4.

Mail merge
(a) Create 5 student record in Excel sheet (Regno, studname, & Address)
(b) Create a Letter with Content: Inviting students for meeting to review student progress.
(c) Use header and footer to create College name – Department name – Page number

Step 1: Set Up the Excel Data File

Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well structured for
this purpose. Note the following requirements for the data table:

 The first row should contain field names for each column -- for example, Title, Salutation, UUCMS No, First
Name, Address1, and Address2.
 Each field name should be unique.
 Each row should provide information about a particular item. For example, in a mailing list, each row might
include information about a particular recipient.
 The table should contain no blank rows.

Create your Excel data file, and then arrange it by using the fields that you want to use for your letter, as shown
in the following sample data file.

After you create your Excel data file, save it, and then close the data file.

Step 2: Set Up the Main Document

1. In Microsoft Office Word 2007 and in earlier versions of Word, point to Letters and Mailings on the Tools
menu, and then click Mail Merge Wizard.

In Microsoft Office Word 2007, click Start Mail Merge in the Start Mail Merge group on the Mailings tab,
and then click Step by Step by Mail Merge Wizard.
2. Under Select document type, click Letters.

The active document becomes the main document. The main document contains the text and graphics that are
the same for each version of the merged document. For example, the return address and the salutation in a form
letter are the same for each version.
3. Click Next: Starting document.
4. Use one of the following methods:
 Start with the document that is currently shown in the document window. To do this, click Use the current
document.

You can then either type the letter in the document window or wait until the wizard prompts you to do so in a
later step.
 Start with a template. To do this, follow these steps:
i. Click Start from a template.
ii. Click Select template.
iii. On the Mail Merge tab, select the template that you want in the Select Template dialog box, and then click OK.
  Start with an existing document. To do this, follow these steps:
i. Click Start from existing document.
ii. In the Start from existing box, select the document that you want, and then click Open.
iii. If you do not see the document, click More files, and then click Open. In the Open dialog box, locate the
document that you want, and then click Open.
5. Click Next: Select recipients.

Step 3: Specify the Excel Data Source

1. Under Select recipients, click Use an existing list.

2. Click Browse.
3. In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use.

By default, Word opens the "My Data Sources" folder.

4. Click Open.
5. If your Excel worksheet contains information about multiple tabs, select the tab that contains the information
that you want, and then click OK.
6. All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of
recipients to include in the merge.

Step 4: Select the Recipients

1. In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of
the following methods:

Use the check boxes to designate recipients.

2. Click OK to return to the Mail Merge Wizard.

Word uses the recipients that you designated for the merge.
3. Click Next: Write your letter.

Step 5: Complete the Letter and Add Merge Fields

If you have not already done this, type the text that you want to appear in every form letter in the main
document.
 Insert Merge Fields

Insert merge fields where you want to merge UUCMS No, names, addresses, and other information from the
data source. To insert merge fields, follow these steps:

1. In the main document, click where you want to insert the field.
2. Insert any of the following:UUCMS No, Name & Address block
i. Click Address block.
ii. Click OK.
iii. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the
greeting line. Click the arrow next to (not available), and then select the field from your data source that
corresponds to the field required for the mail merge.
PART-B MS-Access.
Create a database of 05 records of students in MS Access.

Column Names: Student ID, Student Name, Class, PST Marks, CA Marks DM Marks

Table Name should be ‘Students’.

A database is a collection of information that is related. Access allows you to manage your information in
one database file. Within Access there are four major objects: Tables, Queries, Forms and Reports.

 Tables store your data in your database

 Queries ask questions about information stored in your tables
 Forms allow you to view data stored in your tables
 Reports allow you to print data based on queries/tables that you have created

The Navigation Pane:

The Navigation Pane is a list containing every object in your database. For easier viewing, the objects are
organized into groups by type. You can open, rename, and delete objects using the Navigation Pane.

To Minimize and Maximize the Navigation Pane:

Click the double arrow in the upper-right corner of the Navigation Pane to minimize and maximize.
Sorting the Objects in the Navigation Pane:
By default, objects are sorted by type, with the tables in one group, the forms in another, etc. However, you
can change how the objects are sorted.

Click the drop-down arrow to the right of the All Access Objects and click on a sort option from the list.

Creating a Database:
1. Start Access
2. Click on Blank desktop database
 3. Under File Name type a name for the database
4. To change the location of where to store the database, click the folder icon and select a location
5. Click Create

Entering Data in a Table:

1. In Datasheet View, start typing the data into the table by pressing the tab key to move to the next
cell
2. When you have completed the record (row), press Enter
3. You can also click on the New record icon on the Home tab in the Records group

Navigating in a Table:
Use the arrows at the bottom of the table to navigate among records.

Sorting Records in a Table:

1. Position your cursor in the field that you wish to sort by clicking on any record in the table
2. Click either the Sort Ascending or Sort Descending icon on the Home tab in the Sort & Filter
group

Queries:
You use queries to view, change, and analyze data in different ways. You can also use them as a source of
records for forms and reports.

To Create a Query:
1. Click on the Create tab
2. Click on Query Design in the Queries group
3. Select the table that you would like to base your query on
4. Click Add
5. Repeat steps 3 and 4 until all tables are added
6. Close the Show Table window

The table(s) will now be displayed in the upper part of the Query Design Screen by boxes containing the
tables’ fields.
7. Double-click on the field names in the field list window which you would like to include in the query
Defining Criteria in the Query:
In order to control which records are displayed, you must define criteria in a query. The most common type
of query is the Select Records query which will be discussed below.

To Define Criteria for Your Query:

1. Position your cursor in the criteria row in the field for which you wish to define the criteria for
2. Type the criteria

Example: To find all Excel courses:

3. Position your cursor in the criteria row of the Course ID field
4. Type Excel (Access adds the quote marks to the criteria automatically when you tab to the next
column)

5. Click the Run Query button

To Save the Query:

1. Click the Save icon
2. Enter a name for the query
3. Click OK

Creating a Form:
A form is a database object that is used to enter or display data in a database.

To Create a Form:
1. Open the table or query on which you are basing the form
2. Click on the Create tab
3. Click on Form in the Forms group

A form is created and opens in Layout View.

Reports:
Reports can be based on tables or queries.

To Create a Report:
1. Open the table or query on which you are basing the report
2. Click on the Create tab
3. Click on Report in the Reports group

A report is created in Layout View.

 Access opens in a new table in Datasheet View.

Understanding Views:
There are multiple ways to view a database object. The two views for tables are Design View and
Datasheet View.

 Design View is used to set the data types, insert or delete fields, and set the Primary Key
 Datasheet View is used to enter and view the data for the records

Switching Between Design View and Datasheet View:

Click the View arrow on the Home tab and click on either Datasheet View or Design View

Creating a Table:
A table is a collection of data about a specific topic, such as employee information, products or customers.
The first step in creating a table is entering the fields and data types. This can be done in either Datasheet
View or Design View but it is recommended to set up the table in Design View.
 Understanding Fields and Their Data Types:
Field - an element of a table that contains a specific item of information, such as a last
name.
Field’s Data Type - determines what kind of data the field can store.

Format Use to display

Short Text Alphanumeric data (names, titles, etc.) - up to 255 characters

Long Text Large amounts of alphanumeric data: sentences and paragraphs – 64,000 characters
Number Numeric data

Date/Time Dates and times

Currency Monetary values

AutoNumber Unique value generated by Access for each new record

Yes/No Yes and No values and fields that contain only one of two values
OLE Object Pictures, graphs, or other ActiveX objects from another Windows-based application
Hyperlink A link address to a document or file on the Internet

Attachment You can attach files such as pictures, documents, spreadsheets, or charts; each
Attachment field can contain an unlimited number of attachments per record, up to the
storage limit of the size of a database file.
Calculated You can create an expression that uses data from one or more fields. You can
designate different result data types from the expression.
Lookup Wizard Displays either a list of values that is retrieved from a table or query, or a set of values
that you specified when you created the field. The Lookup Wizard starts and you can
create a Lookup field. The data type of a Lookup field is either text or number,
depending on the choices that you make in the wizard.

To Create a Table in Design View:

1. Click on the Create tab
2. Click on Table
3. Switch over to Design View on the Home tab
4. If prompted to save the table, enter a name and click on OK
5. Type the field names and select the appropriate data type for each field
6. Continue until all fields are added

Note: The order that you enter the field names is the order the fields will appear in
the table.

1.