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    1 What Is Mail Merge and Explain It With Example: Database

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    meenakarri
    A mail merge combines data from a database or spreadsheet with a main document to automatically generate individual documents like letters or labels. It requires two files - one with the variable data and one with static formatting instructions. Running the mail merge inserts the variable data into the main document based on the formatting rules to output a unique document for each entry. Common uses include form letters, mailing labels, and name tags.

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    1 What Is Mail Merge and Explain It With Example: Database

    Uploaded by

    meenakarri
    77 views4 pages
    A mail merge combines data from a database or spreadsheet with a main document to automatically generate individual documents like letters or labels. It requires two files - one with the variable data and one with static formatting instructions. Running the mail merge inserts the variable data into the main document based on the formatting rules to output a unique document for each entry. Common uses include form letters, mailing labels, and name tags.

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    IT for managers

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    A mail merge combines data from a database or spreadsheet with a main document to automatically generate individual documents like letters or labels. It requires two files - one with the variable data and one with static formatting instructions. Running the mail merge inserts the variable data into the main document based on the formatting rules to output a unique document for each entry. Common uses include form letters, mailing labels, and name tags.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    77 views4 pages

    1 What Is Mail Merge and Explain It With Example: Database

    Uploaded by

    meenakarri
    A mail merge combines data from a database or spreadsheet with a main document to automatically generate individual documents like letters or labels. It requires two files - one with the variable data and one with static formatting instructions. Running the mail merge inserts the variable data into the main document based on the formatting rules to output a unique document for each entry. Common uses include form letters, mailing labels, and name tags.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 4

    1st Question

    What is Mail merge and explain it with example

    A mail merge is a method of taking data from a database, spreadsheet, or other form of structured data, and
    inserting it into documents such as letters, mailing labels, and name tags. It usually requires two files, one
    storing the variable data to be inserted, and the other containing both the instructions for formatting the variable
    data and the information that will be identical across each result of the mail merge.

    For example, in a form letter, you might include instructions to insert the name of each recipient in a certain
    place; the mail merge would combine this letter with a list of recipients to produce one letter for each person in
    the list.

    You can also print a set of mailing labels or envelopes by doing a mail merge. For labels, for example, you
    would construct a source document containing the addresses of the people you wish to print labels for and a
    main document that controls where each person's name, address, city, state, and zip code will go on the label.
    The main document would also contain information about how many labels are on a page, the size of each
    label, the size of the sheet of paper the labels are attached to, and the type of printer you will use to print the
    labels. Running a mail merge with the two files results in a set of labels, one for each entry in the source
    document, with each label formatted according to the information in the main document.

    2nd question

    Illustrate any 5 different types of Excel functions

    1. The SUM Function

    The sum function is the most used function when it comes to computing data on Excel. This function
    works to sum a group of numbers in a specific set of cells. This means you don’t need to type a long
    cumbrous formula just to calculate the sum of all the data you need. Because of its popularity, newer
    versions of Microsoft Excel have a button specifically for this function.

    The syntax formula for sum function is “=SUM” (number1, number2, etc.).

    2. The TEXT Function

    Text function is a useful tool that helps convert a date (or number) into a text string in a particular
    format. It falls in the category of string formulas that converts numerical values to a string. It is handy
    when users need to view numeric data in a readable format. Take note that the “TEXT” formula only
    works to convert numeric values to text. Therefore, its results cannot be calculated.

    The syntax formula for text function is “=TEXT” (value, format_text).


    3. The VLOOKUP Function

    VLookup is powerful Excel function that is often overlooked. Users will find it useful when they need to
    find specific data on a large table. You can also use VLookup to search for names, phone number, or
    specific data on your sheet. Instead of manually looking for the names and wasting time scrolling
    through hundreds of data, the VLookup function makes this process faster and more efficient

    The VLookup formula is “=VLOOKUP” (lookup_value, table_array, col_index_num, *range_lookup*).

    4. The AVERAGE Function

    The average function is an extremely useful tool for getting the average value in a range of cells. Like
    the sum function, it is frequently used in computing and analyzing data on spreadsheet. Basically,
    the average function works to find the “arithmetic mean” for a group of cells. Aside from
    the average function, Excel also has the median and mode function.

    Additional Examples:

    “=AVERAGE (A2:A10)” – computes the average of numbers in cells A2 through A10.

    “=AVERAGE (B2: B10, 7)” – computes the average of the numbers in cells B2 through B10 and the
    number 7.

    5. The CONCATENATE Function

    This function is a good time saver when you need to combine data from 2 or more cells. Unlike the
    merge tool which physically merges two or more cells into a single cell, the concatenate function only
    combines the contents of the combined cells. In the latest version of Excel ( 2016),
    the concatenate function has been replaced with concat function and will be incorporated in more
    future versions of Excel.

    The syntax formula for the concatenate function is “CONCATENATE” (text1, [text2…text_n]),

    3rd Question

    What are the pros and cons of MS Access?

    Pros of Microsoft Access

    1. It’s very easy to install and use.


    It only takes minutes to install this Microsoft Access. In return, users receive a database that is fully
    functional. It doesn’t require any complicated programming to use either, so the average computer user
    can take advantage of the information that can be gathered by this system.

    2. It’s also easy to integrate.


    Pretty much anything that is based in Windows has the potential of being able to integrate with
    Microsoft Access. This includes SQL, Sybase, and Oracle for front-end or back-end tables. It is also easier
    to maintain than other systems that may offer larger database applications.

    3. It offers a large amount of storage capacity.


    You can store multiple GB of data using Microsoft Access. It is also available to numerous users on a
    single Access application. Some users report having 10 users in a network accessing an Access
    application at once.

    4. Importing data is simple.


    You can import all of your gathered data into Microsoft Access in about the same amount of time it
    takes to initially install it. There is also a simple backup solution for your data since everything is saved
    by Access in the same place.

    5. It can be placed on a website for remote user access.


    Although you’ll still have simultaneous connection limitations when you have remote user access, you’ll
    be able to give full control and functionality so that telecommuting can become a viable option for
    database managers.

    Cons of Microsoft Access?

    1. It is a finite database system.


    There is a wall that can eventually be reached when it comes to inputting information into this database.
    For larger data users, Microsoft Access may cause limitations that other database programs may not
    have simply because there is a file size limit.

    2. All data is saved into a single file.


    For files that are closed to the maximum size that this database program allows, the one-file format
    slows down the performance of the program. Reports can take minutes to generate and share. Queries
    and forms may even cause crashing issues on some computers.

    3. Multimedia data is difficult to incorporate into Microsoft Access.


    This is because of the one-file saving issue. Multimedia data tends to take up a lot of space, which
    means only a couple of files can really slow down database performance.

    4. Time critical transactions are difficult to capture in Microsoft Access.


    If you generate data that needs to be immediately used or distributed, then this database may not be
    right for you. Think of Access as a long-term database for data mining and metric evaluation instead.
    5. There can be security concerns.
    If your database needs to be protected by extensive database security protocols, then Access might not
    be the best option. You can avoid this issue by using Access on the front-end of a SQL server, but not
    every business needs that level of infrastructure and still creates sensitive data to be protected.

    .-----------------------------------------------------------------------------------------------------------------------------------

    4th Question

    What is office automation Software and what are its uses in present Business world?

    Office automation is the process of watching data flow around on its own without any human
    intervention, inaccuracies, and errors. It is the process of using an automation tool to create, collect,
    store, analyze, and share confidential office data that is required to accomplish basis day-to-day routine
    tasks and processes effectively.

    Technology has made a serious impact on the daily work of office administration. Emails have replaced
    memos, shared drives have done away with filing cabinets, and biometrics have taken over employee
    timesheet stamping. Many businesses think that they have attained office automation nirvana simply by
    going paperless.

    But office automation is a different ballgame altogether.

    Using online forms and sending Google Calendar invites might mean that you’ve ditched a lot of paper,
    but it doesn’t mean you are automated. It just means that instead of pushing around the paper, you are
    pushing around data

    The five essentials of office automation tools

    1. Easy workflow designer

    2. Mobile compatibility

    3. Integration with other software

    4. Reports and analytics

    5. Access control options

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