Access And Word: Produce Letters, Lists, And Catalogs (1/2 Day)

Overview: Students will learn efficient ways to use Access and Word together to create form letters, lists, and catalogs.

Prerequisites: Introductory knowledge of Word and intermediate knowledge of Access.

Delivery method: The Solution Series Lab model can be used in instructor-led training, for additional practice material, for self-study skills enhancement, or with a distance learning class.

Benefits: Students will learn how to use data stored in Access in Word documents. This will enable them to use the data storage capabilities of a database and the formatting power of a word processing program. They will see how to create a catalog for use in print and on an intranet or Internet.

Target student: Students enrolling in this course should understand how to create, edit, and format Word documents and should understand how to create a table and queries in Access.

Performance-based objectives

Objectives help students become comfortable with the Lab, and also provide a means to evaluate learning. Upon successful completion of this course, students will be able to:

• Create a group of form letters in Word to people whose name and address information is stored in an Access database.
• Use various techniques in Word and in Access to sort and select the records you need to merge with letters.
• Create quick lists of Access data in Word documents.
• Create a catalog in Word using data from an Access database and see how to prepare it for use on the Internet or an intranet.

Lab content

Lab Activity 1: Fast form letters

• Begin with your Access data table
• Create the form letter
• Select the data source
• Add merge fields to the main document
• Merge the data and the letter

Lab Activity 2: Query the data

• Sort the merged form letters
• Filter records
• Change the data source to an Access query
• Prompt the user for criteria

Lab Activity 3: Quick lists

• Publish data with Word
• Insert a list of data
• Keep a list up to date

Lab Activity 4: Create a catalog

• Set up the main document
• Insert the fields and merge the data
• Dress up the catalog
• Use your catalog on the Web

Appendix: QuickSteps