USING ACCESS IN THE CLASSROOM

BRAIN CHECK ACTIVITY: Build a form letter

Resources

· Software: Microsoft Access® and Microsoft Word®

Process to create a form letter

1. Create a new blank DATABASE in Access and name it Student Info. Save it to your network home folder.

2. Inside your new database, create a TABLE. Name the table Student Table. Create fifteen fields in your table with the following headings (see example below)

Student First Name; Student Last Name; Email Address; Address; City; State; Zip Code; Telephone; Birthday; Mother Last Name; Mother First Name; Mother Title; Father Last Name; Father First Name; Father Title. Save and close your table.

3. Next, create a FORM by clicking on Forms in the left pane. Choose Create a Form Using the Wizard. Once you have created the form, enter data into the form from the above picture OR import the data from SASI OR make up your own data. Make at least 5 records. When finished, save and close the form.

4. Now create a REPORT. Click on Reports in the left pane and create the following report using the Report Wizard. Print it, save it and close it.

5. Create a form letter in Microsoft Word using the Mail Merge function with Access database information. Pattern your letter after the following example. When your letter is completed, go ahead and perform the merge, then print your letters.

6. If you have time left, create and print a CERTIFICATE for your students in Word merging with your Access database the same way you just created a form letter.

CONGRATULATIONS! You are finished. This is a good activity to do
several times – it will get easier and faster each time you do it until
you will finally feel totally confident – then WATCH OUT, WORLD!!!