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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
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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’.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 5
Select the
relevant
table and
click
‘Add’
then click
on
‘Close’.
Ensure
you can
see all the
fields
within
the table
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 6
Double
click on
the field
names you
want to
appear in
your
query.
Enter your
search
criteria in
the
‘Criteria’
box.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 7
Select
‘Run’
and your
query
results
will
appear.
Rename
your
query.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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 ’.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 9
Then ‘Next:
Starting
document’.
Then ‘Next:
Select
recipients’.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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’.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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:
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 13
Then click on ‘Finish and Merge’.
Save your merged word document.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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:
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 17
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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 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.
Print a copy of one merged letter.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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, E-mail and First Order fields.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
National 5 Administration and IT IT Solutions for Administrators
Using databases and word processing applications or emerging equivalent technologies Queries and Mail Merge Booklet 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.
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