What is a Database?

A Database is a file created on a computer that keeps track of large amouts of information which can be sorted to quickly locate whatever information is needed. This information can be in the form of numbers or text. For example, the school keeps information about students in a database and can sort the information to show all the volleyball players or all the students who have not paid their activity fees.

What are we going to do?

We are going to make a database of our friends. It must include 10 records with 4 fields. One field must be "last name" and one field must be "first name." The other two fields you get to choose.  

How do I create a database?

•Simple. First of all you need some friends. (So make some now, I'll wait...).

•After that, open up the database program.  Usually, the first thing it asks is for you to enter the field names, such as last name, age, email address, birthday, phone number, favorite color, or whatever.  Click create after you type in the name of each field. When you are done, click done and now you are ready to start putting in the infomation for each of your friends.  Just click in the field you want to input the info into and type it in. All the information about one person is called a record. Remember, you need 10 records.

•To input information into your database and to view your database, you need to be in the "Browse Mode." To put more space between records, add graphics, color fonts, etc., you need to go to the "Layout Mode." So, now make it look nice. Here is an example:

The next step...

Did you ever wonder why you get so much junk mail at home? Well, it is because of databases. With a database, it is very easy to personalize letters in bulk. For example, you only need to write one letter, but you can send that letter to everyone in your database with their personal information in it!

How do I make a mail merge letter?

•First, open a word processing document and start your letter. Go to the File Menu and choose "Mail Merge." You must then select the database you want to use. When you do, the mail merge window appears and shows all of the fields you have created.

•Whenever you want to insert personal information into your letter, instead of typing it in, you insert the field you want. Here is an example:

The brackets indicate the inserted fields. You must put in spaces and punctuation just as you normally would.

•When you are finished, the letter will actually read Congratulations Tina Arend! The second letter has the information from the person in your second record, etc. To view the finished letters, click "Merge" in the mail merge window and show them all in one document. Read through the letter to make sure you did it correctly! Here is an example:

Turning in your database and mail merge letter.

Make a folder and name it "Your last name, first name, DB." Put your records and mail merge letter inside it and turn it in. That's it--you're done!