet and/or database applications into a business

document:

Letters

Printing:

Completed document

Document showing merge fields

Specific pages



Before you start this booklet you must:

Copy over a folder from coursework which contains the files you require for this booklet.

The folder can be found in:

Pupils share

Coursework

Third or Fourth Year

Business Education


National 5

IT Solutions for Administrators

Use database applications or emerging equivalent technologies

Copy over the folder named ‘Queries and Mail Merge Booklet’ into your drive in an

appropriate place. The files you required are located within this folder.

Let’s get organised!

Follow the instructions detailed below:

Open your Administration and IT folder.

Select your National 5 folder.

Open your Use database applications or emerging equivalent technologies folder.

Paste the folder copied over from Coursework into the above folder.

All tasks from this booklet are to be saved in this folder!

In order for you to complete the following tasks, you will

need to access your files from your Letterhead Folder!

Screen Dumps



Creating a Query

Once you have copied over the relevant files, you will need to open the specified database

table and carry out your query, this can be done by:

Click on ‘Create’.

Then select ‘Query Design’.



Select the

relevant

table and

click

‘Add’

then click

on

‘Close’.

Ensure

you can

see all the

fields

within

the table



Double

click on

the field

names you

want to

appear in

your

query.

Enter your

search

criteria in

the

‘Criteria’

box.



Select

‘Run’

and your

query

results

will

appear.

Rename

your

query.



Creating a Mail Merge

Once you have created your query you can now carry out your Mail Merge. Open both

Microsoft Word and Access.

Once you

have opened

up your word

document,

click on

‘Start Mail

Merge’.

Then select

‘Step by

Step Mail

Merge

Wizard ’.



Then ‘Next:

Starting

document’.

Then ‘Next:

Select

recipients’.



You now have

the opportunity

to link your

word document

to your query,

select

‘Browse’.

You then have

to search for

your query and

click ‘OK’.



The following

box will

appear, click

‘OK’, this will

now allow you

to compose

your letter and

start the Mail

Merge process.

Click on ‘Next: Write your letter’.

This will allow you to access your field names from ‘Insert Merge Field’.

Click on the field name you require ie Title, then click space, then insert First Name,

space, then insert Surname.



Your document

will look like

this:

Type up the rest of your document.

Once finished, print and save a copy of your master.

You can preview

your letter as you

go along, by

clicking on

‘Preview

Results’.

This will allow

you to view your

letter etc without

the field Names,

click on the

following:



Then click on ‘Finish and Merge’.

Save your merged word document.



SETTING THE SCENE

Pampered Pooches Boarding Kennels

You are employed as a part-time

Administrative Assistant at Pampered

Pooches Boarding Kennels, which is

based in Bridge of Earn, Perthshire.

The business has been operating since

2011 and has accommodation for a

maximum of 14 dogs.

The owner’s name is Joyce Matthews.



Task 1a

Joyce would like a list of all our clients who have dogs with an active exercise level

who live in Scone.

Search the database for clients who match these criteria.

Copy over the Pampered Pooches Boarding Kennels database from:

Coursework

3rd Year

Business Education


National 5



Pupils’ Files

Save the query as PPBK Search – Name – School – Task 1a.

Complete the task.

Print one copy of the search results.



Task 1b

Using mail merge, prepare a letter for Joyce’s signature to those clients whose dogs

have an active exercise level who live in Scone.

The following letter has been draf1ted for you. Use an appropriate reference, today’s

date and the subject heading Dog Walking Service.

Before you start typing

Copy over the letterhead for this task, file name LHEAD, this file can be found in

your Letterhead Folder:





Complete the task.

Save the master letter as WALKINGowninitials.

Print one copy of WALKINGowninitials showing the merge fields.

Print a copy of one merged letter.



SETTING THE SCENE

Engage

You are employed as an Administrative Assistant at Engage – a

youth community centre based in Dundee.

Engage is run by a team of 4

permanent employees (yourself

included) and a team of

volunteers. The Centre

Manager is Emily Fraser –

your Line Manager.



Task 2a

A staff review has highlighted that we currently only have 2 staff who are trained minibus

drivers. Our insurance company will not allow anyone under 30 to drive our minibus. Search

the database to identify all staff members who were born in/before the year 1982 and are not

already minibus drivers.

Copy over the Engage database from:

Coursework

3rd Year

Business Education


National 5



Pupils’ Files

Save the query as Engage Search – Name – School – Task 2a.

Complete the task.

Print one copy of the search results.



Task 2b

Send a letter to the staff members you have identified as suitable candidates for

completing the minibus training.

The letter should offer them the chance to undertake a minibus training course during

June 2012 or January 2013. Interested volunteers should contact me no later than 4

May 2012.

Use mail merge to complete this task.

Thanks

Emily

Before you start typing

Copy over the letterhead for this task, file name HEADEN this file can be found

in your Letterhead Folder:

Complete the task.

Save the master letter as MINIowninitials.

Print one copy of MINIowninitials showing the merge fields.




SETTING THE SCENE

REPOSE

Repose is a restaurant which has been taken

over by 2 friends of yours — Sarah and

Steven Alexander.

They have asked you to use your

administration skills to help them run the

business effectively and efficiently.



Task 3a

Sarah would like a list of those suppliers whose payment terms are less than 28 days.

Search the database for those suppliers who match this criteria.

Copy over the Repose database from:

Coursework

3rd Year

Business Education


National 5



Pupils’ Files

Complete the task.

Save the query as Repose Search – Name – School – Task 3a.

Print one copy of the search results, in descending order of Payment Terms,

omitting TEL No, E-mail and First Order fields.



Task 3b

Using mail merge, prepare a letter, for Sarah’s signature, to those suppliers who offer the

restaurant less than 28 days for payment.

The following letter has been drafted for you. Use an appropriate reference, today’s date and

the subject heading Payment Terms.

Complete the task.

Save the master letter as TERMSowninitials.

Print one copy of TERMSowninitials showing the merge fields.




SETTING THE SCENE

GoSport plc GoSport plc is a company which sells sportswear.

You work as an assistant in the Administrative

Support Department of Head Office and have been given several

tasks to complete.



Task 4a

Employees must be informed of training details.

Search the database for those staff members who require training in both Health and Safety

and Customer Care.

Copy over the GoSport plc database from:

Coursework

3rd Year

Business Education


National 5



Pupils’ Files

Complete the task.

Save the query as GoSport plc Search – Name – School – Task 4a.

Print search results in alphabetical order or surname excluding all training

fields.



Task 4b

Using mail merge, prepare a memo to be sent by Jack Healey to each employee who

requires both Health and Safety and Customer Care training. The following memo has

been drafted for you. Use today’s date and a subject heading Training.

Complete the task.

Save the master memo as TDATESowninitials.

Print one copy of TDATESowninitials showing the merge fields.

Print a copy of one merged memo.

Documents

National 5 Administration and IT - WordPress.com · 07/11/2015 · Save the query as PPBK Search ... National 5 Administration and IT IT Solutions for Administrators Using databases