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1 Computers Merit Badge Requirement 4 (Microsoft Office XP)

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1 1 Computers Merit Badge Requirement 4 (Microsoft Office XP)

2 2 Do THREE of the following four options to Requirement 4; print out the results for the instructor a. Use a database manager... Create a troop roster, providing name, rank, patrol, and telephone number of each Scout. A minimum of FOUR Scout records in the database Sort the register by rank, by patrol, and alphabetically by name. b. Use a spreadsheet program... Develop a weekend campout food budget for your patrol. A minimum of FOUR meals and the cost share for EIGHT Scouts c. Use a word processor... Write a letter to parents of your troops Scouts, inviting them to a court of honor. Use the mail merge feature to make a personalized copy of the letter for each family. A minimum of FOUR family records in the database d. Use a computer graphics program... Design and draw a campsite plan for your troop. A minimum of SIX basic elements

3 3 a. Use a database manager... Create a troop roster, providing the name, rank, patrol, and telephone number of each Scout. Sort the register by rank, by patrol, and alphabetically by name. You can do this in Microsoft Access, using a blank database or the Contact Management Wizard Create a table for the data (or edit the fields in the wizard) Create the data records Create queries to sort the data in each order needed Create reports to print the data by rank, by patrol, and alphabetically by name, with your Name and Troop number in the Report Header Print all three reports and turn them in to the Instructor NOTE: This option does not have to be taught during the class due to… The amount of time it takes to build anything in Access The prevalence of TroopMaster and ScoutMate programs Step-by-step instructions ARE provided here for because WE will do this in class, then use the same database for our mail merge in 4c.

4 4 Create database; table wizard Open Microsoft Access and in the dialog Create a new database using select Access database wizards, pages, and projects and click OK In the General tab select Database and click OK Save the file as Troop1000.mdb and click on Create Double-click on Create table by using wizard – the Table Wizard will start – click on Personal Select the Addresses sample table and click on the > button to add fields to the new table Add AddressID, FirstName, LastName, Address, City, StateOrProvince, PostalCode, EmailAddress, HomePhone, BirthDate, and Nickname

5 5 Customize table, enter data Change the Sample Table selection to Plants, add two more sample fields, clicking on Rename Field to rename them as follows: Add Genus, rename it to Rank Add Species, rename it to Patrol Click on Next, accept the table name of Addresses and allow it to set a primary key for you Select Enter data in a form the wizard creates for me and Finish In the displayed form, enter the data for at least four imaginary Scouts from your Troop, two of them brothers (same last name) When finished, save changes to Form1 and accept the form name of Addresses

6 6 Create Queries Click on the Queries panel under the Objects pane Double-click on Create query by using wizard Using the Table: Addresses, click on the >> button to add all fields Then select the AddressID field and click on the < button to remove it Click Next and change the Query Title to Addresses by Name and select Modify the query design, then click on Finish In Design View, drag the FirstName and LastName columns to the left

7 7 Continue modifying queries Click on the Sort property under LastName and set it to Ascending Do the same for FirstName Select View – Datasheet View from the menu bar to see your data The brothers should be sorted alphabetically by last name, THEN by first name File – Save to save the changes Click on File – Save As and save as name Addresses by Rank, and again as Addresses by Patrol There should be three different queries in the Queries pane; select Addresses by Patrol and click the Design icon Drag the Patrol column to the left side of the form and set it to Sort Ascending Save, and switch to the Datasheet View to see your data sorted on Patrol, then on LastName, then on FirstName Next modify Addresses by Rank

8 8 Create Reports Click on the Reports panel under Objects Double-click on Create report by using wizard Using the Query: Addresses by Patrol, click on the >> button to add all fields, then click Next In the Report Wizard, select the field Patrol and click on > to group on it - the report preview will show that it is grouped under Patrol Click on Next and do not set a Sort Order – the Query will already provide that Click on Next and set Layout to Align Left 2 and Orientation to Landscape (see below) Click on Next and set to Corporate style Click on Next and accept the Report Title Addresses by Patrol, then click on Finish to preview the report

9 9 Preview the Report (by Patrol) Print this report out for your instructor If you have extra time, use the Report Wizard to create a report based on the Addresses by Rank query, Grouping on Rank, and Sorting on Patrol This report groups on Rank, but ALPHABETICALLY! To do this correctly, you would need a query sorted on a numerical key

10 10 b. Use a spreadsheet program... Develop a weekend campout food budget for your patrol. Include four meals Show the following for each item Meal, Item name, packaging, quantity, price, total cost Show the following for each meal Subtotal of meal cost Show the following for the campout Total cost of all meals Cost share for eight patrol members

11 11 Create the spreadsheet Create a new worksheet and organize the heading using the Merge and Center icon on the toolbar Then enter items, packaging, quantities, cost (prices) MealItemPackagingQuantityCostTotal BreakfastEggsdozen13.25 Bacon1/2 lb16.25 Sweet rollsdozen16.45 COFFEE10lb Can112.95

12 12 Set up the totals and format the columns for currency In cell F4 type =D4*E4 and press Enter Select the lower right corner of F4 and drag it down to F8 to extend the calculation Type Subtotal in cell E9 Select cell F9, click on the Σ on the toolbar and select cells F4 through F8 and press Enter Select cells E4 through F9 and click on the $ symbol on the toolbar

13 13 Add three more meals and total, then calculate each share Select cells A4 through F9 and copy, then paste to A11 Do this twice more down the sheet (at A17 and A23 in my example), then re-label the meals Lunch, Dinner, and Breakfast. Change the menu items appropriately. In cell E30 type TOTAL and in cell F30 type =F9+F15+F21+F28 (or the correct cell references for YOUR subtotals). In cell F31 type the number of people in the patrol… 8 and label it Scouts or Participants in cell E31 In cell F32 type =F30/F31 and label it Cost share in cell E32 Format cells F30 and F32 as currency.

14 14 Sample Food Budget Check your subtotals, totals, and cost share for math accuracy Make sure that you included your Name and Troop number on the worksheet Print the final copy of your spreadsheet out and turn it in to the instructor

15 15 c. Use a word processor... Write a letter to parents of your troops Scouts, inviting them to a court of honor. At least two short paragraphs long. Create a mail merge data table to be used with the letter. Enter the name and address for four families in a patrol. - or – use your existing Access Database from 4a. Use the mail merge feature to make a personalized copy of the letter for each family. In this classroom we will use Microsoft Word XP and its Mail Merge Wizard to perform these tasks

16 16 Using the Mail Merge Wizard From the Word Menu: Tools – Letters and Mailings – Show Mail Merge Toolbar From the Word Menu: Tools – Letters and Mailings – Mail Merge Wizard From the Mail Merge Pane (Step 1 of 6): Select document type of Letters and Click Next: Select document type to continue. From the Mail Merge Pane (Step 2 of 6): Select starting document Start from a template and Click Select Template. Select Template Contemporary Merge Letter and Create New Document. From the Mail Merge pane Click Next: Select recipients to continue. (Step 3 of 6) Select Use an existing list and Click on Browse

17 17 Select an existing Access Database From Select Data Source set Files of type: to Access Databases. Select the troop2003.mdb file you created for requirement 4a. Select Table Addresses by Name from the list. Mail Merge Recipients, keep all records selected and Click on OK. In the Mail Merge Pane it will show Currently, your recipients are selected from: [Addresses by Name] in *.mdb

18 18 Write your Letter From the Word Menu: Tools – Letters and Mailings – Show Mail Merge Toolbar From the Word Menu: Tools – Letters and Mailings – Mail Merge Wizard From the Mail Merge Pane (Step 1 of 6): Select document type of Letters and Click Next: Select document type to continue. From the Mail Merge Pane (Step 2 of 6): Select starting document Start from a template and Click Select Template. Select Template Contemporary Merge Letter and Create New Document. From the Mail Merge pane Click Next: Select recipients to continue. (Step 3 of 6) Select Use an existing list and Click on Browse

19 19 Create the Database In the Create Data Source dialog box, select the field in Field names in header row: and click on the Remove Field Name button to remove JobTitle, Company, Country, HomePhone, and WorkPhone from the table Save the document as Troop List.doc Next, click on Edit Data Source In the Data Form, add the Title Parents of (to all records) and fill in a complete name and address for yourself, then click on OK Click on Add New to add three more records for imaginary boys in your troop (use the same Title: Parents of in each record)

20 20 Add merge fields to the Letter In the Letter, change the Company Name Here heading to be Troop (your Troop number) and fill in the line that reads [Click here and fill in return address] to your own or your troops address Click on the [Click here and type recipients address] line and using the Mail Merge toolbar Insert Merge Fields pull-down, add the fields: Title space FirstName space LastName Address1 Address2 City comma space State space PostalCode Change the line that reads [Click here and type your name] to your full name Change the line that reads [Click here and type job title] to your Troop position, such as Troop Scribe Change the line [Click here and type slogan] to THE slogan The result should look like the example shown to the right

21 21 Do the Merge! Test the merge fields by clicking on the > button in the Mail Merge Toolbar and using the arrows to move through the records; the merged address should display: SAVE THE DOCUMENT Click in the Mail Merge Toolbar on the Check for Errors button, select Complete the merge, pausing to report each error as it occurs. and click on OK Review the new document created as Form Letters1 that should have four separate pages, one addressed to each family. SAVE, THEN PRINT THIS DOCUMENT Turn a complete set of merged letters in to the Instructor

22 22 The Resulting Merged Letters should look a lot like this…

23 23 d. Use a computer graphics program… Design and draw a campsite plan for your troop. Show the major elements of a campsite: Tents Cooking areas Wood lot (Axe yard) Water source Terrain features Entrance, etc.

24 24 Primitive Example with Paint Simple, but it shows all of the major elements of a campsite: Wood lot Water pipe Cooking area and fire ring Bridge over creek Forest Tents Entrance ADD YOUR TROOP # AND NAME TO IT

25 25 Set to Landscape and Print Did you remember to add your Troop Number and Name to the drawing??? From the menu bar select File – Print In the Print dialog box select the Layout tab Change the Orientation to Landscape Click on the Print button Turn the printout in to your instructor

26 26 Campsite Plan done in Microsoft Visio


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