DATABASE (MS ACCESS) PROJECT THIS IS A 3 PART PROJECT
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1 DATABASE (MS ACCESS) PROJECT THIS IS A 3 PART PROJECT PART 1: Creating an Access database 1. Go to start, programs, Microsoft Office Access. 2. From the toolbar menu, select File, New 3. Select the blank database from the frame on the right. 4. This program asks you where you want to save the document. Save it in your folder and name it Addressdb then place Your Initials at the end of this. (Example: AddressdbYI). 5. Select Create table by entering data-this is your third choice down double click this. 6. Double click on Field1 and type in Name (first and last), in Field2 type in Address, Field3-City, in Field 4-State, Field 5- Zip, Field 6-Dear, and Field 7-My address. 7. Below the titles type in 3 names, 3 addresses, 3 Cities, 3 states, 3zips. 8. In the category Dear type in the formal names of the person you re inviting to your party. (Example- Mr. Rabbit) 9. In the category My Address type in your address because that is where the party will take place. Type this 3 times. 10. When you are done with this go to the close button in the upper right corner of the program and press it so it will close. At this time it will ask you if you DO YOU WANT TO SAVE THE CHANGES TO THE DESIGN OF TABLE 1 Click Yes. 11. Then it will ask you what name do you want to save it as- SAVE AS/TABLE NAME/TABLE ONE click on OK FOR TABLE Click YES for a primary key. When you Open your file (AddressdbYI) you will have a new column labeled ID. Do not change this! 1
2 PART 2: Creating a MS WORD: Invitation 1. Open word- go to insert then to picture from clipart (I found a Halloween picture) you find a picture that will represent your invitation. (refer to the example on the next page) 2. Select picture (ClipArt) you just inserted, layout, format, in front of text, so that you can move the picture. Place 3 pictures on the top of you invitation, evenly spaced. 3. On the next line place the word To: in the center of your paper. Use font size Hit the Enter Key two times, type in Dear this is left aligned, Hit Enter twice. 5. Type an invitation to the person your inviting (see example on the next page). 6. Type Why? bold it then enter 7. Paste your picture then enter finish typing the rest of the document -enter 2 more times. 8. Type in when, time, where (leave where blank as it will be filled in later) highlight--& tab 4xs enter2xs 9. Type in all caps the next sentence (look on the information sheet) center hit Enter 3 times. 10. Type your name and hour and center save in your folder CLOSE! NOTE: Your document should only be on one page at this point. If it is more than one, delete blank lines, resize pictures or change margins to get it correct! 2
3 TO: DEAR HALLOWEEN PARTY! IT IS GOING TO BE A REALLY SCARY PARTY! Where: 3
4 LET THE COMPUTER DO ITS JOB, WHEN YOU SEE THE THAT YOUR ACCESS PROJECT HAS REAPPEARED THEN MINIMIZE IT! PART 3: Linking Access Database to a word document and a text merge: 1. Open MS Access open your table from your folder a. go to tools then to office links b. Click on merge it with MS word. Then ok 2. Link your data to an existing MS word document-such as your invitation, which is in your folder. 3. Go to your file on the network highlight your invitation open it. 4. Place the curser after the TO: and on the mail merge toolbar, and go to the Insert Merge Field icon (just to left of Insert Word Field), which is on the toolbar and click on Name, then Address, then Town place a comma after Town, continue adding the merge fields refer to the example on the next page. (Part 3: Inserted Fields) You must add all merge fields---name, Address, Town, State, Zip, Dear, and MyAddress. Use the space bar or tab to align correctly. TO: «Name» «Address» «City», «State» «Zip» NOTE: Your document should only be on one page at this point. If it is more than one, delete blank lines, resize pictures or change margins to get it correct! 5. On the mail merge toolbar, select the icon which says merge to new document, click ok. 6. This will pull up all three documents with all three database entries. See example: Part 3: Final Merged Document. 7. Edit this then turn in. Insert Merge Field Merge to new document 4
5 TO: «Name» «Address» «City», «State» «Zip» DEAR «Dear», HALLOWEEN PARTY! IT IS GOING TO BE A REALLY SCARY PARTY! Where: «My_Address» 5
6 TO: John Smith 333 W. #3 rd Street Chicago, IL DEAR Mr. Smith, HALLOWEEN PARTY! IT IS GOING TO BE A REALLY SCARY PARTY! Where: 823 W. North 6
7 TO: Mary Smart 123 Elm St. Aurora, IL DEAR Ms. Smart, HALLOWEEN PARTY! IT IS GOING TO BE A REALLY SCARY PARTY! Where: 823 W. North 7
8 TO: Bill Till 444 N. East Elgin, IL DEAR Mr. Till, HALLOWEEN PARTY! IT IS GOING TO BE A REALLY SCARY PARTY! Where: 823 W. North 8
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