3. Using the information in the text, complete these statements.

1. A database is used to

2. Information is entered on a database via

3. Each field holds

4. ‘Updating’ a file means

5. The advantages of a database program over a manual filing system are…………..

6. Access to a common database can be protected by using……………..

II. Grammar: Plurals

1. Study this information:

• In most cases, the plural in English is written with an 's'.

record -» records

- The plural is written with 'es' after's', 'sh', 'x' or 'ch'.

address -» addresses box -» boxes

- With nouns which end in a consonant + 'y', the 'y' becomes 'i' and 'es' is added. technology -» technologies

- But if the y follows a vowel, only 's' is added. day -> days

• Special plural forms

man – men; child – children; analysis – analyses;

formula – formulae/formulas

1. Write the plural of these words:

slot, key, directory, businessman, fax, mouse, floppy, virus

4. Puzzle

C omplete the sentences by using a term from the list. Then write the words in the crossword to find the hidden message.

database field layout merging record sorted updated

1 In order to personalize a standard letter you can use 'mail'………………….(a technique which consists of combining a database with a document made with a word processor).

2. Records can be automatically……………..into any order.

3. You can decide how many fields you want to have on a………………

4. Files can easily be……………by adding new information or deleting the old one.

5 A program can be used to store, organize and retrieve information of any kind.

6 The of the records can be designed by the user.

7 Each piece of information is given in a separate……………..

III. Listening

1. Listen to Helena Davies, an it trainer, explaining how to use mail merging to some employees. Number these steps in the order that you hear them.

• Activate the Mail Merge command (Print Merge in some programs). This combines the main document and the data document.

• Click 'Print' and the program generates a single letter for each record in the data document.

• Create the data document with a database program or with the right spreadsheet software. This document contains rows with names, addresses and other information that will be merged with the standard letter.

□ Create the main document with a word processor. Type the standard letter and insert the appropriate field names into it.

2. Look at the illustration of mail merging and identify the three types of documents involved in this example of mail merging.

	A	B	C	D	E	F
1	Title	First name	Last name	Street	City	Postcode
2	Mr	Fred	Jones	15 The Calls	Leeds	LS2 6JU
3	Mrs	Diana	Read	18 Union Street	Glasgow	Gl 3TA
4	Ms	Carol	Taylor	75 Windmill Street	London	W1P 1HH
5	Mr	Jack	Gordon	7 Piccadilly Street	York	Y01 1PN

The data document contains the fields and the information that is different in each version of the letter