American River Cycling Club Wants To Expand Its Database. To Ensure Consistency, The Starting File Is Provided For You. Import A CSV Delimited File To Create A New Table To Store Race Details. Then, Use Mail Merge To Generate Mailing Labels To Send A Newsletter To The Club Members.

[Student Learning Outcomes 8.1, 8.4, 8.7]

File Needed: AmericanRiver-08.Accdb (Available From The Start File Link.) RaceInfo-08.Csv (Available From The Resource Link)

Completed Project File Name: [Your Name]-AmericanRiver-08.Accdb

Skills Covered in This Project

• Prepare a delimited text file for importing.
• Import data from a CSV delimited file to a new table.
• Review and modify a new table created by importing.
• Use Mail Merge to create labels.

Steps to complete This Project

Mark the steps as checked when you complete them.

1. Open the AmericanRiver-08.accdb database start file.
2. The file will be renamed automatically to include your name. Change the project file name if directed to do so by your instructor
3. Enable content in the database.
4. Preview the delimited text file before importing.
   1. Open the RaceInfo-08.csv file in Notepad (Figure 8-143). Note that the first row contains field names.

Figure 8-143 CSV delimited text file for importing

• Close the file.
• Create a new table by importing a delimited text file.
  • Click the New Data Source button, select From File, and then select Text File.
  • Locate, select, and open the RaceInfo-08.csv file.
  • Click OK to launch the import process and choose a Delimited format.
  • Make the selections to indicate that the data uses the comma delimiter and that field names are in the first row.
  • Access displays a message indicating that the first row has data that can’t be used as a field name. Click OK to acknowledge the message. Note in the StartingLocation column that many entries have quotation marks, while a few don’t.
  • Scroll to the right to see the data in the Import Text Wizard dialog box. Note that Novato is in the StartDate column for the first row. In Figure 8-143, note the comma between “Stafford Lake” and “Novato.” Continue scrolling to the far right. Notice the extra Field9 column. The commas included with the text data cause the data to be interpreted wrong.
  • Change the Text Qualifier to a double quotation mark. The message box does not display again, indicating that the field names are now correct. Notice that the extra fields have been removed.
  • Advance to the next page of the wizard (Figure 8-144).

Figure 8-144 Modify field options

1. Select Yes (No Duplicates) in the Indexed box because RaceID will be the primary key, and change the Data Type to Short Text.
   1. Select the Miles field and change the Data Type to Integer.
   1. Advance to the next page of the wizard.
   1. Choose RaceID as the primary key and advance to the final page of the wizard.
   1. Enter RaceInformation as the name of the new table and finish the wizard. Do not save the import steps.
2. View and modify the new table.
   1. Open the RaceInformation table in Datasheet view. The table should contain 13 records.
   1. Switch to Design view, make all the fields required and change the sizes of the following fields:

RaceID: 3

RaceName: 45

StartingLocation: 70

SponsoringOrganization: 70 

• Save the changes. Access warns you that the field sizes are smaller. Click Yes to acknowledge the message.
  • Close the table.
• Use Mail Merge to create mailing labels.
  • Select the Members table and click Word Merge.
  • Choose to Create a new document and then link the data to it.
  • Select Labels, in the Mail Merge pane, and advance to the next step.
  • Click Labels options. Select Avery US Letter in the Label vendors and 5160 Address Labels in the Product number.
  • Choose to view gridlines around the table cells if they are not already displayed. Advance to the next step.
  • Verify that the Members table displays as the data source. Advance to the next step.
  • Add an <<AddressBlock>> merge field into the first label. Accept the default settings of the merge field.
  • Update all the labels and advance to the next step. The document updates to show how the merged data appears in a label (Figure 8-145).

Figure 8-145 Preview of merged labels

1. Complete the merge.
   1. Edit the individual labels.
   1. Save the completed merged labels as [your initials] MemberLabels_Merge.docx and close the document.
2. Save a copy of the main document as [your initials] MemberLabels_Main.docx to preserve the merge settings. Close the document.
3. Close the database.
4. Upload and save Your.Name-AmericanRiver-08.accdb file.
5. Submit project for grading.

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