Pandion Charter School Two years ago, Jennifer Quigley started Pandion Charter School, a small, nonprofit, public charter school for Kindergarten through fourth grade in Hancock, Michigan, that provides highly individualized learning experiences for its students. In the first two years, the school has enrolled 22 students, with the goal of reaching its growth cap of 40 students by its fifth year. City taxes pay for part of the school expenses. For the first three years, the school has access to federal grant money; but after that, it needs to raise money to support the school. Jennifer needs to send a letter to parents to inform them of the fundraising strategy and to ask for their support. In addition, the school board would like to have three parent representatives on the committee—preferably parents whose children have attended the school since its opening in September 2014. Jennifer wrote the letter and wants you to use mail merge to merge it with an Access table. She also created a query that identifies the parents who have had a child enrolled since the school opened, and wants you to export this data to a Word file. Complete the following steps:
1. Open the Word document Parent, which is located in the Integration Case2 folder included with your Data Files, and then save it as Parent Letter in the location where you are saving your files. In the closing, replace Jennifer Quigley with your name. 2. Open the Access database Students, which is located in the Integration Case2 folder, and then save it as StudentsInfo in the location where you are saving your files. Open the StudentList table and examine the data. Notice that the First Name and Last Name fields contain the students’ first and last names, and the guardians’ first and last names are in the Guardian First Name and Guardian Last Name fields. 3. Switch to the Parent Letter document, and then at the top, replace “” with the current date. 4. Make Parent Letter the main document in the mail merge as a letter.
5. Select the StudentList table in the StudentsInfo database as the recipient list for the mail merge. 6. There is one guardian with two children enrolled at the school. Edit the recipient list using the Find duplicates command to remove one of the records for that guardian. 7. Near the top of the page, replace the text “” with the Address Block merge field. Match the mail merge First Name field with the GuardianFirst field in the recipient list, and then match the mail merge Last Name field with the GuardianLast field in the recipient list. 8. In the letter, delete the text “” and replace it with the Greeting Line merge field. Adjust the greeting line options so that the salutation in the letter appears as “Dear Joshua,”. 9. Use a command on the MAILINGS tab to highlight the merge fields. 10. Preview the merged letter, fix the spacing in the inside address, and then complete the merge by creating a new document with all of the merged letters in it. 11. Save the new document as Merged Parent Letters in the location where you are saving your files, and then close the Merged Parent Letters document. 12. In the Parent Letter main document, turn off the preview of the merged results, and then save your changes. Close Word. 13. Switch to Access, and then open the RecommendedParents query in Datasheet view. This query lists the first and last names of parents whose children have been enrolled since September 2014. 14. Export the RecommendedParents query results to a PDF file named Recommended Parents in the location where you are saving your files. Automatically open the Recommended Parents file after publishing. Do not save the export steps. (Hint: If given a choice, use the Windows 8 Reader app to view the file.) 15. Close the Windows 8 Reader app or whatever program you used to view the PDF file, and then close Access.
