Class 27 Notes are in progress and are subject to change

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Discourse

Review remaining websites

Part One of the homework will be at the beginning of class after the website presentations.

Mail Merge and Databases

Access and Excel - Differences, Pros and Cons

These words are used often in Access so you will want to become familiar with them when using the program (and before the final exam/data collection):

• A database is a collection of related information. It does not have to be created in Access.
• Tables, queries, forms, and reports are called objects. 
• A table is a grouping of related data organized in fields (columns) and records (rows) on a datasheet. By using a common field in two tables, the data can be combined. Many tables can be stored in a single database.
• A field is a column on a datasheet and defines a data type for a set of values in a table. For a mailing list table might include fields for first name, last name, address, city, state, zip code, and telephone number.
• A record is a row on a datasheet and is a set of values defined by fields. In a mailing list table, each record would contain the data for one person as specified by the intersecting fields.
• A flat database has only one table.

Open Access Products Northwind in 27database.

Open Sage's Outdoor Supplies - see relationships

Create a Report - Last Name, Product Number

Planning is the most critical step in creating a database. The design of the database should reflect an understanding of how information will be entered and retrieved. A database that is set up correctly will save a lot of headaches in the latter stages of development. For example, if you plan to sort on zip code, there must be a separate field for zip. If you plan to alphabetize using last name, you need a separate field for last name. In general, you should break down information into small fields.

Follow Directions in class for Movie Database Files

Merging a Form letter and a Database
Exercise: do a mail merge for all of the CEOs you're sending a request for a job interview - use the corporatecontacts.xlxs spreadsheet.

 For the form letter we will need fields for first name and a personal comment. For envelopes we will need information about name and address.

Create Form Letter

Tutorial:

Envelope

• New => blank document => Create
  Envelope
  
• 
  Envelope Options
  
  You should see an envelope
  
     
• Type the return address and position cursor for inserting mailing address
   
• To get names and addresses
  Open Data Source
  
  
  Browse to contacts.xlsx file
  
  Mail Merge Recipients
  
  
   
• Now insert the merge fields for the address beginning with FirstName
  
  
  
  
  Continue until the address is complete
  
  
   
• View Merged Data
• Adjust formatting
• Save

Create Envelopes by Merging

• Merge to new document
• A new document is created in a new word window
• Save As => envelopes_merged.doc in 27database

You are now ready to print your envelopes.
 

Homework:

Blogs - Make a new blog entry about your website.  Begin with your URL (example "You can find my website at www.cs.trinit.edu/~username") Briefly discuss its challenges and its successes.  Comment on how (or if) you will continue to use or update your website. At the end of class, click through your classmates' blogs and leave comments on three of their website entries. Comments  should include short constructive notations and helpful suggestions if appropriate.

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