Perform Microsoft Access and AG Basic Officer Leader Course Perform Microsoft Access and Mail Merge Functions Army Regulation 623-3 Personnel Evaluation Evaluation Reporting System Headquarters Department of the Army Washington, DC 31 March 2014 UNCLASSIFIED SHOW SLIDE 1: PERFORM MICROSOFT ACCESS MAIL MERGE ADMINISTRATIVE DATA: Academic Hours/Methods 0 hr/5 min Introduction 0 hrs / 40 min Conference / Discussion 2 hrs / 25 mins Practical Exercise 0 hr/5 min Summary 3.5 hrs Total Hours INTRODUCTION: Method of Instructions: Conference / Discussion Instructor to Student Ratio: 1:36 Time of Instruction: 5 mins Media: Large Group Instruction Throughout this lesson, solicit from students the challenges they experienced in the operational environment (OE) and what they did to resolve them. Encourage students to apply at least one of the critical variables: Political, Military, Economic, Social, Information, Infrastructure, Physical Environment and Time (PMESII-PT). INSTRUCTIONAL GUIDANCE. NOTE: Motivator: As an S1 you will be expected to be the “go to person” on all officer correspondence, administrative and personnel actions. It is important for the S1 to have an understanding knowledge Microsoft Office and all the tools they offer into making their job easier while assisting the Commander. During this lesson students will work in Microsoft Office, Excel, and PowerPoint. They will learn how to utilize mail merge, which will be a vital tool when making address labels, uniformed memos for Birthdays, Condolences or Congratulatory, and envelopes. In Microsoft Excel Soldiers will learn the basis of Excel, creating graphs, and using pivot tables in Excel. Soldiers will learn the basis of PowerPoint by creating a slide show customizing the Master Slide, and how to change transition speed within the slide show. July 2016

Terminal Learning Objective TERMINAL LEARNING OBJECTIVE: TTT Terminal Learning Objective TERMINAL LEARNING OBJECTIVE: Action: Perform Microsoft Access and Mail Merge Functions Conditions: In a classroom environment, given access to a computer with internet access, Microsoft Office® software, a printer. and awareness of Operational Environment (OE), variables, and actors. Standard: With a minimum of 70% accuracy, students must successfully complete Microsoft Office computer-based training and practical exercises for: 1. Create an Access Database 2. Perform Word Mail Merge LESSON OUTCOME This lesson provides an overview of Microsoft Access databases and Word Mail Merge. At the conclusion of this block of instruction, students will be able to perform basic Microsoft Access and Mail Merge functions. 21ST CENTURY SOLDIER COMPETENCIES: Teamwork and Collaboration Communication and Engagement Tactical and Technical Competence SHOW SLIDE 2: TERMINAL LEARNING OBJECTIVE NOTE: Inform the students of the Terminal Learning Objective (TLO), 21st Century Soldier Competencies, and Lesson Outcomes. SAFETY REQUIREMENTS. In a training environment, leaders must perform a risk assessment in accordance with DA PAM 385-30, Risk Management. Leaders will complete a DD Form 2977 DD Form 2977 DELIBERATE RISK ASSESMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation 350-29.   RISK ASSESSMENT LEVEL. Low. ENVIRONMENTAL STATEMENT. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL- RELATED RISK ASSESSMENT. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL-RELATED RISK.  EVALUATION: You will be evaluated at the end of the block of instructions. Students must achieve a 70% to obtain a passing score on practical exercises. INSTRUCTIONAL LEAD-IN. Understanding Microsoft Access and Mail Merger’s relationship with other HR Core Competencies and Key Functions is critical to your success as an HR Professional. This lesson provides an overview of doctrinal responsibilities, philosophies, and objectives for performing Microsoft Mail and Mail Merger. These Soldiers display a progression of competencies and attributes in the following general learning outcomes: (1) Professional Competence (2) Team Building (3) Lifelong Learning 21st Century Soldier Competencies are outlined in Appendix C of TRADOC Pamphlet 525-8-2 (The U.S. Army Learning Concept for 2015) are general areas of competence or attributes required by Students and leaders to prevail in complex, uncertain environments. Together, they provide a foundation for operational adaptability.

SHOW SLIDE 3: ACCESS NOTE: Ask students if they have ever access “Access”. Ask them to share there experiences.

Microsoft Access – Overview Microsoft Access is primarily a database storage file and supports a variety of standard field types. Includes a query interface, forms to display and enter data, and reports for printing. Databases can be placed on a network and have multiple users share and update data without overwriting each other’s work. SHOW SLIDE 4: MICROSOFT ACCESS-OVERVIEW Learning Step/Activity 1. Create an Access Database Method of Instruction: IMI Instructor to Student Ratio: 1:36 Time of Instruction: 20 min - Microsoft Access is primarily a database storage file and supports a variety of standard field types. - Includes a query interface, forms to display and enter data, and reports for printing. - Databases can be placed on a network and have multiple users share and update data without overwriting each other’s work.

Basic Terms and Concepts Building a Database Spend the time to understand database design! Basic Terms and Concepts Relational databases - A database in which data is divided into tables, which are kind of like spreadsheets. Each table has just one subject, such as customers (one table) or products (another table). Records and fields - Storage for the discrete data in a table. Rows (or records) store each unique data point, such as the name of a customer. Columns (or fields) isolate the information being captured about each data point into the smallest possible unit—first name might be one column and last name might be another. Primary key - A value that ensures each record is unique. Parent-child relationships - Common relationships between tables. SHOW SLIDE 5: BUILDING A DATABASE Relational databases - A database in which data is divided into tables, which are kind of like spreadsheets. Each table has just one subject, such as customers (one table) or products (another table). Records and fields - Storage for the discrete data in a table. Rows (or records) store each unique data point, such as the name of a customer. Columns (or fields) isolate the information being captured about each data point into the smallest possible unit—first name might be one column and last name might be another. Primary key - A value that ensures each record is unique. Parent-child relationships - Common relationships between tables.

Design Steps Step 1 - Determine the purpose of your database. Step 2 - Find and organize required information. Step 3 - Divide information into tables. Step 4 - Turn information into columns. Step 5 - Specify Primary Keys SHOW SLIDE 6: DESIGN STEPS Step 1 - Determine the purpose of your database. Step 2 - Find and organize required information. Step 3 - Divide information into tables. Step 4 - Turn information into columns. Step 5 - Specify Primary Keys

Naming Fields, Controls & Objects Names of fields, controls, and objects in Microsoft Access desktop databases: Can be up to 64 characters long. Can include any combination of letters, numbers, spaces, and special characters except a period (.), an exclamation point (!), an accent grave (`), and brackets ([ ]). Can't begin with leading spaces. Can't include control characters (ASCII values 0 through 31). Can't include a double quotation mark (") in table, view, or stored procedure names in a Microsoft Access project. SHOW SLIDE 7: NAMING FIELDS, CONTROLS & OBJECTS Names of fields, controls, and objects in Microsoft Access desktop databases: Can be up to 64 characters long. Can include any combination of letters, numbers, spaces, and special characters except a period (.), an exclamation point (!), an accent grave (`), and brackets ([ ]). Can't begin with leading spaces. Can't include control characters (ASCII values 0 through 31). Can't include a double quotation mark (") in table, view, or stored procedure names in a Microsoft Access project.

Tables Fields have different types of data, such as: Record Field Value Table and field properties Table relationships Keys Primary key Foreign key Relationships SHOW SLIDE 8: TABLES Fields have different types of data, such as: Record Field Value Table and field properties Table relationships Keys Primary key Foreign key Relationships

Relationships There are three types of relationships between tables: One-to-one. When each item in each table only appears once. One-to-many. When one item in one table can have a relationship to multiple items in another able. Many-to-many. When one or more items in one table can have a relationship to one or more items in another table. SHOW SLIDE 9: RELATIONSHIPS There are three types of relationships between tables: One-to-one. When each item in each table only appears once. One-to-many. When one item in one table can have a relationship to multiple items in another able. Many-to-many. When one or more items in one table can have a relationship to one or more items in another table.

Queries In Access, queries are like questions that you ask to find related, even very specific, information in your database. A query is a database object. A query does not store data. A query displays data that is stored in tables and makes it available to work with. Queries can be reusable. Queries can also be used to delete data SHOW SLIDE 10: QUEERIES In Access, queries are like questions that you ask to find related, even very specific, information in your database. A query is a database object. A query does not store data. A query displays data that is stored in tables and makes it available to work with. Queries can be reusable. Queries can also be used to delete data

Check on Learning Q. What are the five basic steps for designing a database? Step 1 - Determine the purpose of your database. Step 2 - Find and organize required information. Step 3 - Divide information into tables. Step 4 - Turn information into columns. Step 5 - Specify Primary Keys. CHECK ON LEARNING Q. What are the five basic steps for designing a database? Step 1 - Determine the purpose of your database. Step 2 - Find and organize required information. Step 3 - Divide information into tables. Step 4 - Turn information into columns. Step 5 - Specify Primary Keys.

SHOW SLIDE 12: WORD NOTE: Ask students how much experience they have with this program.

Microsoft Word – Mail Merge Mail merge is a process to create personalized letters, pre-addressed envelopes or mailing labels. Mail merge allows you to perform mass mailings from a form letter (Word document) which contains fixed text and variables. SHOW SLIDE 13: MICROSOFT WORD – MAIL MERGE Learning Step/Activity 1. Perform Microsoft Word Mail Merge Method of Instruction: IMI Instructor to Student Ratio: 1:36 Time of Instruction: 20 min Introduction: Explain to the students the importance of Mail Merge on Microsoft Word, and how it will be helpful as the Executive Administer Assistant position. Allow 15 minutes to turn computers on and familiarize themselves with Microsoft office. Inform students they have 1 hour to complete this lesson. Have students save their work of completion. What is Mail Merge? The Mail Merge feature requires a Main Document and a Data Source. Combining these two saves time and effort. When using the mail merge feature you can: Send letters, emails having the same information to several people simultaneously. You can Print name addresses on envelopes or print labels using the information stored in the Outlook Address book or information stored in an excel file. The Mail Merge feature is to send an invitation letter to a group of people. The main document will be a letter, the data source is an excel file which contains information such as NAME, Designation, Department, Residential Address, City and State for each individual in the group. Step 1: Launch Word 2013 Step 2: Open Main Document Step 3: Click on Mailings Step 4: Click on Start Mail Merge (Note: in this step, you will be selecting the Main Document Type. You are presented with several options such as letters, envelopes, email messages, labels and many more. Also Note that if the student uses the Step by Step Mail Merge Wizard, It will take them by steps on making letters, envelopes, email messages, and labels. This tool is helpful for those that are not familiar with mail merge.

Mail Merge – Select Document Type SHOW SLIDE 14: MAIL MERGE – SELECT DOCUMENT TYPE Step 5: Select Desired Document Type from the list (for demonstration purposes, select Letters from list)

Mail Merge – Select Recipients SHOW SLIDE 15: MAIL MERGE – SELECT RECIPIENTS Step 6: Select Recipients (Note in this step, you will be selecting Data Source. You are presented with 3 options which includes: Type a new listing(select this option of you don’t have any data source), Use existing list, and choose from outlook contacts. (Note: for this training purpose, we will be selecting USE an existing list. The data source we have used is in the form of an excel file (Named E3 Address) Step 7: Select Use and Existing file (a dialog box opens, browse and open the target excel file (Data Source) which has the information that needs to be merged.

Mail Merge – Match Fields SHOW SLIDE 16: MAIL MERGE – MATCH FIELDS Step 8: Click on Match Fields (This is an important step. You need to select the right recipient field list for the corresponding address field component)

Mail Merge – Merge Fields SHOW SLIDE 17: MAIL MERGE – MERGE FIELDS Step 9: Position the cursor in the Main Document where you want to insert Merge Field Step 10: Click on Insert Merge Fields and select the Merge Field you want to insert in the document (repeat the 9-10 steps to add more merge fields in the main document

Microsoft Word SHOW SLIDE 18: MICROSOFT WORD Step 12: Select Any option from the list that corresponds to your desired output. Since, we want to print invitation Letters, we will select print Documents. Print all is the default options selected in the pop-up dialog box. Specify the range of records if you want to print invitation letters for selected records. (Note: in this step, the records refers to each individual record in the Data Source Step 13: Print Dialog box opens, Click on OK to print the invitation letters. Inform the students that if they need the extra help in Mail Merge that they can always use Mail Merge Wizard which is a 6 step process that guides the user along the way. Mail Merge wizard can be located under Start Mail Merge and will be the last option Step-by-Step Mail Merge Wizard. Once a step has been completed the user will be prompted to click Next step at the bottom of the wizard. This gives the user the option to go to previous or next step. The Microsoft wizard gives the user the options on what document to select such as: Letters, Email Messages, Envelopes, Labels and Directory. Once the user chooses the type of document it would like to use then proceed onto the next step. Have the Soldiers familiarize themselves with the Mail Merge Wizard.

Check on Learning Q: What is Mail Merge? Q: How can you use Mail Merge as an Executive Admin Assistant? Q: What are the typical data sources used for Mail Merge? Q: How can take Microsoft Word and incorporate it into your normal business practices? Q. What are some “best practices” for using Word?? SHOW SLIDE 19: CHECK ON LEARNING NOTE: Ask the following questions: Q: What is the Microsoft program where mail merge is located? A: Microsoft word Q: What is mail merge? Mail merge is a process to create personalized letters, pre-addressed envelopes or mailing labels Mass mailings from a form letter-a word processing document which contains fixed text and variables Q: What are some of the common military office products produced in the Microsoft Word program? Memorandums, Labels, Envelopes, Q: You can take Microsoft word and incorporate it into your normal business practices. True or False

Terminal Learning Objective TERMINAL LEARNING OBJECTIVE: TTT Terminal Learning Objective TERMINAL LEARNING OBJECTIVE: Action: Perform Microsoft Access and Mail Merge Functions Conditions: In a classroom environment, given access to a computer with internet access, Microsoft Office® software, a printer. and awareness of Operational Environment (OE), variables, and actors. Standard: With a minimum of 70% accuracy, students must successfully complete Microsoft Office computer-based training and practical exercises for: 1. Create an Access Database 2. Perform Word Mail Merge LESSON OUTCOME This lesson provides an overview of Microsoft Access databases and Word Mail Merge. At the conclusion of this block of instruction, students will be able to perform basic Microsoft Access and Mail Merge functions. 21ST CENTURY SOLDIER COMPETENCIES: Teamwork and Collaboration Communication and Engagement Tactical and Technical Competence SHOW SLIDE 20: TERMINAL LEARNING OBJECTIVE NOTE: Inform the students of the Terminal Learning Objective (TLO), 21st Century Soldier Competencies, and Lesson Outcomes. 3. Learning Step / Activity 3. Practical Exercise #1 Method of Instruction: Practical Exercise (Performance) Instructor to Student Ratio: 1:36 Time of Instruction: 25 mins Media: Individualized, self-paced Instruction 4. Learning Step / Activity 4. Practical Exercise #1 Review Method of Instruction: Conference / Discussion Time of Instruction: 5 mins Media: Large Group Instruction 5. Learning Step / Activity 5. Practical Exercise #2 Time of Instruction: 40 mins   6. Learning Step / Activity 6. Practical Exercise #2 Review 7. Learning Step / Activity 7. Practical Exercise #3 8. Learning Step / Activity 8. Practical Exercise #2 Review Time of Instruction: 10 mins SUMMARY FEEDBACK REQUIREMENTS: Feedback is essential to effective learning. Schedule and provide feedback on the evaluation and any information to help answer students’ questions about the test. Provide remedial training as needed.