Higher
Administration
Dynamic Linkage
South Lanarkshire Council
Administration
Higher
Dynamic Linkage
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INTRODUCTION
Normally when you are asked to insert a chart, part of a spreadsheet or even records
from a database into a document you would just copy and paste the item you wanted
to insert. This meant that if you wanted to change the inserted file at all you had to
open up the file where you created it, change it and then copy and paste it again.
In other words the computer did not automatically update any changes for you. We
are now going to look at how we can link inserted files.
EXERCISE 1
1
Open up the file TT News 1.
2
Minimise the file by clicking on the minimise symbol
corner of the screen.
3
Now open the file AIRLINES 1 and highlight from cell A1 to C17.
4
Click on the copy icon
5
Now click on TT News 1 document on the task pane at the bottom of the screen.
6
You should now have the Microsoft Word document on your screen. Scroll down
to the Finance Department and position the pointer after the first paragraph of
this section. Move the pointer to the Edit menu and drag down to Paste Special.
at the top right hand
on the standard toolbar.
Select Paste
Special.
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The following prompt menu will appear:
Click OK.
Change to
Paste link.
8
Key in your name at the left hand side of the footer and save the file as TT News
Own Initials.
9
Print one copy of the file. Close the document.
EXERCISE 2
1
Open up the file Airlines 1.
2
Make the following changes to the spreadsheet.
In cell B1 change the flight cost to £500.
In cell C1 change the flight cost to £1000.
3
Save the spreadsheet as Airlines 1 Own Initials.
4
Open up TT News 1 Own Initials.
The spreadsheet should have updated with the changes that you made to
Airlines 1.
5
Print one copy of the amended TT News 1 document.
EXERCISE 3
1
Using the file TT News 1 Own Initials insert the chart entitled CustCom - Chart
into the appropriate place in the document. Use the steps above to link the chart.
2
Change the footer to your name and Exercise 3.
3
Print one copy of the TT News 1 Own Initials document.
4
Save the file as TT News 2 Own Initials.
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EXERCISE 4
1
Open up CustCom - Chart file and make the following changes to the
spreadsheet.
2
Click on the Sheet 1 tab and change the word Paperwork in the Nature of
Complaint column to Administration Work.
3
Click on the chart tab ensuring that the change has been made on your chart.
4
Save the file as Custcom - Chart Own Initials and close the file down.
5
Open up the file TT News 2 Own Initials and hopefully your chart will have been
updated here.
6
Print one copy of the amended chart.
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EXERCISE 5
1 Key in the following memorandum and save as MEMO Own Initials.
To: Administrative Assistants
From: James Gollie, Sales Manager
Subject: Sports Gear Exhibition
Date: Today’s Date
The Exhibition will be taking place on (insert the first weekend of next month) in the
SECC in Glasgow. Each customer mentioned below will need to receive an itinerary
and map to the exhibition.
2 Minimise the word document.
3 Open the database called Hytek Sports.
4 Your screen should be the same as below:
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5 Select the Hytek Sports Table and go to the Edit menu and select Copy.
6 Close the database window and maximise the Memorandum.
7 Go to the Edit menu and select Paste Special then Paste Link.
8 Click OK and the database should appear in your document.
9 Save the memo and insert your name and exercise number in a footer.
10 Print one copy of the memo and submit to your teacher and close the document.
EXERCISE 6
1 Open up the database Hytek Sports.
2 Add the following Customers to the file:


Outdoor Sports Ltd and the contact person is Helen Brown.
Sports 4 All and the contact person is Jack Lyons.
3 Save the database and minimise the file.
4 Open up the file Memo Own Initials.
5 The 2 new records should be automatically inserted in the file.
6 Save the Memo and print one copy for your teacher.
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EXERCISE 7
Oaklands Community Centre
Well View Road
OK5 7PH
Telephone No: 0188 865 7787
Fax No: 0188 865 7788
Centre Manager Jim Donald
I've tried to do a report on the Word Processor but I've made a real mess of it- even
the page orientation is wrong!
It's saved as REPORT - could you look at it for me and make it presentable?
The recommendations are  individuals and groups should be able to book between 7pm and 8pm.
 a supply of booking forms should be available from Reception - when complete
they can either be posted or faxed to us.
 individuals and groups should be able to book facilities up to one month in
advance.
PS
Almost forgot all the contacts for the groups are involved. Insert this information from
the Group Contacts database ensuring that all data is visible and can be updated
through the database automatically. Please leave me a copy of the amended Report
on my desk.
Thanks
Jim
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EXERCISE 8
1 Open the group contacts database and make the following changes:



the Mothers and Toddlers is no longer running
the Jets Group has a new contact Brian Semple
a new group has joined called Body Combat and the contact is Susan
Wilson.
2 Save the database changes and minimise the file.
3 Open up the Report and check if the changes to the database have occurred
automatically.
4 Save the updated Report, print one copy of it and submit for marking.
EXERCISE 9
1
Caroline Collie, Administration Supervisor, has asked you to key in the following
Memorandum using today’s date and issue to all the Centre Managers.
The employees below will be visiting various branches in the coming weeks to
evaluate Administration procedures in the office. It would be helpful if you could
make all necessary files available to them as requested.
The employees are as follows:
Thanks in anticipation.
2
Save the Memorandum as Employees Own Initials.
3
Minimise the window.
4
Open the Centre’s database and query it to find the Administrative Assistants
showing only their name and Centre.
5
Save the Query as Admin Own Initials and close the query.
6
Now link the query with the Memorandum.
7
Save the Memorandum and print one copy.
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EXERCISE 10
1
Open the query and adjust to only find the Administrative Assistants from
Aberdeen.
2
Save the updated query.
3
Minimise the window and open the Memorandum Employees Own Initials.
4
The employee names inserted into this should have automatically updated.
5
Save and print a copy of the new updated Memorandum.
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