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Intro

In lesson 205, we will build on our letter writer project from Microsoft Access 204 and focus on creating tools for mass mailings using Microsoft Access. I will show you how to generate collection letters for customers with overdue balances, set up generic mail merges for sales letters to groups of customers, and format postcards. The class uses Microsoft Access XP 2002 in Windows XP, but the techniques are applicable to most versions of Access. Lesson 205 is designed for students who have completed the previous lessons in the series, especially lesson 204.

Transcript

Welcome to Microsoft Access 205, Intermediate Microsoft Access, brought to you by 599CD.com. I am your instructor, Richard Rost.

In our last class, Access 204, we started building a letter writer. We made a system where you could print out letters one at a time for any customer based on information stored in the contact management system. I have been lettered on letter contacts, it print, and there you go.

In today's class, we are going to expand upon that letter writer, but in today's class, we are going to focus more on mass mailings. We are going to make a collection letter so you can send a collection notice to all of your customers who have overdue balances on their accounts. Then we are going to make something to do generic mass mailings so you can type up a letter, like a sales letter, and send it to whole groups of customers in your database. Then I will show you how to format postcards.

This class follows Microsoft Access 204. I strongly recommend you take that class and the classes before it, especially 204, because we started building the letter writer in that class. But I strongly recommend you take 101 through 204 before beginning this class.

In this class, we will continue using Microsoft Access XP 2002 in Windows XP. However, the lessons are valid for every version of Access. It does not matter what version of Access you have; it should work as long as you have got Access XP, 2000, or even 97 should work fine.

I recommend you sit back, relax, and watch the lessons one time through before trying the examples. Then follow along a second time, doing the examples as I do them. You will get much more out of this if you build the database that I am building with me. Do not just use my database files.

But if you are lazy, like me, the database files should be stored on your computer in the following folder: C:\\Program Files\\599CD\\Access 205\\ under the help folder. Or if you click on the help button in the video player, you should see the link to the database file there. You can also get them off the website under 599CD.com/access/205.

There are two copies of the database, one before this class started and one after the class. The before the class version is good if you want to take it and work with it from this point on to do the examples in this class. And of course, the after version is if you just want to use that to see what I have done.

In any case, you will benefit the most by doing the examples yourself. Sit down, watch the video, do the examples, trust me. You will learn much better that way.

Quiz

Q1. What was the main focus of Access 204, the previous class?
A. Building a letter writer to print one letter at a time for any customer
B. Creating a sales report for products
C. Designing a customer entry form
D. Importing data from Excel

Q2. What new feature will be covered in Access 205?
A. Creating inventory reports
B. Performing mass mailings and sending collection letters to overdue customers
C. Designing a password-protected login system
D. Developing a task management calendar

Q3. Why does the instructor recommend building the database alongside the lessons?
A. Because you will save time
B. So you can personalize the database for your business
C. Because you will learn much better by doing the examples yourself
D. To get access to bonus features

Q4. Where can you find the example database files for this course?
A. Only from the instructor by email
B. In the Access help system
C. In the specified folder on your computer or via a link in the video player or website
D. On a CD that comes with the course

Q5. The lessons in this class, though demonstrated in Access XP 2002 and Windows XP, are said to be:
A. Only valid for Access 2016
B. Useless with any newer version
C. Valid for all versions of Access, including Access 97, 2000, XP, and newer
D. Only compatible with Mac computers

Q6. What is the recommended order for taking the Access classes?
A. Take Access 205 first, then any other course
B. Take Access 101 through 204, especially 204, before beginning 205
C. Take only Access 204 before 205
D. It does not matter which order you take the classes

Q7. What does the instructor suggest you do before attempting exercises in the course?
A. Read the user manual carefully
B. Watch the lessons all the way through one time
C. Immediately try exercises as you watch for the first time
D. Skip to the final project

Q8. What will the course teach in relation to generic mass mailings?
A. How to create personalized logins for each customer
B. How to create reports only for staff use
C. How to type up a letter and send it to groups of customers in the database
D. How to import mailing lists from another program

Q9. What will be shown about formatting postcards in this course?
A. How to design postcards for email distribution
B. How to format postcards for printed mailings to customers
C. How to make digital-only postcards
D. How to create animated postcards

Answers: 1-A; 2-B; 3-C; 4-C; 5-C; 6-B; 7-B; 8-C; 9-B

DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.

Summary

Today's video from Access Learning Zone covers Intermediate Microsoft Access, specifically in course Access 205. In this session, we will be building on the letter writer project that we started in the previous class, Access 204. If you recall, in that earlier class we created a tool that allowed you to print out individual letters for any customer right from your contact management system.

This time, our main goals are to focus on mass mailings. First, I will show you how to create a collection letter system that sends a notice to every customer who has an overdue account balance. After that, we will set up a method for generic mass mailings, so you can write a custom letter, such as a sales offer, and send it out to selected groups of customers in your database. Toward the end of the class, we will also talk about formatting postcards for mailings.

It's important to mention that this course is a direct continuation from Access 204, and I strongly recommend completing that course, along with all earlier Access classes up through 204, before starting Access 205. We began the foundation for the letter writer project there, so having that background will be very helpful.

Throughout this class, I am using Microsoft Access XP (2002) on Windows XP, but all the concepts and techniques apply to most versions of Access, including Access 2000 or even Access 97. The instruction is widely applicable regardless of which version you have, as long as it's one of those or newer.

Here's how I recommend making the most out of this course: first, watch the lessons all the way through so you have an understanding of what we are building. Then, go back and follow along step by step, doing the examples yourself as we go. If you work alongside me and build the database together, you will gain much more from the class than by simply using my files.

However, if you prefer, the database files are available on your computer in the location I specify, or you can download them from the website. We've provided copies of the database both from before the class began and after the class is finished. The 'before' version is great for working through the exercises step by step, while the 'after' version can be used if you want to see a completed model.

Again, the best way to learn is by working through the examples on your own. Watch the lesson, follow along, and trust me, you will pick up the skills much more effectively this way.

You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends.

Topic List

This is an introductory overview of the Microsoft Access 205 tutorial, describing what the course will cover and suggesting prerequisites.