Implementation report For Forms
Main menu Form
For me to design a main menu page I need to open Microsoft access first and then after I have opened Microsoft access I need to open my database, after this I clicked on create form in design view.
Appendix 1
Appendix 1 shows the form in design view; you can manually design your form by going on create form in design view.
Appendix 2
Appendix 2 shows that I am going to auto format my form so that the style looks different and it looks more professional
Appendix 3
Appendix 3 shows the auto format wizard of the form this lets me decide what format and style I want the form to be like this will make the form look more attractive and therefore would be more appealing to the user
Appendix 4
This is how my form looked in design view when I finished the auto format.
Appendix 5
Appendix 5 shows that I added a title by first adding a textbox and then writing in the appropriate title, and then I changed the font and the style of writing.
Appendix 6
Appendix 6 shows that I inserted the pictures either side of my title to make the form stand out and look more colourful.
Appendix 7
Appendix 7 shows how I created a command button to link to my loans form, I first need to open the command button wizard, this wizard is shown in appendix 7, and I then clicked on open form
Appendix 8
Appendix 8 shows that I chose the loans table open up as a form when I click on the command button.
Appendix 9
Appendix 9 shows that I renamed my command button as loans so that it would be recognisable that the loans form would be opened.
Appendix 10
Appendix 10 shows that when the command button wizard was finished a button appeared as loans which would then link to the loans page.
I then did the same for the members' page and the videos page so at the end my main menu page looked like this:
Appendix 11
Appendix 11 shows that I even added an exit button on my main menu to make my system exit safely and save any changes. I also resized the command buttons so that the display of the main menu would look attractive and professional.
Loans Form
To make the loans form I firstly had to open Microsoft access where my database was saved and click on the forms tab and then click on 'create form by wizard'
Appendix 12
Appendix 12 shows that when I clicked on the tab 'create form by using wizard' the following wizard appeared asking me to choose the table I want the form to contain , so I clicked on loans, because I wanted to make the loans form.
Appendix 13
Appendix 13 shows that the wizard then asked me what layout I wanted the form to be, so I clicked on columnar as this would make the form easier to understand for the user
Appendix 14
Appendix 14 shows that when I clicked next the wizard asked me to choose what style I would like the report to be, I chose the same style as the main page as this would make the database look more professional and appealing.
Appendix 15
Appendix 15 asked me to name the form so that it would make it easier for me to refer back to it
Appendix 16
Appendix 16 shows how my form looked after I clicked on modify the forms design
Appendix 17
Appendix 17 shows the form after I made a few changes.
Appendix 19
Appendix 19 shows that I added the same title and format of the writing as the main page so that the system would look professional; I also added the same pictures as the main page to make it look even more professional
Now that the layout of the form had been created I had to add command buttons to do specific jobs to make the job easier for Mr Patel, as the whole system would be put on these forms
Appendix 20
Appendix 20 shows that I needed to create a command button to add new loans so I opened the button command wizard and clicked on add new record, as I wanted to add new loans
Appendix 21
Appendix 21 shows that the wizard asked me if I wanted to name the command button or I wanted to use a picture for the command button. I decided to use text instead of picture as this would be easier for the user to understand, if I used the picture the user might think that it would be something else.
Appendix 22
Appendix 22 shows that the command button was added I resized the command button to an appropriate size so that it would look appealing to the user
I then worked through the wizard and did the same for the 'save loan' and delete loan command buttons, it would be the same procedure but selecting different things, which would be appropriate for the appropriate command button.
Appendix 23
Appendix 23 shows how my loans form looked after I inserted the other command buttons.
Appendix 24
Appendix 24 shows the wizard for creating a command button which allows you to preview reports, as Mr Patel wanted to know the overdue videos and this would pick out for him which members have overdue videos.
Appendix 25
Appendix 25 shows that I chose the overdue videos report, because I am creating a command button for this.
Appendix 26
Appendix 26 shows that I renamed the command button Overdue Loans as this would make the user aware what this command button would do.
Appendix 27
Appendix 27 shows that when the wizard for creating the command button had finished the command button was inputted on the form, as you can see.
Appendix 28
Appendix 28 shows that when I clicked on the command button a parameter query question came up on the screen asking me for today's date.
Appendix 29
Appendix 29 shows the report of overdue records that came up when I entered today's date.
I did the same for the other two reports which were 'unpaid loans' and 'videos out on loan'
Appendix 30
Appendix 30 shows the video's form when I finished inserting the 2 reports in the database.
Appendix 31
Appendix 31 shows the finished loans system, I added a few more buttons which would make my system work at ease for the user, I added a 'back' button which would take me back to the main page, this feature can be very useful at times.
Members Form
To make the form for the membership information on Microsoft access, I had to open up my database, and then click on the forms tab and then double-click on 'create form by using wizard'.
Appendix 32
Appendix 32 shows that When I double clicked on 'create form by using wizard' a form wizard came up asking me to choose what table/query I want the form to be so I clicked on the lookup/dropdown menu, and I selected the members table, and a list of fields came up under 'available fields' so I selected all of the fields, when all of the fields were selected I pressed the next button..
Appendix 33
Appendix 33 shows that the wizard asked me what layout I would like the form to be, so I selected the columnar layout as this would be easy to understand for the user and also it would look a lot more professional. Then I pressed next
Appendix 34
Appendix 34 shows that when I pressed next, the wizard asked me what style I would like the form to be. I chose expedition as I thought this looked attractive and also looked very professional.
Appendix 35
Appendix 35 shows that the wizard asked me what I wanted the formed to be called, I simply called it members, so that the user would understand what the form is about, and the wizard also asked me if I wanted to modify the forms design, so I clicked on that tab, because I wanted to modify the forms design.
Appendix 36
Appendix 36 shows the design of my form at first when the wizard was completed, at the moment the form doesn't look appealing, so I am going to change the design of the form, add command buttons etc.
Appendix 35
Appendix 35 shows the button command wizard for adding a new member; this command button would be very useful, as this would save Mr Patel the time and effort of going back to the members table and adding a new member manually. I then clicked on record operations, and then highlighted 'add new ...
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Appendix 36
Appendix 36 shows the design of my form at first when the wizard was completed, at the moment the form doesn't look appealing, so I am going to change the design of the form, add command buttons etc.
Appendix 35
Appendix 35 shows the button command wizard for adding a new member; this command button would be very useful, as this would save Mr Patel the time and effort of going back to the members table and adding a new member manually. I then clicked on record operations, and then highlighted 'add new record' as this would allow me to add a new member.
Appendix 36
Appendix 36 shows that the wizard asked me whether I wanted to name the command button or put a picture for the command button, I decided to name it instead of putting a picture on as this would make it easier to use for the user, as he would know what each command button does, whereas with a picture he might not understand what the button might do. I named the command button 'add new member.'
Appendix 37
Appendix 37 shows the form when the command button was added
I then worked through the command button wizard again and added two more extra buttons; 'save member' and 'delete member' this would be very useful to Mr Patel if he wanted to delete old members and save new members. I also resized the field boxes so that it would be an appropriate size. I also added the title and the name of the business, and also added pictures to make this part of the system look attractive
Appendix 38
Appendix 38 shows the layout of my form after I made some changes to it.
I then needed to add a command button that would let me print off the membership card for my system.
Appendix 39
Appendix 39 shows that for me to add a command button for letting me print off my membership card, I needed to select the category 'report operations' and then select the action of printing the report.
Appendix 40
Appendix 40 shows that when I pressed the next button the wizard asked me to choose which report I wanted to print off, so I selected the 'labels verify member' report, this is the membership card label.
Appendix 41
Appendix 41 shows that the wizard asked me to name the command button, so I named it 'print off membership card' as this would tell the user what this button does.
Appendix 42
Appendix 42 shows that the command button has appeared on the form
Appendix 43
Appendix 43 shows that when I pressed the 'print membership card command button' it printed off the membership card and it also verified the member by inputting their telephone number.
This is how my loans page/form looked at the end when I finished the layout of the form, added all the buttons necessary etc. I also added a 'back' button which would allow me to go back to the main page this would be very useful to Mr Patel.
Videos form
I needed to create a form for the videos.
Appendix 44
Appendix 44 shows that the form wizard appeared on the screen when I clicked on' create form using wizard, I then selected all the available fields from the videos table and put all of them in the 'selected fields' as you can see.
Appendix 45
Appendix 45 shows that when I clicked next on the form wizard the wizard then asked me what layout I would like the form to be, I then selected columnar, as this would be very easy to manage and edit for the user, and it also looks professional.
Appendix 46
Appendix 46 shows that when I pressed next on the wizard, it asked me what style I would like the form to be, so I selected expedition, as this looks very attractive and professional, another reason why I chose this is because I chose this style for my main page and therefore I needed to make the style of every page the same to make it look professional.
Appendix 47
Appendix 47 shows that when I pressed next, the wizard asked me to name the Videos form, so I named it videos so that the user knows what the form is about. The form also asked me if I wanted to modify its design so I did that as well.
Appendix 48
Appendix 48 is the videos form in design view before any thing was added or changed it looks very boring as it is right now, so I need to add pictures and everything else.
Appendix 49
Appendix 49 shows the command button wizard I needed to create my command button for adding a new video, I highlighted record operations, and then selected add new record, as I wanted to create a button that would allow me to add a video.
Appendix 50
Appendix 50 shows that the wizard asked me what to name the command button, so I chose to name it 'add new video' so the user could identify what this button is for at ease.
Appendix 51
Appendix 51 shows that the command button was added on my form.
Now I needed to add 2 more command buttons, for 'saving a video' and 'deleting a video' I can add these by going through the same procedure as above.
Appendix 52
Appendix 52 shows the video shop system when I have added the other two command buttons, but not only this, I have added the businesses name on this page as well, along with two other pictures, this will make my system look very attractive
I then needed to add the query about searching the videos onto this system; this would make it easier for Mr Patel to search for videos.
Appendix 53
Appendix 53 shows the command button wizard when I wanted to add a command button for the searching for videos report.
Appendix 54
Appendix 54 shows the wizard when I pressed next and I chose the rating query for the command button.
A named the button 'rating search' so it would be easy to identify.
Appendix 55
Appendix 55 shows the form when the button was added on the screen.
This is how my looked when I added my other query on my form as I need to queries
This is how my form looked at the end; I added a 'back' button which would navigate me to the main page. I also added some other buttons which would help me navigating through the video records.
Implementation Report For Tables
Members
I first started off by opening Microsoft access, and then creating a 'blank database' the a window came up asking me where to save the database
I started off by clicking on create 'table in design view'
Appendix 1
Appendix 1 shows the table in design view when I didn't enter anything; firstly I needed to write down the field headings in the column 'field name'.
Appendix 2
Appendix 2 shows the Members table in design view, where I entered all the field names and changed some of the field's data type, I changed the member id to auto number as this would be computer generated. I then needed to add an input mask on some of the fields I made the Member ID the key field
Appendix 3
Appendix 3 shows that I entered the following code :>LCCC\ 0LL;0:_ in the postcode field. This is a rule which lets certain amounts of letters and numbers to be entered in a field in a specific order. The input mask I have entered will allow postcodes such as BL1 3NG.
Appendix 4
Appendix 4 shows the postcode field of the members table, I can tell that the input mask worked because there were no awkward results in this field, they were all valid.
Appendix 5
Appendix 5 shows that I have also entered an input mask for the telephone number, to only allow a certain amount of numbers. The input mask I entered for this was \(9999C"0) "0009009C;C;_. This will allow telephone numbers such as 01204 380321.
I also needed to create a lookup menu for the title of members, as this would make it easier for Mr Patel to add new members.
This is the look up wizard for the title of members' field
Appendix 6
Appendix 6 shows the look up wizard, the wizard asked me whether I want to type the values myself, or I want the lookup column to lookup the values in a table or query, I chose to type in the values myself,.
Appendix 7
Appendix 7 shows the values I entered for my lookup wizard to lookup.
Appendix 8
Appendix 8 shows the part of the wizard where it was telling me to confirm the title of the field, or whether I wanted to change the title of the field.
Appendix 9
Appendix 9 shows that the lookup wizard works and a drop down menu came up when I pressed the dropdown arrow.
Loans
I started off by clicking create table in design view
Appendix 10
Appendix 10 shows the table in design view when I clicked on 'create table in design view' I started off by writing the field names in the column 'field name'
Appendix 11
Appendix 11 shows that I had completed filling in the 'field type' for each field I chose 'auto number' for the 'loan id' field as this would be computer generated. For 'Member ID' and 'Video ID' I chose the field type to be number as this is numbers.
For the return date I chose 'date/time' for the field type. For the 'paid' and 'returned' fields I put a 'yes/no' for the field type as this will be a matter of just ticking a box. I made the loan id the key field
Appendix 12
Appendix 12 shows the validation rule for the field 'Paid' so that it only accepts data that is valid, if for example I enter invalid information the following error message will appear:
Appendix 13
Appendix 13 shows the validation rule for the field 'Returned' so that it only accepts data that is valid, if for example I enter invalid information the following error message will appear:
Appendix 14
Appendix 14 shows the input mask for the field 'returned' so that it does not allow invalid data to be inputted and so the data will not be corrupt.
Videos
Appendix 15
Appendix 15 shows that I clicked on create table in design view to make this screen appear. I then started filling in this table.
Appendix 16
Appendix 16 shows the structure table for videos when I filled everything in, I selected the video ID to be auto number as this will be computer generated. And I left everything else as text. I made the Video the key field
Appendix 17
Appendix 17 shows the validation rule I had under 'rating the rule was: 'U' or 'PG' or '12' or '12A' or '15' or '18'. This would only allow these items to be entered when Mr Patel writes something in the rating field. Also I wrote validation text. This would tell the user what to do if the data is invalid.
This would have been the error message that would have appeared:
After I had set up the 3 tables I created a relationship between these tables so the data can be linked the relationship was like this
Implementation report for reports and queries
Rating and Genre
To make the rating and genre query, I firstly needed to open up Microsoft Access. I then had to browse to where the database and then open the database. After this, I clicked on the queries tab and then I double clicked on create query in design view. After I pressed this the following window appeared.
Appendix 1
Appendix 1 shows the window that appeared when I clicked on create query in design view. As I needed to make a query regarding the rating and genre of the video, I only selected the members table; I then double-clicked on the members tab.
Appendix 2
Appendix 2 shows that the following screen appeared when I added the videos table. I still haven't added any fields in the fields' column. The query is to do with videos and therefore I need to add all the fields to do with the videos.
Appendix 3
Appendix 3 shows the screen when all the fields were added. Now that all the fields are added, I need to put a parameter query under a particular column. Because this query is regarding the Rating and the genre, I need to put a parameter query in each of these fields.
Appendix 4
Appendix 4 shows the screen where I added the parameter query in both the fields. I put the following questions: [Please Enter Preferred Genre?] in the genre field and [What Rating Category Would You like to Watch?] in the rating field. This will ask questions to the user what the kind of video the member wants to watch.
Now that I have entered the questions for the parameter query, I need to check if they work. To test that the query works, I will write adventure in the genre parameter query, and PG in the rating Parameter Query. I firstly closed the query and saved it and the double clicked on the query. The result should come up with a video called 'Home alone'
This is the result that came up, and it was 'home alone' this shows that the query worked.
Rating and Genre - Report
Appendix 5
Appendix 5 shows that I highlighted the query at first and then, I clicked on the button that said new object, and then a list appeared and in the list was a button that said reports on it.
Appendix 6
Appendix 6 shows a window that came up, that was an option asking me how I want to create my report. I chose to make the report via the report wizard, as it would be easier and would make no mistakes, I then clicked on ok
Appendix 7
Appendix 7 shows the report wizard asking me what to involve in the report. I firstly selected the query and then selected >> which diverted all the fields across to the 'selected fields'
Appendix 8
Appendix 8 shows that the wizard was asking me whether I wanted to group any fields, as I did not want to do this I pressed next.
Appendix 9
In Appendix 9 the wizard was asking me whether I wanted to sort the records in any particular order. I did not want to this so I left it blank and pressed next
Appendix 10
Appendix 10 shows the wizard asking me what layout I wanted to be of the report. I selected tabular, as this would be easy to understand for Mr Patel, and also, it would look professional, I also kept the report as landscape as this would make all the information fit on one page. I then pressed next.
Appendix 11
Appendix 11 shows that the when I pressed next the wizard was asking me what style I would like the report to be. I chose formal as this looks very professional.
Appendix 12
Appendix 12 shows that when I pressed next the wizard was asking me what to name the finished report, I chose to save it as 'rating and genre report', the wizard then asked me whether I want to preview or modify the reports design, I chose to view the report as the design of the report was all correct., the query then asked me questions regarding the rating and genre
Appendix 13
Appendix 13 shows the report that appeared when I answered the questions about the genre and the rating.
After I have done this I saved the report, so Mr Patel would know what the report is about
Rating- Query
For me to make the query about the rating, I opened Microsoft access, opened my database, and then I clicked on the queries tab, and then I clicked on create query in design view
Appendix 14
Appendix 14 shows the window that appeared when I clicked on create query I design view, I then highlighted the 'Videos' as this is concerning the genre of the video, and then clicked on add.
Appendix 15
Appendix 15 shows the query design, with no field yet added in the query yet. I needed to add all the fields, so it would be easy to identify what the film is when the query shows up
Appendix 16
Appendix 16 shows the design of the query when I have added the parameter query question. The question was: [What Rating Category Would You Like To Watch?]
Rating - Report
Appendix 17
Appendix 17 shows that I highlighted the query at first and then, I clicked on the button that said new object, and then a list appeared and in the list was a button that said reports on it.
Appendix 18
Appendix 18 shows a window that came up, that was an option asking me how I want to create my report. I chose to make the report via the report wizard, as it would be easier and would make no mistakes, I then clicked on ok
Appendix 19
Appendix 19 shows the report wizard asking me what to involve in the report. I firstly selected the query and then selected >> which diverted all the fields across to the 'selected fields'
Appendix 20
Appendix 20 shows that the wizard was asking me whether I wanted to group any fields, as I did not want to do this I pressed next.
Appendix 21
In Appendix 21 the wizard was asking me whether I wanted to sort the records in any particular order. I did not want to this so I left it blank and pressed next
Appendix 22
Appendix 22 shows the wizard asking me what layout I wanted to be of the report. I selected tabular, as this would be easy to understand for Mr Patel, and also, it would look professional, I also kept the report as landscape as this would make all the information fit on one page. I then pressed next.
Appendix 23
Appendix 23 shows that the when I pressed next the wizard was asking me what style I would like the report to be. I chose formal as this looks very professional.
Appendix 24
Appendix 24 shows that when I pressed next the wizard was asking me what to name the finished report, I chose to save it as 'rating', the wizard then asked me whether I want to preview or modify the reports design, I chose to view the report as the design of the report was all correct., the query then asked me questions regarding the rating.
Appendix 25
Appendix 25 shows the report that appeared when I answered the questions about the rating.
After I have done this I saved the report, so Mr Patel would know what the report is about
Genre - Query
For me to make the query about the genre, I opened Microsoft access, opened my database, and then I clicked on the queries tab, and then I clicked on create query in design view
Appendix 26
Appendix 26 shows the window that appeared when I clicked on create query I design view, I then highlighted the 'Videos' as this is concerning the genre of the video, and then clicked on add.
Appendix 27
Appendix 15 shows the query design, with no field yet added in the query yet. I needed to add all the fields, so it would be easy to identify what the film is when the query shows up
Appendix 28
Appendix 28 shows the design of the query when I have added the parameter query question. The question was: [Please enter preferred genre?]
Appendix 29
Appendix 29 shows the outcome when I typed in 'adventure' in the Genre parameter query box.
Genre - Report
Appendix 30
Appendix 30 shows that I highlighted the query at first and then, I clicked on the button that said new object, and then a list appeared and in the list was a button that said reports on it.
Appendix 31
Appendix 31 shows a window that came up, that was an option asking me how I want to create my report. I chose to make the report via the report wizard, as it would be easier and would make no mistakes, I then clicked on ok
Appendix 32
Appendix 32 shows the report wizard asking me what to involve in the report. I firstly selected the query and then selected >> which diverted all the fields across to the 'selected fields'
Appendix 33
Appendix 33 shows that the wizard was asking me whether I wanted to group any fields, as I did not want to do this I pressed next.
Appendix 34
In Appendix 34 the wizard was asking me whether I wanted to sort the records in any particular order. I did not want to this so I left it blank and pressed next
Appendix 35
Appendix 35 shows the wizard asking me what layout I wanted to be of the report. I selected tabular, as this would be easy to understand for Mr Patel, and also, it would look professional, I also kept the report as landscape as this would make all the information fit on one page. I then pressed next.
Appendix 36
Appendix 36 shows that the when I pressed next the wizard was asking me what style I would like the report to be. I chose formal as this looks very professional.
Appendix 37
Appendix 37 shows that when I pressed next the wizard was asking me what to name the finished report, I chose to save it as 'Genre', the wizard then asked me whether I want to preview or modify the reports design, I chose to view the report as the design of the report was all correct., the query then asked me questions regarding the genre
Appendix 38
Appendix 38 shows the result that came up when I answered the parameter query.
Verify Member - Query
Appendix 39
Appendix 39 shows the window that appeared when I double clicked on 'create query in design view' this window was asking me what table I wanted in the query, I chose the members
Appendix 40
Appendix 40 shows the query design when I added no fields in the query. For me to ass the fields, I need to double click on the field name to do this.
Appendix 41
Appendix 41 shows the design of the query when all the fields were added, but when there were no parameter queries added.
Appendix 42
Appendix 42 shows the query design when the parameter query was added: the parameter query was:[please enter telephone number?], if I then clicked on this query a window would appear asking me for the telephone number.
Appendix 43
Appendix 43 shows the results that came up when I entered the telephone number: 01204380321 in the parameter query box, and the following result came up, this verified the member, and all the details of the member came up, so I know that the query works.
Verify member - label report - Membership Card
Appendix 44
Appendix 44 shows that 2 create my membership card I first needed to click on new object button and then click on report.
Appendix 45
Appendix 45 shows that when I clicked on create new report appeared, and asked me what kind of report I wanted, as I wanted create a membership card, I chose label wizard
Appendix 46
Appendix 46 shows that the wizard was asking me what size I wanted the membership card/label to be I selected '52 mm x 70 mm' as this was an average size for a membership card and so that all the details of the members can be put on the membership card.
Appendix 47
Appendix 47 shows that the label wizard was asking me what to name the label for the membership card, I named the label 'labels verify member' so that it would be easy to identify.
Appendix 48
Appendix 48 shows that the wizard asked me what font and size I would like the writing to be, I did not want to change the font so I kept it as the default font and size, as I would change this after the label was created.
Appendix 49
Appendix 49 shows the layout of my membership card, which as you can see is very poorly designed, which doesn't look that attractive, and is very small and has unreadable information.
This is the finished version of my membership card, as you can see, this membership card has readable information, is bright and colourful, the font is of a good size, and also the card is compact. This has all the making of a good membership card.
Unpaid loans - Query
I started off by opening up my database, clicking on the queries tab and then clicking on 'create query in design view.
Appendix 50
Appendix 50 shows that when I clicked on 'create query in design view, the table appeared on the screen which was asking me what table I wanted to use for my query, I chose the loans table, as this was regarding the unpaid videos.
Appendix 51
Appendix 51 shows the query design when the table was added to the query, but the fields were not added to the query yet, to add the fields I need to double-click on every field you want on the query
Appendix 52
Appendix 52 shows the design of the query when I have added all of the fields in the queries, I added all the fields because all the fields on the loans table was relevant to the query.
Appendix 53
Appendix 53 shows the query design when I added the query, I typed in 'no' in the 'paid?' field, so this should bring up all the records where the loan wasn't paid.
Appendix 54
Appendix 54 shows the records that came up when I clicked on that query, as you can see it bought up all the records that were unpaid, this could be very useful to Mr Patel, as he would know what items he has paid for.
Unpaid loans - report
Appendix 55
Appendix 55 shows that I started off creating a report, by highlighting the query I wanted to make a report of, so I started off by highlighting the 'unpaid' query and then clicking on the 'new object' button and then clicking on 'report'
Appendix 56
Appendix 56 shows that when I clicked on 'new report' a window appeared which asked me what type of report I wanted to create, I chose the report wizard because then the wizard would guide me what to do to create my report.
Appendix 57
Appendix 57 shows all the available fields in my query that I can insert into my report, I will insert all of the fields as all the fields are relevant to be in my report.
Appendix 58
Appendix 58 shows that the wizard was asking me if I wanted to group any fields, this wasn't very relevant so I left it as the default grouping level.
Appendix 59
Appendix 59 shows that this part of the report wizard was asking me what type of style I wanted the form to be, I chose 'formal' as my form had to be professional.
Appendix 60
Appendix 60 shows that the wizard was then asking me what to name the report, I named it 'unpaid' as this will be referred back to easily.
Appendix 61
Appendix 61 shows the results that came up when I clicked on that report; this suggests that my report was fully functioning as it bought up all the records that were not paid.
Overdue mail merge query
I started off by opening up my database, clicking on the queries tab and then clicking on 'create query in design view.
Appendix 62
Appendix 62 shows that when I clicked on 'create query in design view, the table appeared on the screen which was asking me what table I wanted to use for my query, I chose the members and loans table, as this was regarding the overdue videos.
Appendix 63
Appendix 63 shows that I added members and loans table to my query; this confirms that both tables were added into the query perfectly, and all I had to do was to add the fields in the query.
Appendix 64
Appendix 64 shows that I have added almost all of the fields into my query, as most of the fields are relevant. I didn't add the password field as this wasn't relevant to the query.
Appendix 65
Appendix 65 shows that to make my query work properly, I put the word 'no' underneath the field 'returned?', so that the query would brig up all the overdue videos. I need to test that the query works by testing if it brings p the correct results.
Appendix 66
Appendix 66 shows the results that came up when I clicked on the overdue query. This proves that my query is working perfectly, because it bought up all the results that were overdue. I saved the query as 'overdue (mail merge)' and then I am going to link this to a mail merge document that I have created a template for.
I also created a similar query that was for the unpaid videos.
Mail merge letter
Appendix 67
Appendix 67 shows that for me to create my mail merge letter I first went on tools>letters and mailings>mail merge wizard. This will bring up a mail merge wizard which will guide me through what to do
This wizard was asking me if I wanted to make a letter, email messages, envelopes, labels, and directories, I chose letter as this was the thing Mr Patel wanted me to create so he can send letters home to the people with overdue videos, when I clicked on letters the wizard gave me a brief summary of what the mail merge letter can do. And then I pressed next.
This part of the wizard was asking me whether I wanted to use the current document, which means create a new document., start from a template, or start from an existing document, which has been created earlier on. I selected to use the current document, as I still need to write down the letter which needs to be sent to the members. After I selected this, I pressed next.
This part of the wizard was asking me whether I wanted to use an existing list for the mail merge recipients, select a list from outlook contacts, or type in a new list, as I already had a query with all the names already on it, I selected use an existing list, and then clicked on 'browse' I then selected the video shop database and the following window appeared:
As you can see both of the queries have come up for the mail merge letter, one is for the overdue videos, and unpaid videos, I chose the overdue one, as I needed to make a letter for this
The wizard then confirmed that the query I chose was the right query by showing me a preview of the recipients. This is what it looked like:
This shows that I picked up the right query, and now I have to continue by pressing 'ok'.
When I pressed next the wizard asked me what items I wanted to include in my letter, so I clicked on more items so that it would show a list of all the fields I wanted to include in my letter.
I added all the fields that were relevant in my letter. This is very useful to Mr Patel as he would not need to make al letter for each and individual member that has overdue items.
This shows how the letter looked when I finished adding all the items, and structuring the letter, now I will add a title to it and the video shop logo, and also I will add Mr Patel's signature, so this will save Mr Patel signing the letters individually.
As you can see the letter looks more attractive and professional, and it is also fully functioning.