DATABASE LINK

ELADIO J. JOVERO
Trainer

May 2004
NEW INFORMATION TECHNOLOGY CENTER
PAVIA PILOT ELEMENTARY SCHOOL
PAVIA, ILOILO, PHILIPPINES
 DATABASE TRAINING –WORKSHOP ON
MAIL MERGE APPLICATION

ACTIVITIES:

1. Creating Folder/Directory
2. Naming Folder/Directory
3. Creating file using MS Word and MS Excel
4. Saving Files with the Folder/Directory
5. Moving Files
6. Copying files to the Folder/Directory
7. Renaming Folder/Directory
8. Creating Table
9. Creating Database with MS Word and MS Excel
10.Creating Individual File
11.Applying Mail Merge Application
12.Running database with mail merge application
13.Locating Individual data or a person or file
14.Sorting File (Descending/Ascending)
15.Editing of Files

NEW INFORMATION TECHNOLOGY CENTER

PAVIA PILOT ELEMENTARY SCHOOL
PAVIA, ILOILO, PHILIPPINES
 DATABASE TRAINING –WORKSHOP ON
MAIL MERGE APPLICATION

Creating Folder/Directory
1. Open Windows Explorer.
2. Click drive (C) to make it active.
3. Click File menu and select New option then click Folder.
4. Then type the appropriate folder/directory name.
5. Then press Enter key to activate the folder/directory.

Creating a file using MS Word and MS Excel

1. Minimize the Explorer.
2. Click start menu and click MS Word.
3. Click File menu and click Save As.
4. A Save As dialog box will open.
5. Click to My Documents and select C and click to your
folder/directory.
6. Click open and click Save button.
7. Then Close the window.
8. Click Start menu again and click MS Excel.
9. Click File menu and click Save As.
10. Click to My documents again and select C and click to your
folder/directory.
11.Click Open and click Save button.
12. Then close the window.

Renaming Folder/Directory
 1. Open Windows Explorer.
2. Click to drive C.
3. Click to your folder/directory.
4. Then Right click and select Rename command.
5. Or click File menu and select Rename command.
6. Type a new file name for the folder/directory.
7. Then press Enter key or click to empty space to activate.

Creating Table with Database

1. Click Start menu and click MS Word.

2. Click Open tool, on the dialog box click to My Documents box and
select C.
3. Click to your folder/directory.
4. Then click Open button.
5. Click to your Word document and click open button.
6. On the menu bar, click to Table.
7. Select Insert-Table and click.
8. Set the number of columns and the number of rows.
9. Then encode the data to create a database.
10.The same procedure is used to make the MS Excel database.

Creating Individual File

1. Open Ms Word and click Save as and type the filename “Individual
File”.
2. Then click to My Documents box and select C.
3. Click to your folder/directory and click open button.
4. Then click Save button.
 5. The individual file serve as the link to the database where the data
reflect as parallel or directly proportional to each other.
6. Create a table or any format that reflects to the database.

Applying Mail Merge Application

1. Open your Individual file located in your drive C folder/directory.

2. Click tools menu on the menu bar.
3. Click Mail Merge Application.
4. A Mail Merge dialog box will open, Click step 1 Main Document.
5. Click Create – Form Letters… See the dialog box below.

6. Then click step 2 Data Source.

7. Click Get Data- Open Data Source. See the dialog box below.

8. Click to your data source the database file.

 9. The Mail Merge application will automatically recall and link all the
data to the Mail Merge Field.
10.Click the Mail Merge Field and click all the field which your have set
from the database.
11.To activate the data on the field click View Merge Data.
12. All of the data from the database will reflect on the Merge Field.
13.The Mail Merge Application now is running.
14. Then click Save button.

Locating Individual data or a person or file

1. Open your database located in your C: folder/directory.

2. To find the data/file/person, click Edit menu and click Find command.
3. Or press CTRL+F to open the dialog box.
4. Then type the name or the full name of the person or about the
data or file you want to locate.
5. Then press Enter Key to look for the file/data/person.
6. The computer will automatically find the data/file/person and it is
highlighted.
7. But if the data could be found, try to press again until the 3rd time.
8. But if there is none the computer will give you a dialog box
confirming that the data/file/person was not encoded.

To locate the data/file/person on the Individual file

1. Open the database and the Individual file.

 2. Locate the file/data/person in your database.
3. Know the number of the file/data/person.
4. Open your individual file and type only the number of the
file/data/person on the Go to record box.
5. Then press Enter key. The computer will automatically give you the
individual data of the file/data/person based on your database.
6. Always Save the file if any correction has been made.

Sorting File (Descending/Ascending)

1. Open your database file.
2. Click on the column which you want to sort for ascending.
3. Then click to Sort Ascending tool. The computer will automatically
sort the data from A-Z or 0-9 or from lowest to highest.
4. To Sort Descending, click also to the column which you want sort
descending.
5. Then click to Sort Descending tool. The computer will automatically
sort the data from Z-A or 9-0 or from highest to lowest.
6. Note: If the cell has no data it will always come first in Sort
Ascending application.

Editing of Files
1. To resize the width of the table, click and hold on the column bar
and drag it to change the width.
2. Use formatting tool bar for some changes on the font, font size or
alignment.
3. Note: When the data in the database will be change, the data also
in the individual file will change because the data were linked or
dependent to the database.
4. Note: If the individual file will not run or the program is not running
there is an error on the database itself, or there is a problem in the
Operating System or there is a cross-linked happened.
5. Remedy: Make a new Individual file and run the Mail Merge
Application again.
6. Note: Any correction has been made always click Save button.
7. Note: To sort file/data/person in the MS Excel file, if one column was
selected only, the data will not go with the sorting application to
each individual file.
8. Remedy: You should highlight the entire data to which you prefer to
be sorted so that all of the data will go with each individual file.
Unlike in the table of the MS Word, if one column only will be sorted
all of the data will go with each individual file/data.