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Would Access or Excel be a better solution to this problem?

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#1 leahintexas


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Posted 03 August 2010 - 07:08 PM


I am a parent of a teen who goes to a large school (almost 3000 students). Last year, I started sending out a weekly email to some of the parents with a list of the events at the school.

The way I collected this data was time-consuming. I downloaded and printed calendars for each sport and club that I could and put them in a binder. Each week I would find the events for the upcoming event and type it into a word document. Then I would visit the school's website and check the announcements and counselors' web pages for events and add them to the word document.

I copied the word document into an email message and sent it out in batches. (I had less than 125 email addresses.)

The people who got the email liked it and the school wants to expand the list. We are looking at Constant Contact as an option. (If anyone has an opinion on that, I would like it!)

Here is short sample of what I would send out:

Monday, 5/3:
-2:45 PM, Student Council Meeting
-6:00 PM, Special-called Board Meeting: Spotlight Awards
-7:00 PM, Dazzler Booster Club Meeting

Tuesday, 5/4:
-6:30 PM, Auto Tech Awards Night, Commons

Wednesday, 5/5:
-5:30 PM to 9:30 PM, AFJROTC Pot Luck Dinner and Awards Program



Thursday, 5/6:
-7:00 PM, Varsity vs Georgetown High School at Georgetown (2211 N. Austin Ave.), Regional Play-offs

Friday, 5/7:
-7:00 PM, Varsity vs. Georgetown at Ridge

Saturday, 5/8:
-12 noon, Varsity vs. Georgetown at Georgetown (if needed)


Saturday, 5/15:
-Athletic Booster Club Casino Night at Crazy Frogs

Tuesday, 5/18:
-Seniors Awards Program

My question is, how could I do this more easily? And would Excel or Access work?

Most of the lists were in Word documents, but each one was formatted differently.

What I envision is that I could import the information into a program and then do a sort or search for the events that fall within the coming week.

And maybe bleeping computer isn't the best place to ask this question.

Any help would be appreciated!


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#2 leahintexas

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Posted 04 August 2010 - 02:13 AM

I think I have decided that the best way to do this is through a Word document.

I just made a long document that is one page per week (inserted page breaks). I had the days of the week written out along the left margin followed by a page break, and copied and pasted it to the bottom of the document about forty times. Went back in and added dates chronologically beginning with next week's dates. Saved that document as a master and then saved again as master athletic schedule. (It is easier to keep the two separate.)

So, instead of searching schedules and websites for info the the upcoming weeks, I'll input the scheduled items onto the master schedule, a sport, club or fine art organization at a time. I hope that won't take too long.

Then, when it comes time to send the email, I'll do a check to see if there is anything new or that has changed, and then copy the info from the master document and paste into the email.


P.S. Would still be interested in any comments!

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