Task 8

Instructions: The following task is to be submitted to your teacher in one of the two ways described below.

To return work by email

To return work by mail

To save and finish later

Review of Using Information Systems

This task encompasses many of the procedures involved in maintaining information systems in the office. It will rely on paper based and electronic methods.

 

You work for Swaggies in the Administration Department. It is your responsibility to maintain their information systems - both paper based and electronically. You may find it necessary to refer to the:

 

Swaggies Policy and Procedures Manual

p 45   p 51-52   p 53

Office Records   Electronic File Management   File Log Sheet

 

Step 1

Go to the Swaggies List of Franchises here

 

Consider how they have been classified. What method or methods have been used? Take care!!

 

Step 2

Go to database file: Franchises.doc

 

a) What kinds of information are kept in this file?

 

b) List 4 instances when this information would be accessed.

 

Step 3

 

Swaggies has a new franchise in Queanbeyan, NSW. Your task is to up-date the Franchise List

 

Instructions for Updating the Franchise List - using the Mail Merge feature in Word (Microsoft Office XP - Word 2002) If you have another version of Word you may need to seek assistance from Microsoft Word Help.

• Access the franchises data table here

• You will be prompted to open or save the document - choose Save and save the document in your Business Services folder.

• After the download is complete, choose the option to Open the document

• Add the data for the new Queanbeyan store - create your own data eg. address, telephone no, Manager etc. - it is very important that you follow the same format as the previous entries - eg. Capital letters, numbers and spaces as the final list will not be uniform.

• Save your document

• Access the franchise list document here

• You will be prompted to open or save the document - choose Save and save the document in your Business Services folder.

• After the download is complete, choose the option to Open the document

• Select Tools => Letters and Mailings => Mail Merge wizard

• The Mail Merge wizard panel appears on the right of your franchise list document - look at the panel - be sure to read all the text - make yourself familiar with the process.

• Select 'directory' as the document type

• Click 'Next' at the bottom of the panel

• Select 'Use the current document' as the starting document

• Click 'Next' at the bottom of the panel

• Select 'Use an Existing List' from Selecting Recipients

• By default the program should choose Franchises.doc as the Existing List - check this. If Franchises.doc is not selected then browse for the Franchises.doc in your Business Services folder.

• Click 'Next' at the bottom of the panel

• The directory does not need to be arranged

• Click 'Next' at the bottom of the panel

• Preview you data entry - (recipient 8)

• Click 'Next' at the bottom of the panel

• Mail Merge is ready to produce your directory to new document

• Click on 'To new document'

• Save this document

• Excellent - you have succeeded in creating a mail merge document - well done!

Don't forget to email or send this file too.

 

 

return to Topic 3