Communicating through Databases/ Intergrating Databases into WordProcessing Documents

Target Curriculum: Computer/Technology

Target Grade: 7 - 8

SOLs: C/T.GR8.1  
Time: 2 class periods

Objective:
Students will create a database by defining fields and entering data.
Students will use the sort and filter features of a database.
Students will intergrate a database into a word processing document using Print Merge.
Students will identify various uses for a database and the intergration of a database into a word processing document.

Purpose:
The purpose of this lesson is to demonstrate to student how to create a database and intergrate that database into a word processing document

Materials:
Computer Lab with access to database and word processing programs.
Set of data for students to input into database

Procedure:
Introduce Databases
A database is used in many ways. Some people use a database to create address books, lists or reports. In our class today, we are going to create and address book.

Create a list of data for students to input into their database:
Example:
Fields: Name Address City State
Joe 3 Oak St. Poquoson VA
Sara 2 River Rd Yorktown VA
Billy 34 Main St. Houston TX
(you can create a list to suit the amount of time you have in your class)

For the purpopse of this activity, we will be using the database located in Microsoft Works. I like to use MS Works because it contains a wordprocessor, spreadsheet, and database program.
1.Open MS Works, choose Works Tools, and then select Database.
2. At this point we need to give each field a name. A field is like the column header.
Field 1 will be Name ( after you type in "Name" then click the "Add" button, this will take you to the next field.
Field 2- rename as address
Field 3- rename as city
Field 4- rename as state (once you have entered the last field, instruct student to click on the add button and then done. Notice how only the fields you created are visible.

3. Now student are ready to input the data into their database. Students may adjust the size of the columns and row by clicking between fields and dragging to make the cells larger. Students will input the data the teacher has supplied into their database. Once students have finished have them save their document for safety.

4. Once the document is complete, the instructor may then show students valuable tools like the sort and filter feature.
Sort: Using the sort feature will allow students to put their data in order according to Name, address, city, and/or state. For example, instruct students to click on the menu bar labeled Record. Under record their is the option to sort. When you choose sort, it will then allow you to choose the field or fields you wish to sort by. I would suggest you have them sort by state and then by city. This will take the data and group it by city and then state. So, now matter what order you type it in, you can have the data in the format you desire. This would be a good time to explain by telling the students we often add people to our address book and this sort feature makes it easy to keep all of your names in alphabetical order.
Use the sort feature several times by adding information so the students can see the purpose of this tool. Once they have mastered this, move on to the filter feature. To get back to all of the records, select "Records" on the menu bar and choose "show" "all records"
Filters: Creating a filter in a database is similiar to using a coffee filter or oil filter. It seperates the materials so that you only have the things you need. A filter in a database does the same thing. Lets say we had a database that contained all of the students in the 6th, 7th , and 8th grades. But, for our purpose we only need the 7th graders. We can create a filter so that the only data that shows are the 7th graders. Show students how to create a filter in the database they have created. You can choose a particular city or state that you want to show.
To create a filter, choose the "Tools" choice on the menu bar and then select filters. The first item that appears is a filter name. You can keep this as filter 1 or change it. After you select a filter name, you must then define the filter. First choose the field you want to use to creat the filter. I suggest creating a filter so that you can see all of the people that live in "Poquoson" ( or a city of your choice). So, under field, choose city. Next you need to choose what type of comparison you want to use. I suggest "is equal to" this will select all of the cities under the field city that are equal to,.... this is where you choose the "compare to" (type in Poquoson)
So your definition will create a filter where the data that is showing is only those people who live in the city of Poquoson.
You may get back to all of your records by choosing Records--show--all records.
(Practice this before presenting lesson to students, it is very user friendly)

Whew!! All that just to create a database, now we can intergrate a database into a word processing document.

Introduction: There are many situations in which you need to send letters or flyers to several people in your address book. However, because we may need to individualize each of these letters, many of use retype the letter using different names. Well, there is a way in which we can type the letter once and have it individualized to each person in our address book. Many businesses use this feature. This is called Print Merge
First, make sure students have saved their database. At this point, on the File menu choose new, and then select the word processor. Once you are in a new document we can create our letter. Here is an example:
Type: I am writing this letter to, (then space once and on the INSERT menu choose DATABASE FIELD. Click Use a different database and select your database, then double click on Name and close out of the database. Your WP document should look like this so far..
I am writing this letter to, «person» to update our census information. Please verify that you live at,( space and then select INSERT - Database Field--click use a different database and choose the one you have created, then double click on address. Close the database and check to see if you wp document looks like this...
I am writing this letter to, «person» to update our census information. Please verify that
you live at «address»
Continue in your document by typing
...in the city of continue same process as above, but select "city" then "state"
I am writing this letter to, «person» to update our census information. Please verify that
you live at «address» in the city of «City».

You can stop here for now, to begin the process of mail merge. Imagine you work for the census committe and you must send this letter to all of the names in your database.
Process: Save and close both docements.
Open your Word Processing Document and choose Print under the File menu. ** Be sure there is a check mark in the box labeled "print merge". Click the preview button on your screen to see the results. Click OK to preview all the records. Zoom in to view and click next to get to the next page. Notice we did not even have to open our database.
We made it!!

Observations:
Observe student to make sure they input data into their database and word processing document correctly. Monitor class as the lesson goes on.

Conclusions:
This is a valuable lesson because technology is everywhere, and it is growing. Knowing how to create a database will in the long run make life a little easier for us. As you can see, knowing how to intergrate the various programs might make your job a little easier too.

For Your Information:
This lesson has been a great teaching tool for advanced word processing and beginnig spreadsheets.

Extension:
Students can create larger databases and for a project, teachers can assign writing assignments to involve the intergration of a word processing document and database.

Class Discussion Questions:
In what other occupations could we use word processing, databases, print merge?