National 5 Administration and IT

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1 National 5 Administration and IT IT Solutions for Administrators Use database 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 Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 2

3 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 Administration and IT 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 Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 3

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:

4 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 4

5 Select the relevant table and click Add then click on Close. Ensure you can see all the fields within the table Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 5

6 Double click on the field names you want to appear in your query. Enter your search criteria in the Criteria box. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 6

7 Select Run and your query results will appear. Rename your query. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 7

8 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 8

9 Then Next: Starting document. Then Next: Select recipients. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 9

10 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 10

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.

11 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 11

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.

12 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: Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 12

13 Then click on Finish and Merge. Save your merged word document. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 13

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.

14 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 14

15 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 Administration and IT National 5 Use database applications or emerging equivalent technologies Queries and Mail Merge Booklet Pupils Files Save the query as PPBK Search Name School Task 1a. Complete the task. Print one copy of the search results. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 15

16 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: Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 16

17 Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 17

18 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 18

Engage is run by a team of 4 permanent employees (yourself included) and a team of volunteers.

19 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 19

20 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 Administration and IT National 5 Use database applications or emerging equivalent technologies Queries and Mail Merge Booklet Pupils Files Save the query as Engage Search Name School Task 2a. Complete the task. Print one copy of the search results. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 20

21 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 Interested volunteers should contact me no later than 4 May 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. Print a copy of one merged letter. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 21

22 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 22

23 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 Administration and IT National 5 Use database applications or emerging equivalent technologies Queries and Mail Merge Booklet 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, and First Order fields. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 23

24 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. Print a copy of one merged letter. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 24

25 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 25

26 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 Administration and IT National 5 Use database applications or emerging equivalent technologies Queries and Mail Merge Booklet 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 26

27 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. Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 27

National 5 Administration and IT

National 5 Administration and IT IT Solutions for Administrators Use word processing applications or emerging equivalent technologies Business Letterhead Booklet Skills, knowledge and understanding from