

Unit 1 – Small Houses

The Leigh Technology

Academy
61101

BY ASHLEY NEALE
8143
Contents
Introduction....................................................................................................................................... 5
Task 1..................................................................................................................................................... 6
Different types of end-users in Small Houses.......................................................................6
Requirements for each end-user............................................................................................... 6
Present different methods of investigation..........................................................................6
Interview...................................................................................................................................... 7
Shadowing................................................................................................................................... 7
Observation................................................................................................................................. 7
Questionnaire............................................................................................................................. 7
What Did I Choose?.................................................................................................................. 7
This is the Owner................................................................................................................................ 9
This is the Office Staff..................................................................................................................... 10
This is the Warehouse Staff.......................................................................................................... 11
Training.......................................................................................................................................... 12
Owner......................................................................................................................................... 12
Admin Staff............................................................................................................................... 12
Warehouse Staff..................................................................................................................... 12
Logos.................................................................................................................................................... 13
Help-Desk....................................................................................................................................... 14
Source of Technical Information........................................................................................... 15
Task 2.................................................................................................................................................. 17
Table of Roles............................................................................................................................... 17
Meeting Minutes.......................................................................................................................... 17
Methods on finding out about existing hardware and software................................17
Site Survey for Small Houses................................................................................................... 18
Recommendations and Summary of Existing Hardware..............................................18
Usage of existing hardware and software.......................................................................... 20
Assist in reviews to identify potential improvements as a team................................21
Chosen Method of Communication....................................................................................... 21
Recommended routine procedures....................................................................................... 22
My Performance.......................................................................................................................... 22
Task 3.................................................................................................................................................. 23
How to Schedule Backups........................................................................................................ 23
How to Insert a Signature into an E-Mail........................................................................... 31
How to do it in Yahoo............................................................................................................ 31
Hotmail...................................................................................................................................... 34

2
 Google Mail............................................................................................................................... 38
Outlook....................................................................................................................................... 40
Testing and Planning................................................................................................................. 44
Task 4.................................................................................................................................................. 49
Create complex automatic procedures................................................................................ 49
Creating Mail Merge.................................................................................................................. 49
Testing............................................................................................................................................ 53
My Performance.......................................................................................................................... 55
User Documentation.................................................................................................................. 55
Editing List.................................................................................................................................... 57

3
Introduction
A company named Small Houses has asked for our help with their IT
Infrastructure. We must do this by helping them with their procedures and all
aspects that are computer created. They have a few good practices in place such
as backups. However the backups are barely ever completed as they are on the
lunch time of the IT team. They also need to know what training the people in the
business will need for each aspect of the business. I will be looking to make your
business run smoother with my IT skills in any way I can.

4
Task 1

Different types of end-users in Small Houses

The end users are the people that work there for example the admin would be an
end user. Each of the end users are listed below;
 Administration staff
 Owner
 Warehouse Staff
Requirements for each end-user
The job title tells you what they need to be trained for. This is true because the
warehouse staff don’t need to be trained for finances. The owner will though and
the owner will also need to know the following list:
 Finances – to keep an overview on the income of the business
 Excel – to keep records of his finances
 Word – to write letters and basic word processes
 E-mail – to contact employees and external businesses
 Mobile Devices – to keep track out of the office and in
 Database – to keep track of the employees, orders and finances
A data operator (admin and warehouse staff) will need the following:
 E-mail – to keep in contact with the owner, other staff and customers
 Word – to make invoices and write letter
 Excel – to keep track of fulfilled orders, and finances
 Access – to keep a log
And another part of the company that may be considered is an IT technician. This
person or people fix and maintain the IT infrastructure and keep it working.
They do not need finances but does need:
 Good knowledge of computers
 Troubleshooting techniques

Present different methods of investigation

To employ some staff you need to know the levels of training your staff will need
and what level they are already at. A few ways to get this information are:
 Interview
 Observation
 Shadowing
 Questionnaire
They are all good at different strength finding. So underneath I shall inform you
of this.

5
Interview
An interview is good when you are looking to find out if they have good people
skills and if they dress appropriately and also to ask them questions to find out
more about the candidates. If you were to interview a member of staff saying
how do I get a table up in word? They may struggle. This will be because they
might know it but find it easier to show. In this case observing would be better or
even shadowing. The disadvantages are that some people suffer from stage
fright. This means they may not perform to their maximum potential. An
advantage is that you really get to meet the employee and learn more about
them. To prepare for an interview you must be clear on what you want them to
do but they cannot prepare they just have to hope they know it.

Shadowing
This is when there is somebody watching you and purely you during the process
of shadowing. This can sometimes be very nerve racking and break your
concentration and make you nervous because if you go wrong you will get
noticed and this may hurt your chances. This will not show your employees full
potential if they are nervous people therefore observing may be a better way.
The advantage is you get to see how they perform, but if they get nervous you
don’t.

Observation
An observation is usually when you have a bigger group in a room, for example
you my observe ten at a time and that therefore takes some pressure off of being
constantly watched and maybe being viciously scrutinized. However this may
still make somebody nervous and then you may find a questionnaire better. The
advantage again is that you get to see how this person performs unless they are
nervous. This may also not cover every aspect of their job but a few of them. It is
not as strenuous as shadowing.

Questionnaire
Questionnaires are the least time consuming as you sit there and answer a few
questions. This is due to the reason that you can have the questionnaire sat in
vast groups in a hall and you will probably not struggle with nerves. You can
have separate questionnaires put together for each end user. This will make the
testing process easier. But you may have modest people who under rank
themselves and over generous who over rank themselves.

What Did I Choose?

I chose to go down the route of questionnaire to create a shortlist at least then
you could if any disputes hold interviews if you wished to give someone a job at
your organisation. Below I have my questionnaires answered and a blank
template. It was created on Google Docs.

Questionnaire; blank and filled in (Below)

6
7
 Owner

This is the Owner

8
 Office Staff

This is the Office Staff

9
 Warehouse Staff

This is the Warehouse Staff

10
Training
All of the staff had different areas of knowledge therefore they require different
training. To save their time and your money by compiling this questionnaire like
I have you can identify this in the cheapest and most efficient way possible. I will
now explain what they need and why.

Owner
I would advise that the owner undergoes training for the following:
 Excel – The level they should be at on Excel I would advise is advanced at
the minimum. This is because you could use this for your accounts. Many
businesses do this and you should be good at it to use it. You should at
least use the formula to add up certain columns.
 Outlook – This is a very good way to access e-mail. It offers many features
to keep all of your mail organized. You can create folders for specific
orders etc.
Maybe even learning to operate a BlackBerry PDA would come in handy.

Admin Staff
I would advise that the office staff undergoes training for the following:
 Outlook – The member we interviewed was at professional level on
everything except Outlook. It is part of human nature that they will doubt
their skills in this if they are professional on everything else. This person
should go through this training as they need to use outlook and word a lot
to do their role.
 Excel – To process orders.
This person also has used many operating systems therefore they would make a
good technician if they are at these levels.

Warehouse Staff
I would advise that the office staff undergoes training for the following:
 Windows – There is a big chance that because your company is windows
based you may want him to learn to use this.
 Outlook – They may need to deal with e-mails therefore this may help.
 Access – They may need to sort data and this gives them the function to
do so.
As he is for warehouse he doesn’t need to master any programs but just have a
basic knowledge of Outlook so they just need to learn to navigate a windows
laptop or BlackBerry PDA etc.

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Logos
So you know what each applications logos looks like there is a screenshot of the
2007 office logos.

Microsoft Outlook (Access)

Microsoft PowerPoint
Microsoft Excel

Microsoft Word

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Help-Desk
A help desk is needed in your business if you have all of these computers. Help
desks are used to make sure the IT infrastructure is running smoothly and
efficiently. Below there is a form you will fill in about any problems that the
technician will get and fix. Below there is a form for your problems but they only
work if the urgency is filled in honestly.

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Below is how you will have your tickets presented to you if you are on the help
desk.

The green ones are the ones that have been opened and have been solved. The
red ones are the ones that haven’t been opened as yet and the orange ones have
been opened but not resolved.

Source of Technical Information

If when I am you have any problems most of this information is findable on the
internet. However it will not be as tailor made to your company. Manufacturer’s
websites are normally the best place to go to find the needed information. A
typical disadvantage is that you do not have someone pointing you through it or
pointing out any errors you may make. You do know that what is on their
website is correct though. You could always seek advice from a colleague who
can tell you if you go wrong or even do it for you and talk you through it. A
downside is though if they don’t know it totally and go wrong then you will.

14
Websites like this one are good and offer support for fixing and also optimizing
the performance. You could also ring a helpdesk and get help from them. Also
you could look on forums for information on how to find out or people with the
identical machines. Also FAQs or Frequently Asked Questions can also be used to
source this as it may be a question that they get asked very often and will be
there for your easy access. You could use Google to obtain the information as
well by searching what you want.

Written
Manuals are one of the best ways to source any information. This is because it is
related to the product and says everything you should ever need to know and
more. Also books you can pick up will tell you a lot about computers again some
of the stuff is high up in the educational ladder and will be irrelevant but the
chances are you will find what you want because the writer wants you to buy it.
Magazines are useful to. They are easy to follow with illustrations and step by
steps and are much more interestingly written.

Verbal
As I mentioned you could verbally communicate face-to-face or you could
verbally communicate by the phone. By the phone you will be required to wait a
while to get through to someone and you may not be happy with this. Therefore
face-to-face will be better however the phone is just as useful.

15
Task 2

Table of Roles
Team Member Tasks to do
Michael Produce appropriate method(s) of identity existing hardware and
Crampton software.
(Leader) Produce a summary of existing hardware and software.
Michael Produce appropriate method(s) of identifying usage of existing
LeComber hardware and software.
Produce a summary of the usage of the existing hardware and
software.
Joe Mercer Produce recommendations for potential improvements in hardware
and software.
Identify existing automated procedures.
Ashley Neale Produce recommendations for potential routine automated and
complex automated procedures.
Provide evidence of working in a team. This must include names,
roles/responsibilities of team members, details of meetings and an
evaluation of your performances as a member of the team including
your strengths and weaknesses.

Meeting Minutes
Week 1
The team meeting lasted for 20 minutes and we discussed who the leader was
and who was doing what task. We then composed the table of roles as the group.
Week 2
This meeting lasted for 10 minutes to discuss where we were at and to discuss
the deadline of next week.
Week 3
we meet to put all of our work into one document and read it through as a group
and this lasted for 30 minutes.

Methods on finding out about existing hardware and software

Before recommending any improvements related to hardware components and
software it is advised that a site survey is taken out. A site survey is when
everything from software applications to the amount of computers in the
building. These can help keep track of all hardware and software within a
company and can make jobs such as replacing computers a lot easier as you will
have the number of computers in a room (or the whole building) that may need
to be replaced.

Another method for finding out what hardware and software there is you can ask
the staff in an interview. It would be preferred to ask an IS department but as
there isn’t in small house you are probably better of asking the admin staff and
the warehouse staff. As well as this method you can also go and observe the
people at work and see what hardware and software they are using.

16
Perhaps a better way to find out would be on the system info. This will let you
know everything that you need to know and is accurate and will allow no errors.
Also on add/remove programs you can see all of the programs installed and it
will allow you to add or remove some hence the name. if you use this method be
careful not to hit remove.

Site Survey for Small Houses

Room Equipment
Administration Office 2 x stand alone computer w/ internet
connection
1x laser printer (one computer
connected)
Owner’s Office 1x computer
1x inkjet printer
Warehouse 1x Computer w/out internet
connection
1x dot matrix printer attached

Recommendations and Summary of Existing Hardware

There are a couple of ways to find out how much they use their software and
hardware, these could be interviews, questionnaire, observation or just using
one of the company computers to find the usage. Another method is to make a
log for staff that uses the computer around the company’s facility, in this log the
staff will log:

 Who Used it
 Times of Usage

Using the interview method will include asking the staff individually what
applications they used, when they used it, how often they use it and what
hardware they use with the computer. A bad side of this method is that it can
take a long time to individually interview each employee. An interview may take
up to an hour for each member of staff. Also this method requires one or more
other staff to interview the employee’s.

The observation method will consist of another member of staff asking the
individually to do a task that their job includes. This may be to perform a task
that they would do on a daily basis. This could be simply asking the admin staff
to create a Mail Merge. The assessor will then mark down things like which
hardware and software they use, how much they use it, which software was used
the most and if they are trained sufficiently for the job role they carry out. A
disadvantage of this method is that again, it requires another member of staff to
carry out this observation and it will take time to observe every member of staff.

Also activity logs could be used. These log everything that happens on the
machine. You can log anything that happens on the machine to find out the usage
of hardware and software. Also if you expect any of task or slacking staff you can
use this to check if they have been off or on task. Also network logs they are

17
similar but they only log network related events. Therefore I think that activity
log will be better, or why not both?

Small houses could use the shadowing method. The shadowing method is a
method where another member of staff will follow the employee around noting
down the points that are needed. Yet again, the disadvantage of this is that, it
requires a member of staff to follow around an employee; this is taking the
assessor away from his job role. It again, is also time consuming.

In my opinion the questionnaire method is the best method to use when finding
out the usage of existing hardware and software. This method involves creating
an online or hardcopy questionnaire then sending a copy to each member of
staff. The only disadvantage of this method is that you are limited on questions.
Below is an example of a questionnaire that small houses could use:

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Usage of existing hardware and software

The table below shows what hardware and software is used:

Components Usage
Admin computers The admin computers are usually
turned on when the staff starts work
but they are turned off when they go
out for lunch, and then turned back on
again once they have returned.
Firewall The computers at the company all have
a firewall installed but it is not
activated and so it is not used. This
leaves the information at risk.
Back-Up There is a back up installed on the
computers throughout the company it
is scheduled for 12:30 Monday –Friday.
This does not happen as the staff goes
out for lunch and turns all of the
computers off.
Virus Scan There is a virus scan installed on the
owner’s computer but it does not scan,
as the owner does not get into the
office until 8:15. The computer is not
turned on until he gets in; the scan is
supposed to run at 7:30.
Owners computer The owner’s computer is turned on
when the owner gets into the office
and turns off when he leaves.
Laser printer The printer is used throughout the day
for the two-admin computers in the
network.
Ink-jet printer The ink-jet printer is used, again,
throughout the day for printing letters
for their customers.
Warehouse computer Based on the brief this computer is
used for stock control as so it is used
often.
Dot matrix printer Again, based on the brief this printer
wouldn’t be used often as the
computer is used for stock control.
Templates Templates are not used but they do
have them. As they use hand to write
them.

19
Assist in reviews to identify potential improvements as a team
This task is completely team based, which is different to any other task we’ve
done so far. One of the first things we did was to come up with a method of
communicating with the other members of the team. Once that was
accomplished we had no other problems completing this task as a team.

Chosen Method of Communication

We have decided too use Twitter as our main form of communication. Twitter is
easy to use and is completely based around status updates. This enables us to
quickly notify the whole team quickly and easily, and also for replies to be
received easily. The only disadvantage is that Twitter only allows you to send
messages that contain up to a 140 characters. However, that doesn’t mean that
you can’t send more than one! Also privacy was an issue as we were all new to it
we had no idea of how to do it or that it existed.

Produce recommendations for potential improvements in hardware and

software
One of the biggest improvements that can be made with this scenario is to
network all the computers in the establishment. This would mean that every
computer on the network would be able to access other files that are not stored
locally. This is an easy system to configure and should not be of any huge cost to
the company. The only additional hardware that I can see that would be required
is a router. Now if the new router was to be wireless, this would mean that the
computer in the warehouse could also connect to the network and the Internet
without having to run cabling across to the warehouse.
Another area that is also crying out for improvement is the printing
arrangements. If all the computers were connected to a single (wireless)
network the company could then take advantage of printer sharing. I agree that
it is a good idea for the Owner to have his own, separate, printer as he may wish
to print private files. However, for the bulk of the companies printing jobs there
is no reason why all the computers cannot be connected to one printer. I would
also recommend that when purchasing a new printer you go for an all-in-one
variation. As this would mean that the company would be able to combine all
there printing, scanning, copying and faxing into one unit.
The hardware can be upgraded by getting bigger HDDs, more RAM, faster
processors or even all new computers. This will make everything quicker.

20
Automated Procedures within Small Houses
Small Houses have a few automated procedures put in place. However, barely
any are used properly. In this section I am going to suggest what changes are
needed.
Both the computers in the administration office and Owners office do have
automated virus scan procedures and they are scheduled to run at 12:30 every
day Monday to Friday. Running at 12:30 isn’t a bad idea as this is when the staff
takes lunch. But when the staffs do go to lunch they turn all computers off
therefore the scan doesn’t run. The changes that should be made here is to leave
computers on during lunch time in order to let the Virus scan run.
The owner’s computer also has an automated back-up procedure scheduled to
run every morning at 7:30am but the owner doesn’t get in and turn his computer
on until 8:15am. What would be recommended here is to have the backup
scheduled at around 8:30am when the computer will be turned on.
Templates are used in both the admin offices and in the warehouse but neither of
these templates are used as none of the staff have been trained to use them. Here
I would recommend that the admin staff and the warehouse staff get training as
templates are very useful and can save time and can raise efficiency.

Recommended routine procedures

Reading through the brief on the company it seems like you know what to do but
just not the importance of it. Imagine you are working away and your whole
entire premises get hit by a huge power surge and it fries your processors and
hard drives. The backups you have scheduled aren’t taken very often so say it
hasn’t happened in a month. You will lose a lot of important information. The
worst you could lose if this happens with the backups being done is a day’s work.
But what is worse a day or a month?

You also have scheduled virus scans that don’t happen because the computers
are turned off. I would advise setting the virus scan so that it happens every time
you turn on the computer. Viruses can do many things they can stay hidden and
get valuable information or they can obliterate the machine. Doing de-frag on the
hard drive could also be done once a month. This will help to optimize the hard
drive space to the maximum possible.

Your company is not very efficient at creating an invoice. I would recommend

using a mail merge because you do not need to write them by hand you copy and
paste the order information into the corresponding field and then print and you
are done on the invoices.

The company would benefit from the use of hyperlinks. This is because they can
have links to files and in their e-mails. They can also have the company website
as a link in their e-mails and it could boost sales as well as be informative for
their clients.

My Performance
I think that my performance in this task was not to the best standard. This is
because I was unclear of the task I should have done and done the wrong think

21
wasting hours of work. If I done it again I would ensure that I was on task
knowing what to do. So to resolve this we got our tasks and knuckled down and
done it. There also were a few grammar mistakes from the less able group
members. All I had to do was go through and correct these.

22
Task 3
The business has many problems with its IT. The main problems are the lack of
backups and the failure of virus scans. They are not at the best time on that
frontier. Below is how they should set their back up and it includes how to set
the time.
How to Schedule Backups

Go to All Programs->Accessories->System Tools->Backup

This window should appear and you should click next

23
Select what you wish to backup which in your case will be files and settings as
shown and click next

You will then choose what is backed up and you want to back up all information
on the computer as shown and click next

24
Then you choose the name of each backup which should correspond to the
machine name and the location which is your hard drive and click next

You can then either say you are finished or not but that will only back it up this
once so you must click advanced

25
You can then select the type of backup which is normal and then you click next

you can then select if you want the backup to get verified you can pick if you do
or not and you should leave volume shadow copy on and click next

26
You should at this step select that you want old backups deleted to optimize the
storage space select this and click next

You can then select if you want the backup now or later and if you select later it
makes it when you told it to you should select now and then click next

27
You next select when it is scheduled and you should do it daily at around nine
o’clock am and click ok

You can then select if you want the task to stop if it takes too long and also power
management like wake this computer to do backup this should be on and the
stop task is optional then select ok

28
You then need to put in your password to verify it is you and click ok. This is to
keep your information secure and protected.

You will then get another backup screen and again you should do it now then
select next

You will have to provide your password again to verify it is you again and click
ok

29
As it is a big job you will have to again verify you want it and click ok after
reading it to make sure it is correct

This will then come up and you should click finish and it is ready for testing.

This is how you create your scheduled backup in Windows XP.

30
How to Insert a Signature into an E-Mail
this will speed up the e-mailing process rather a lot. Instead of typing your name
all the time you can have it automatically. There are many mail servers who do
this but I will show how this is done in Yahoo, Hotmail and Google Mail.

How to do it in Yahoo

First of all you must sign in at their website uk.mail.yahoo.com

31
Then once you have signed in you will get to this screen

Then click on options in the top right and go to mail options

You will then come to a screen like this and you need to click on signature on the
left menu

32
You then need to click on the option show a signature on all outgoing work and
type in what you want
Then you have done it in Yahoo!

33
Hotmail

You will need to go to their website uk.msn.com and click sign in

Use the sign in box and log in to hotmail

34
You will then come back to this screen and you must click hotmail in the top right
corner

Then you will find this screen and you need to click mail

35
You will then come to this screen and you need to click on options

Then you click on more options

36
You then click on Personalise e-mail signature

You then type in what you want and hit the save button
You have now done the mail signature in Windows Hotmail!

37
Google Mail
Go to mail.google.com

You will come to this page where you need to sign in

You then get to this page and you simply click settings in the top left corner

38
You then come to this page and you need to go to then signature

Type in what you want and click save changes

You have now added a mail signature in Google Mail!

39
Outlook

Go to start then open E-mail

Go to tools and select options

40
Then click on the tab at the top that says Mail Format and select Signatures…

Then click New…

41
Then name it and click next

Type in your desired signature and click finish

Then you need to select the one you want and click ok

42
Then you need to set the signature to appear when replying and for new and
click ok

Then click new to see if it works

And there it is your new mail signature ready to be used

43
Testing and Planning
It is very important to test and equally to plan the tests. If you plan the tests then
they will be more effective because you should have an idea of what to do. If you
test something efficiently then that will guarantee when you want to use it that it
will work to the best it can and should. That is why we need to plan and
implement our tests. We do not want our newly implemented ideas to fail
therefore testing is entirely necessary.
Backup – Test Plan
Tes Date Time Descriptio Input Expected Actual Remedial
t n Output Output Action
No.
1 02/03/1 10:26 Start Open a file It will back The Non
0 backup and up backup needed
with a file commence worked
open backup
2 02/03/1 12:43 Remove Start back up The backup The Plug the
0 media that to media to say error backup device
the backup when it is sent an back in
should go not present error and start it
to message again.
3 02/03/1 14:00 Time of On time at On time at On time Non
0 start 14:00 14:00 needed
4 02/03/1 17:13 Restoration Restore from The The Non
0 works from a backup computer is computer needed
the backup restored as restored
it was
backed up
5 02/03/1 17:34 All file Check if all All file The files Non
0 types can different file types are were all needed
be backed types can be backed up backed up
up backed up

Test 1

44
Test 2

Test 3

The test shows that

the backup has been
done exactly at the
scheduled time

Test 4

All file types on a C: have

been successfully backed
up

45
Test 5

Mail Signature – Test Plan

Tes Date Time Description Input Expected Actual Remedial
t Output Output Action
No.
1 02/03 10:12 Check when Create new Blank Blank Non
/10 you open a message message message needed
new open with with the
message the the signature
signature is signature opened
present
2 02/03 11:39 Does the Sign in on a Signature is Signature Non
/10 signature different present on was needed
show up computer and the blank present
logged in on open a new message on the
a different message message
computer
3 02/03 12:53 Is the Open new The The Non
/10 signature message and signature to signature needed
aligned check the be aligned is aligned
properly signature is properly
aligned
4 02/03 12:54 Print of an Print an e- The The Non
/10 e-mail mail you have signature is signature needed
sent yourself there once was on
and see if it is printed the print
there out
5 02/03 12:57 Send to Send an e- The The Non
/10 other e-mail mail to signature to signature needed
address another e- be on the e- was on
mail address mail the e-
and see if the mail
signature is
present

46
Test 1

Test 2

After logging into account on

a different machine, the new
message opened
successfully and with the
signature.

Test 3

47
Test 4
See Appendix a

Test 5

Hello, this is a test

48
Task 4

Group and Roles

Name Tasks
Joe Mercer Create and install one appropriate complex procedure – must be
based on task two.
Develop and use a test plan for the automated procedure you
have created. At least five tests must be planned and carried out.
Ashley Identify the end-user requirements for complex automated
Neale procedures.
Develop end-user documentation for the complex automated
procedure.
We had one meeting on Tuesday the 23rd of February 2010 and it lasted 10
minutes. We decided during this meeting the tasks that we would be doing.

Create complex automatic procedures

When reading through the brief that we have been given it is clear that Small
Houses workflow is somewhat inefficient. So to improve this I have put forward
to them the usage of Mail Merge. Currently the company writes out each letter or
document separately, written by hand. Mail Merge greatly increases the
efficiency of this process by automatically entering different details into the same
document. For example, should the company decide to create flyers that are
posted out to customers advertising Monthly Specials then they may wish too
make these flyers more personal by being personally addressed to each
customer. By using Mail merge it is possible to do this whilst keeping the main
body of text exactly the same for each customer without having to laboriously
type up each customers data separately on every flyer.
Mail Merge is supported in the latest versions of Microsoft Office for both Mac
and PC respectively. The function was first introduced with Microsoft Word 95,
however it is only recently (Office 2003/2007 (PC) and 2004/2008 (Mac)) that
the function has become relatively simple and easy to use. As we are going to be
installing Microsoft Office 2007 onto all of the computers in the establishment,
then this will present no problems.

Creating Mail Merge

To use the mail merge the easiest way is using the mail merge wizard. To find
this just go to mailings.

Then you need to click on Select Recipients

Then you will come to a drop down menu and you need to click Type New List

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You then get to this menu where you enter all of the fields you want

Fill in your fields like this

After this you must click ok and save it

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Then you need to go to Mail Merge and click Letter

Then on the side menu click browse

Then you need to select your list and click open

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Then you need to select which contacts you wish to send this letter to and hit ok

Then you need to compose a letter or use a template like this one

Then you need to select which fields need inserting and where

Then you can preview your letter

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Then it is ready to print and you have saved lots of time and effort!

Testing

Mail Merge
Tes Date Time Description Input Expected Actual Remedial
t Output Output Action
No.
1 02/03 10:12 Check it Print it off Printed off 10 Non
/10 prints with a list of with 10 printed needed
recipients 10 recipients correct
recipients
2 02/03 11:39 Missing field Print it with It informs It Non
/10 one field you of this informed needed
missing us of this
3 02/03 12:53 Filter the Check if it Filters what Filtered Non
/10 data that filters what we wanted what we needed
you want you want wanted
4 02/03 13:41 Check it Check if it Prints first Printed Non
/10 prints prints first and last first and needed
recipients and last last

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Test Proof

Before

After

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My Performance
I think that my performance after getting past the initial not being able to focus
was good. I stuck to my task and completed it to the best of my ability. If I
completed this task again I would probably want to get on task quicker and focus
better. We didn’t work well as a group because my partner did not adhere to
deadlines or pull his weight therefore I would have liked an alternative partner
to work with. We got round this problem by playing the waiting game and
badgering him.

User Documentation – Mail Merge

Using Mail Merge

1 - Open Microsoft Word

2 - Then go to mailing on the top menu bar.

3 - Next go to the little arrow beside select recipients and select use existing list

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4 - Then once this is up click Mail Merge Clients

5 - Then you need to select start Mail Merge. Then all of the fields will be filled
out and when you print automatically.

Now you have your completed invoices.

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Editing List of Recipients in Mail Merge

1 - Select edit recipients after you have opened the list.

2 - Then you will get to this list and you need to select the list in the data source
and click edit

3 - Then you click new entry and then fill in the fields and click ok

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4 - Then the field will be there and you hit ok and it is done.

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