People 102 Searches, Reports, Mail Merge, & Exporting

Transcription

1 People 102 Searches, Reports, Mail Merge, & Exporting

2 Copyright Copyright 2013 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and , without the express permission of ACS Technologies Group, Inc. is strictly prohibited. Version 11.3 Last Updated 12/16/ :43 AM 2

3 Contents Contents Introduction to This Guide... 5 Unit 1: Searches... 6 What can I do with Searches?... 7 Let s go Searching... 8 Those Confounded Output Flags... 9 Creating a New Search Editing Search Results Saving a Search Saving as Public or Private Loading Saved Searches Searching on Previous Search Results So What do I do With the Search Results? Using the Results Tab Option Unit 2: Working with ACS People Reports Understanding ACS Report Types Things to Know Before Setting up a Report Functionality in Report Preview Previewing Reports Preview Options Key People Reports Understanding Report Options Report Hints Report Options Who What? Saving a Report Configuration Exporting Reports from Print to File Unit 3: Merging with Microsoft Word Overview of ACS Mail Merge Basic Mail Merge Steps Performing a Mail Merge from Multiple Records

4 Introduction to This Guide Completing the Mail Merge Setup Creating the Main Document and Merging Loading and Reusing Saved Documents Unit 3: Exporting Why Should I use an Export? Why exports are used and needed What about ACS reports? Defining Export Options and Terms And let s make sure we all understand some terms you ll hear in this lesson Getting People Data into Other Programs Exporting Search Results Performing a Standard People Export Performing a Customized People Export Performing a People Advanced Export Performing a File Export Performing a Database Export Using the Print to File Option on any Report

5 Introduction to This Guide Introduction to This Guide The ACS People 102 course is designed to give you basic knowledge on how to get information out of your ACS database. In this course, you ll learn how to search on information, create standard reports, save reports, create mail merges, and export data to other software programs. Each unit contains practical, hands-on exercises to guide you as you learn. At the end of the day, you should be able to: Create searches and know how to save them Choose an appropriate report format and customize it Save customized reports Merge ACS data with Microsoft Word and create personalized letters Export ACS data 5

6 Unit 1: Searches Unit 1: Searches The search option helps you find individuals based on criteria you set up. After you set up a search, you can store and use it as needed. Your mission, should you choose to accept it, is to: Understand search terminology so you can learn how to do searches, use Help to learn more about searches at a later time, or discuss the Search option with others Understand how searches work and how to create a search based on information you need to find Understand when and why to save search criteria and search results; why you d use each, and how to reload them Know how to create a list of people that have nothing in common with each other, and how to edit results you ve gotten from a search Understand how and why you d use the Previous Search Results option Know what your search output options are and why you d use each 6

7 Unit 1: Searches What can I do with Searches? Callie Mead, the new staff person at Fellowship Community Church has done a great job entering names, addresses, and other data into ACS in just a short time and has been given the unofficial title of ACS guru because of how quickly she is picking up ACS. It s early morning but she already has company; the youth minister just strolled into her office. He s sipping his favorite Starstruck Captain Crunch Berry Frappuccino and while talking casually mentions he d like a list of youth (13 18 year olds). So how does she get this list? Information in a database doesn t do you any good if you don t know how to get that information into reports, s, labels or other formats. That s where the Search option comes in! But before we start, it s important to know some things about searches and understand some terminology. Let s get started. Here are some things you can do with searches: Create a subset of your database. Use search results to limit the number of records in a report Use search results to send s, create reports, labels, create a mail merge, and more. Save and re-use a search without specifying the same criteria again. Modify the results. Use Searches when: You want to include specific records in a report based on contribution information, attendance markings, contact records, or another kind of data. You want to include specific records based on several criteria in a report, with any of these criteria possibly true. In other words, you want to perform a search with the term or. You want to include specific records or previous results from multiple levels of searching in a report. Your criteria include dates when records were modified. Useful Information All of this is wonderful but there is an important point to keep in mind - results are only as accurate as the information in your database. 7

8 Unit 1: Searches Let s go Searching Before we can do any searches, we need to access the Search option. To do this: look under Searches and Reports, then click Searches. This is what you ll see. We ll talk about many of the options later on, but let s look at a couple of options now and make sure we understand some of the terms used when doing searches. Figure 1: Search Window Words to Know Criteria The parameters you use to find names in a search. Equal To Displays rows identical to the value entered. Not Equal To Displays rows not identical to the value entered. Range Displays rows between the start and end filter values entered. 8

9 Unit 1: Searches Blank Displays empty or blank. Not Blank Displays rows that are not empty or blank. Contains Displays rows that include the value entered. Search On Most of the time, you ll use All Records. This searches on all records in your database. Use Previous Results when you want to search on the results of the previous search. We ll talk more about this option later on. Include Records That: Meet Criteria for All Field Areas - Use And when you want all criteria met in the search. For example, find everyone who is female and a church member. You ll find only female church members. Meet Criteria for Any Field Area - Use Or when any of the criteria need to be met in the search. For example, find everyone who lives in the Foxcroft or Kings Charter subdivisions. The search will find people who live in either subdivision. If you used And, no records would be found because no one lives in both subdivisions. Search Output Flag this option can cause confusion, so let s talk about this in more detail. Those Confounded Output Flags The Output Flag option does not determine what you are searching on, but determines what actually displays in the search output once you ve done your search. Here s an example to help understand the Output Flag. Your search is for the 3 rd grade Sunday School class. Our criteria to find the students is Class Rosters>Children s I Dept>Third Grade Class>Enrolled>Member. However sometimes we don t necessarily want those names but others related in some way to those we searched on. Our Output Flag choice determines the names that we see in the results. Let s pick one person in the class, Joey, and see what happens when each Output Flag is chosen. If you choose: Matching Individuals Returns only those records that match the specified criteria. In this example, Joey s record is included in the results. All Family Members Returns matching individuals and all members of their respective families. Joey s record is included, along with those of his mother, father, older sister, and younger brother. 9

10 Unit 1: Searches Head of Household Finds families of individuals that match the specified criteria and returns the records of the family member identified as Head. Joey s record is not in the results, but his father s record is because he is listed as Head. Add Head or Spouse Returns matching individuals. If the individual s family position is Head, the search also returns the record of Spouse. If the individual s family position is Spouse, the search also returns the record of Head. Since Joey is listed as a Child, no members of Joey s family are included in the results. Children of Matches Finds families of individuals that match the specified criteria and returns the records of family members identified as Child. No members of Joey s family are included in the results because Joey has no kids. Parents of Matches Finds the families of individuals who match the criteria and returns the records of the family members identified as Head or Spouse. Joey s record is not included in the results, but both his parents records are. Parents with Matches Returns matching individuals and Head and Spouse records from their respective families. Both Joey s record and his parents records are included. Now it s your turn This option is pretty important and some people get confused on what they are searching for and the output they want. Beside each search, list the Output Flag you need to use. 1. You want a list of everyone on the Finance Committee. 2. There is a Christmas party for everyone in the Worship Choir and their spouses. You need names of both choir members and their spouses. 3. A camping trip is being plan for all boys between 8 and 12. A letter needs to go to both the boys and the parents. 4. There s a baby dedication in two weeks for any family who has a child under a year old. A letter needs to go to the parents with information about the ceremony. 10

11 Unit 1: Searches Creating a New Search Let s go ahead and do the search the youth pastor wants. We re giving you the general steps as reference, but your instructor will walk through the specific steps of this search. To create a new search 1. Under Searches and Reports, click Searches. 2. Make sure these options are correct: Search On Include Records That Search Output Flag. 3. Click New Search. 4. To clear previous search information, click Yes. This message only displays if you have existing search criteria. 5. Double-click a field to add criteria. 6. Under Search Type, select the criteria. 7. Click OK. Repeat steps 5-7 for each criterion you want to include. 8. Click Process and click OK. 9. Click the Results tab. 10. Click Close. Useful Information Even when you clear search criteria, the options you choose on the Search Information tab stay as they were in the previous search. Always check these options before creating a new search. When you search fields, look for an exact match. For example, when searching for people who live on First Street, include both First and 1 st in your search. To avoid having to search for multiple terms for the same criterion, create guidelines for anyone who enters data. In the guide, specify standards for entering things such as suffixes, addresses, and other similar data. 11

12 Unit 1: Searches Now it s your turn You ve watched the instructor do some searches, now it s your turn. Note what you did so when the class goes over the searches, you ll know if you did them correctly. 1. For Jane Simmons, who works with volunteers, find everyone who has a Safeguard Task Status of Incomplete. List your steps here: 2. The pastor is wondering if the church can go to an electronic newsletter so he wants to know how many adult members have an address. Write down the steps here: 3. The church treasurer wants to know which members have given a gift to the church Budget Fund this year. Make notes of your steps. 4. Bobby Adams has volunteered to oversee the Baseball and Volleyball teams. He needs to know who has played on a team for either sport. Note your steps. 12

13 Unit 1: Searches Editing Search Results There s an option in ACS that allows you to take the results you found in a search, and delete or add names. It also allows you to use the entire database as search results or start a list from scratch. Why would you need to edit search results? See what ideas your group can come up with: To edit search results in the Search Results window 1. Right-click any record. 2. Click Edit Results. 3. Make the needed changes, using the (remove all), (remove highlighted name), (add all), and (add highlighted name) arrows. To add multiple random names at one time, hold Ctrl when highlighting a name and clicking. To edit search results in the Search Information window, click Edit Results. To edit search results in the Find Person window 1. Under Show Results for, select Search. 2. Click Edit. 13

14 Unit 1: Searches Saving a Search There are many reasons to save a search, and in ACS you have two ways to save components of a search. They are: Save Criteria Saves fields and their corresponding matching information so you can run the same search later and get updated results. For example, a search identifying all members 19 years or older run six months apart will most likely give you somewhat different results because you will have had some people join the church, are no longer members, or have turned 19 in the last six months. Search options are also saved with your search. Save Results Saves the records found during the search so you can retrieve an identical list later. For example, a search that identifies all who were 19 years or older and in the database by June 1 is the same six months later. Now it s your turn Why/how would you use each option? List any examples you can think of from past work in your office. Save Criteria Save Results 14

15 Unit 1: Searches Saving as Public or Private You can save a search as private or public. Saving a search as public gives other ACS users in your organization access to your search criteria and results. If a search isn t helpful to others, save it as a private search rather than giving everyone access to it. Private saved search results are deleted if the person who saved it is deleted as an ACS user. To save a search 1. In the Searches window, click Save Criteria or Save Results. 2. Enter a name for the saved search. 3. Click Save. Figure 2: Save Search Criteria 15

16 Unit 1: Searches Now it s your turn Your pastor wants to meet with a new exploratory committee he is forming. He gives you a list of six people but you notice they have nothing in common. Create a list and then save it so you can use it again as needed. Make notes of what you did. Read through the searches and decide the appropriate way to save the search Save Criteria or Save Results. Place a check under the correct option. Search You need a list of everyone who attended this past Easter Service. Names of head and spouse who live in the Slash Cottage subdivision. Those who are on the Finance committee. Membership list. People contacted through church outreach the week of June 6. Save Criteria Save Results 16

17 Unit 1: Searches Loading Saved Searches To load a search 1. From Searches and Reports, click Searches. 2. In the Searches window, click Load Criteria or Load Results. 3. Double-click the search you want to load. Now it s your turn Load a saved search that s in ACS. Note your steps. 17

18 Unit 1: Searches Searching on Previous Search Results Sometimes you need to search on previous search results. For example, the Children s Ministry is hosting a free babysitting event for single, divorced, or widowed mothers who have children between the ages of 4 and 12 so the moms can do Christmas shopping without their children. Why would this need a search on previous search results? To search on previous search results 1. Process a new or saved search to obtain your first set of search results. 2. Under Search On, select Previous Results. 3. Changes any necessary options in the Search Information window. 4. Click New Search. 5. To clear previous criteria, click Yes. 6. Enter the new criteria and process the second search. Now it s your turn You need to create a list of children, ages 8 to 12, where the head of their household is female. 18

19 Unit 1: Searches So What do I do With the Search Results? Once you have the search results, you need to put the results in a format that s appropriate. We ll cover many of ways to present search results throughout the week, but right now we ll talk about the Results tab option. Using the Results Tab Option The Results tab is found in the Searches area and gives you amazing flexibility. Before you assume you need to use a report or other option, check out what you can do on this tab. 1. You can click: View Record View and/or edit the highlighted record. Print Print the information displayed in the grid. This is customizable. Customize Choose the fields and the order you want the fields to display. 2. You can also right-click in the grid to access many other options. Figure 3: Results Tab Right-Click Options 19

20 Unit 1: Searches To print the list of search results 1. In the Searches window, click the Results tab. 2. Click Print. 3. Click Print. Now it s your turn 1. Remember the names the youth pastor wanted? Redo the search and even though you can t print it, set up the Results tab as you would want it to print. Include the name, address, and address if they have one. 2. You re on a roll now, Pastor Wayne, the outreach pastor, wants a list of those with a Member Status of Core-Servant, or Committed with a birthday in the current month. Besides the name and birthday, list each person s address listed in the report. 3. Pastor Wayne is so unorganized. He s made a mistake. He doesn t want those whose last name starts with A or B. He wants those whose last names start with C through Z. 4. Oh wait, he has another list he wants - create a new search for everyone in the database between the ages of living in the following ZIP codes: 29501, 29505, and Be sure to save the search and allow others to use it. 5. The database needs to be cleaned up and you want to find out if any records are missing gender information. Do a search; then without leaving searches, go into each record and add the correct gender. Save the search so you can do it in the future. Action Plan Are there specific searches you already know will help you back in your office? Make a list. 20

21 Unit 2: Working with ACS People Reports Unit 2: Working with ACS People Reports ACS People offers more than 50 standard report formats that you can customize and save for future use. By the end of the unit you will: Be able to list the various report types and choose which kind to use for whatever project you re working on Be able to choose the report options you need when you create a report Know how to save a report configuration you create and be able to determine if it should be public or private Know how to export reports using Print to File 21

22 Unit 2: Working with ACS People Reports Understanding ACS Report Types As a new staff person, Callie has thrown herself into learning how to use ACS. She s worked really hard on learning how to add people, update their records, and a host of other things. She s also figured out how to do searches and she knows how to create a simple report within the Search area. She has a warm fuzzy feeling realizing how much she s learned. But you knew that wasn t going to last didn t you? The senior pastor just walked in and handed Callie a piece of paper. It s a list of reports and the information he wants to see on each. The first item he wants is a list of all members with their address, all phone numbers, and all addresses. There are more reports he wants and well you can guess where we re heading. ACS People software includes more than 50 standard reports. Reports are grouped by module and report type so that you can quickly find the report you want. The following is a list of report types. This list might be a good reference for you when you get back to your office. Not all modules have every report type. Labels Prints address labels. Cards Prints information on index or rotary address cards. For example, this information can be for members/attendee or vendors. Graphs Displays and prints graphs. Directory Prints individual or family directories. Extract Creates raw data files for use with third-party products and external programs, such as PhoneTree or Microsoft Excel. Lists Prints information lists, such as rosters, contact lists, funds, or accounts. Journals Prints transaction activity, such as check transactions or customer totals. (Financial reports only) Statistics Prints summary data, such as a people involvement summary or an attendance summary. Statements Prints financial information, such as contributions or balance sheets. To access reports 1. On the Reports tab, under Searches and Reports, select the module where the report data is located. 22

23 Unit 2: Working with ACS People Reports 2. Click Go. 3. Select a report type. 4. Click the report that you want to print. A sample preview displays. Click the (+) next to the report type to expand the list. Click the (-) next to the report type to collapse the list. 5. Click Preview to view the report, Print to print the report, or Customize to customize the report information. 23

24 Unit 2: Working with ACS People Reports Things to Know Before Setting up a Report We ll actually set up some reports in just a few moments, but here are a few more things that are good to know before we dig in. Functionality in Report Preview All reports can be customized, previewed, and then printed, ed, exported, and saved in formats such as a PDF. Previewing Reports You can preview multiple reports at the time. Click the tabs of the reports you want to view to move among multiple report previews. Drag and drop to show reports side by side. You can also reorder reports by clicking a report and dragging it to another location. You ll see lots of options in the Preview window. Here s a list of them and what they do. We don t need to go over every one of them now but you can use this list for reference back in your office. Preview Options Icon Button Name Function Print Report Prints the report. In the printer dialog box, you can select the printer, number of copies, a page range, and alternate file formats. Reports s the report. In some formats, an Export Setup window displays. In this window, you can select a page range, make formatting choices, and select an client. The report is automatically attached to your . Copy Page to Clipboard Copies an image of your report to the clipboard. You can paste this image into other programs, such as Microsoft Word. Refresh Report Refreshes a report. If you minimize the Reports window and make changes in other areas of ACS People, you can refresh the report to display the information you enter. For example, if you post contributions, edit an individual s profile, or post attendance, your report displays this newly entered information 24

25 Unit 2: Working with ACS People Reports Icon Button Name Function Search for Text Searches a report for a specific word, number, or phrase. Enter what you want to search for in the search field under the toolbar. This search function helps you find important information, such as a specific date, address, phone number, or address. Page Setup Changes a report s paper source, paper size, margins, or orientation. Set Font Selects a different font, font style, and font size for the report. The default font is Arial. First Page Returns you to the first page of the report. Previous Page Page Number Next Page Last Page Zoom Customize Save Close Returns you to the previous page of the report. Displays the current page number. To view a specific page, enter the page number and press Enter. Takes you to the next page of the report. Takes you to the last page of the report. In the drop-down list, selects a zoom percentage for the report. Customizes Report Options for a report. After you click the Customize icon and make changes to your report, click OK, and an updated version of the report displays in the preview pane. Saves a report in ACS. When you save your report, you can preview and print the report later without setting up Report Options each time. In addition, other ACS users in your office can view publicly saved reports. Closes the report preview. 25

26 Unit 2: Working with ACS People Reports Key People Reports We promise, we ll start working in reports soon but for future reference, we re including a list of commonly used People reports, along with a brief description for each. Fill in why each is popular. Report Name Description Why is it Popular? Name and Special Fields List of names and selected special fields. People Directory List of names in directory format. The default includes the family address, primary phone, and each person s name and birthdate but you can add other fields. People Involvement List of activities and their elements for everyone in the database. Census Reports List of statistical information including age, marital status, user-defined fields, and geographic breakdown. Now it s your turn Are there any reports in this list that you think will help you? If so, list them below, and how you think you can use the report. 26

27 Unit 2: Working with ACS People Reports Understanding Report Options Finally! Callie is ready to choose a report and make sure it includes all of the information the pastor wants. There are a finite number of reports in the People module but because there are many options for each, one report can be formatted many different ways and contain a wide variety of information. Report Hints Here are a few hints: The Customize link of each report contains options that can affect data selection and formatting for a report. Not all options are available for each report. Options that are unavailable for a report are grayed out on the Customize window. The more time you familiarize yourself with reports and the available options, the quicker you ll be able to choose an appropriate report and the options that give you the correct information. Have a clear idea of what you need to include in the report before you choose a report and options. Preview the report before you print, export, or it. Report Options We won t list a description for report options that are self-explanatory. 27

28 Unit 2: Working with ACS People Reports Name Options Formal and Informal Label Names Access data from the label fields in an individual or family record. Informal Label Names comes from the Goes By field in an individual s record. Custom Label Name Select to display the data you want. Report Options Include Deactivated People Select to include deactivated records on the report. The Filter option can also exclude deactivated records. Print Adult Birth Year Select to include an adult s birth year on the report. The report includes the month and date of an adult s birth automatically. If the person has a Family Position of Adult, the year does not print unless you choose this option. Filter Select to filter records to include in the report. To create or load filter criteria, click Select. Special Fields Select to add fields to the report. To select fields, click Select. Custom Sort Select fields to use in sorting the report. To select fields, click Select. Flag People Select to mark certain records on the report. To select criteria, click Select. Print Other Phone Select to include an additional phone type on the report. From the drop-down list, select a phone type to include on the report. Formatting Options Group Select to arrange information so that all like values of a specific field are reported together. To select the fields you want group, click Select. For instance, you are printing a list of deacons and the families each is responsible for. Select this option so the families for each deacon print together. Page Break on Last Group Select if you want each group to start a new page on the report. If we continue our example from above, we can check this option so that each deacon list starts on a new page. Refer to Select to print individuals twice on the report. For example, if an individual has a different last name than the head of household, you can print it once with the family and a second time in alphabetical order by last name. Date Range Options You can filter data within a specified range of dates. This option is useful for reports based on dated information, such as contacts, attendance, and contributions. Search Results Option You can limit the records selected for a report to those included in the most recent search. Reports use results from the most recently processed search. To be sure that your search results are correct, go to Searches to verify that they are up-to-date. Then, use the Reports option to generate the report. Special Contributions Report Options 28

29 Unit 2: Working with ACS People Reports Report Options Include deactivated contributors Select to include individuals on a report who are not marked as active contributors. Deactivated contributors are marked with a # symbol. Ignore Send Statement Flag Select to override the Send Statement by option in ACS People. Custom Sort Select to sort by envelope number, name, or ZIP code. Basic Bulk Sort Select to sort the current report for bulk mail. This option is only available with the Flex Statement report. Selected Funds Select to filter data to specific funds. To select funds, click Select. Count combined as two records Select to count a combined contributor as two people. This function is useful for statistical reports. Print one contributor Select to print a statement for only one contributor. To select the individual, click Preview. Year Information Options Year Select the posting year for the data to come from. Date Specify the date to display on the report. Type Select pledge or actual gift information for the report. Special Attendance Options Master Group Select the master group from which to take attendance data. Report Date Select the date to display on the report. Individuals are included on the report based on class rosters current on the date the report is run. Columns Select the number of columns that you want to print on the report. Prior Postings Select the number of prior postings that you want to display on the report. Report View Select to determine the amount of data to include on the report, such as the starting point for the data and its date range, such as for a quarter or year. Report Settings Select Groups Select to include specific groups in the report. To select groups, click Select. X-Ref Groups Select to combine markings from an individual s primary class and from other classes in which the person is enrolled. To select groups, click Select. This option is only available for Sunday school and Worship groups. Events Select to create a report for specific events or a combination of events. To select events, click Select. Print Event Marking Boxes Select to print a check box for each event for a selected group. 29

30 Unit 2: Working with ACS People Reports Print Event Details Select to print details of marking by events. Marking Sheet Footer Select to include a footer on marking sheets. To create the footer, click Select. Report Options Multiple Markings as 1 Marking Select to count an individual present only once, even if the person is marked present for more than one class, activity, or event for each day. Use this option when calculating the number of unique individuals present per day. Include Rosters w/o Markings Select to include rosters without any markings on the report. Print Detail Marking Fields Select to include additional marking fields for your groups on the report. These fields are created in Groups setup. Print Summary Marking Fields Select to include summary marking fields for your groups on the report. These fields are created in Groups setup. Print Blank Line Select to print a blank line with each individual s name. Use this option to record a randomly distributed pager number or nursery call monitor number. Print Bar Codes If you use bar codes to mark attendance, select this option to include bar codes on the report. Print Families Together Select to print all family members together. Names print in alphabetical order with heads of household first. X-Ref Rosters Within Group Select to display markings from all classes, both primary and associate, that an individual is enrolled in. Print Next Year Select to print a report based on information in promotion setup. You can run this report before actually processing the promotion to check for accuracy of the promotion. Print Roster Totals Select to include a count of individuals in the roster on the report. 30

31 Unit 2: Working with ACS People Reports Who What? So many choices! But Callie s come up with two words to help her work through the report process, and yes, we ll share them with you. Who First determine who should be in the report, and then decide the best way to get those names. Do you need to see everyone in the database base (excluding deactivated records), do you need to do a search or create a filter? What Once you know how to get the names of those to include in the report, determine what information to include. Choose the report that best fits the need. Remember that you can use reports from other modules. For instance, you may search for contributors in the Contribution module, but a report in the People module may give you the information you want to go with the names. Now it s your turn Let s create a few reports! 1. Can you re-create the report the pastor wants? Preview a report for Members; include names, all phone numbers, and addresses on the report. Write down the report name and options you chose. 2. Preview a report for everyone in the People database. Include names, addresses, member statuses, and dates joined. Write down the report name and options you chose. 3. Preview a bar graph of people in the database by member status. Write down the report name and options your chose. 31

32 Unit 2: Working with ACS People Reports Saving a Report Configuration Callie knows she s gotten the hang of reports but realizes that she ll end up using certain reports with specific formats over and over again. Certainly there s a way to save a report configuration. You can save any changes you make on the Customize link of a report in ACS People. If you save a report configuration, you can use that report again later. Any time you close a report in which you have made changes, ACS People prompts you to save the report. Useful Information If you want other users to have access to the report configuration, select Public. If you do not want other users to access the report, do not select Public. You don t have to add a report description but a description can help others decide whether or not to use it or why it was created in the first place. To save a report configuration 1. Enter a unique name for the report in the Save As field. 2. Enter an optional report title, or leave the report title as it displays. 3. Enter a unique description for the saved report. This is especially helpful if you want to save a public report that other staff members can use in the future. 4. Click Save. 32

33 Unit 2: Working with ACS People Reports Figure 4: Save Report 33

34 Unit 2: Working with ACS People Reports Exporting Reports from Print to File This lesson shows you how to export reports from print to file in ACS People. Useful Information Exporting the Find Person grid or the Search Results can sometimes give you information in a more usable format than a report. To export reports from print to file 1. In the ACS Reports window, click Print. 2. Select Print to File. 3. Select a file format: Adobe Acrobat Document Creates a PDF document that can be viewed on most computers. Excel Document Creates a file for use with Microsoft Excel. RTF Document Creates a file for use with Microsoft Word. HTML Document Creates a report for display on a Web page. 4. Enter a path and file name for the new file. 5. Click OK. 34

35 Unit 2: Working with ACS People Reports Now it s your turn 1. Create a search for all members in the database. Using the search created, preview a directory without pictures. Note the steps here. 2. Create and preview a marking sheet for this Sunday for the entire Sunday school. Add the bar code to the marking sheet before previewing. Note your steps. 3. Create a report you think you can use back in your office. a. Preview the report. b. Save your configuration and give it a description others will understand. c. Make it available to other ACS users. 35

36 Unit 3: Merging with Microsoft Word Unit 3: Merging with Microsoft Word The ACS mail merge feature allows you to create custom letters, envelopes, labels and directories from your ACS data. By the end of this unit, you should be able to: Walk through the basics steps in a merge Do the setup for a mail merge Create the Main Document Complete the mail merge process Load and reuse saved documents 36

37 Unit 3: Merging with Microsoft Word Overview of ACS Mail Merge Pastor Wayne has just walked in to Callie s office. Besides outreach he works with the Holy Casserollers (senior adults) and has a two-day trip planned for the group. While quite a few of the group have addresses, many do not; so he s decided it would be easier to send a personalized letter to each member with details about the trip along several brochures for them to review. Anyone over 65 is eligible to participate and he wants Callie to create the letters to send out. Callie knows she can do a search to find those eligible but then what should she do? The ACS Mail Merge feature integrates directly with Microsoft Word. You must have Microsoft Word 97 or higher installed on your computer to use ACS Mail Merge. A working knowledge of Word is also very helpful. There are three ways to access the ACS Mail Merge Feature: From the Find Person or View/Edit Individual windows Merge a single record with a Microsoft Word document. We re not going to talk about this today. If you can do a mail merge for a group, you can do it for one person. From the Searches window Search for a group of individuals and merge all records from the search results with a Microsoft Word document. From Advanced Exports Search for a group of individuals, select additional information not usually included in a mail merge, and merge that information with a Microsoft Word document. Basic Mail Merge Steps Before doing a mail merge from ACS, here are some things you should know about mail merge. Do you like Reese cups? It has both chocolate and peanut butter that come together to make the Reese Cup. A merge is similar to a Reese cup because it has two parts (main document and data) that come together in one document. 37

38 Unit 3: Merging with Microsoft Word Main Document The Microsoft Word document, containing the text and graphics (the letter), that is the same for each version of the merged document. This is the chocolate. Data Source The file containing the information to be merged into a document. For example, a data source can be the names and addresses of the recipients of a letter. This is the peanut butter. Merged Document The resulting file when the data is merged with the main document. Now we have the Reese cup - the chocolate and the peanut butter have been combined. Useful Information You can add names or remove them from the results of the search by using the Edit Results option from the Search Information tab. This option can also be used to do a mail merge with random records so that you can select a group of individuals with no information in common. This random list can be saved and used again. Mail merge documents can also contain contribution information for the contributors in the search results. Contribution data can be processed by specific fund and by year or custom date range. 38

39 Unit 3: Merging with Microsoft Word Performing a Mail Merge from Multiple Records Callie gets the general merge process (and has thrown away several empty Reese cup wrappers during the learning process) but now she needs to get this letter created. First you need to create a list of people who meet the criteria to receive the mail merge document. To generate a mail merge using a new search 1. Under Searches and Reports, click Searches. 2. Verify your output settings for your search, including Search On, Include Records That, and Search Output Flag. 3. Select the Search Criteria tab. 4. Select your search criteria. 5. Click Process. 6. Select the Results tab to verify the search results 7. Select the Search Information tab. 8. Click Mail Merge. 39

40 Unit 3: Merging with Microsoft Word To generate a mail merge using a saved search 1. Under Searches and Reports, select the Criteria or Results tab, and from the drop-down list, select the saved search. 2. Click Go. 3. Click Yes to process the search. 4. Click the Results tab to verify the results. 5. Click the Search Information tab. 6. Click Mail Merge. 40

41 Unit 3: Merging with Microsoft Word Completing the Mail Merge Setup Now Callie needs to choose the correct settings in the the Mail Merge To create custom settings 1. From the Mail Merge window, click Mail Merge Setup. 2. Click the Name Settings tab. a. Record Selection choose one of the following: Everyone Creates a separate letter for each name in the search results. One per Family Creates one letter for all family members. One per Contributor creates a letter for each contributor record (combined or individual). Family Label Creates a family label with the options on the Label Names tab. b. Select a Label Option. If you select One Per Family, then Include Children is an available option. Include Children adds & Family to records with one or more children, whether the children s names are included in the search results or not. If you select Include Children, then Expand Children is an available option. It includes the children by name in the address area. If there are more than two children, the label option reverts to & Family. If you select Include Children, then Only Children in Search is an available option. When you print a label, only the children returned in the search results are included. c. From Address Selection, choose the appropriate Address Type. d. Under Label and Salutation, decide if you want to use formal or informal names for the inside address and salutation lines of the merged letters. These values are located on the Label tab of the individual s record. 41

42 Unit 3: Merging with Microsoft Word e. Select a Sort Order. This determines the order of records for printing. 3. Click the Special Fields tab if you want to include specific fields of information. a. Click Select Fields. b. In the Special Fields pane, select from the list of fields. Double-click or use the arrows to move your selections into the Selected Special Fields pane. 4. Click the Contributions tab if you want to include contribution information. a. Click Select Funds. b. In the Fund pane, move up to twenty funds into the Selected Fund pane by double-clicking or using the arrows. c. Click Close. d. Select the Posting Period. 5. Select the Merge Options tab. a. Select the Document Type. Form Letter The basic content is the same in all letters, but each contains in formation specific to the individual recipient, such as name, address, or another piece of information. Mailing Labels Each label shows a person s name and address, but the name and address on each label is unique. Envelopes The return address is the same on all envelopes, but the destination address is unique on each one. Catalog The same kind of information, such as name and description, is shown for each item, but the name and description in each item is unique. Use this type for lists or directories. b. Select Return Address Options. c. Select Currency Field Options. d. Select a Data Source Type. 6. Click Process. 7. Click OK. 8. Click Close. 42

43 Unit 3: Merging with Microsoft Word Creating the Main Document and Merging So far so good. Now Callie needs to create the main document in Word and then do the actual merge. Useful Information To see how your special fields display in Microsoft Word, click Display Field Map. The ribbon or tool bar containing the merge tools varies in appearance according to your version of Microsoft Word. Save the main document to reuse with future merges. For more information on using saved documents, see the following section. To create the main document in Microsoft Word in order to begin the merge process 1. Select Create New Main Document. 2. If you are prompted to refresh your data, click OK. 3. The main document contains the most commonly used fields and text for the merge format you choose. You can use Microsoft Word merge tools to insert additional fields as needed. 43

44 Unit 3: Merging with Microsoft Word Loading and Reusing Saved Documents You can use the Load Document option to include saved Microsoft Word merge documents for later reuse. The loaded document can be used for any group of individuals selected in a search. Useful Information To modify the document, click View/Edit Main Document. To create a copy or a similar document, click View/Edit Main Document, then save the file with a new name. All ACS users must load their mail merge documents individually. There is no public option for merge documents. To load a saved merge document 1. From the Mail Merge menu, click Load Document. 2. Locate the document in Windows Explorer. 3. Click Open. 4. Enter a description for the document. This is how the document will appear in ACS. 5. Click OK. To reuse a saved merge document 1. From the Mail Merge window, select the saved merge document. 2. Click Merge Document. 44

45 Unit 3: Merging with Microsoft Word Now it s your turn 1. Create a personalized merge letter. a. The letter goes to all members who have a birthday next month. b. Create a new main document and include a simple happy birthday message in the body of the letter. c. Use informal label names and salutations. d. Use the Address Block and Salutation merge fields in the letter. 2. Load the document created in the previous step into the Mail Merge Available Document list in ACS. 3. Select a record in the Find Person screen. Process a mail merge using this record and the document created above. 4. Create another personalized mail merge letter as follows: a. Use the Edit Search Results to select five individuals to receive the letter. At least two should be from the same household. b. Create a new main document. c. Set up the document to include one record per family. d. Use formal label names and salutations. e. Include at least one special field. f. Include the Address Block, Salutation, and the special fields in the letter. 5. Create another mail merge letter as follows: a. Search for all active contributors. b. Create a new main document. c. Set up the document to include one record per family. d. Use informal label names and salutations. e. Include their pledge to date and gifts to date information in the letter. 45

46 Unit 3: Exporting Unit 3: Exporting Besides viewing information in reports, you can export data in ACS in a variety of ways. This gives you even more flexibility in working with your data. By the end of this unit, you will: Know the differences between the major export options Be able to determine if creating an export is the best option for you Know how to export People data into other programs 46

47 Unit 3: Exporting Why Should I use an Export? It s late in the afternoon and Callie is sipping her favorite Chazo Chai Tea. The phone hasn t rung in the last five minutes and no one is in her office. While she was working on reports, she noticed several export options available. Now that she has a few minutes, she s decided to look into what she can do with exports. Why exports are used and needed It seems like church staff stays up 24/7 thinking of unique reports that they want to see. ACS knows this and that s why reports are so customizable. Even so, there are times when an ACS report doesn t quite fit the need so ACS gives you further flexibility using the various export options found in ACS. Exporting data from ACS allows you to create custom reports in other programs, use different data formats, or import ACS into custom programs you have. You may be a whiz with manipulating data in programs like Excel. If so, you can pull data from ACS into Excel and do your thing. What about ACS reports? You can even export ACS People Suite reports. Once you get a report customized the way you want it, you can click later. and select the Print to File option. We ll talk more about that option 47

48 Unit 3: Exporting Defining Export Options and Terms There are many export options available in the ACS People Suite. Before we go further, let s talk about some of the different export options and what you do with them Format Use the Format option to choose the type of file you want to create. Examples are.csv,.xls, and so on. Settings Settings options allow you to select the record type to use, label name to use, mailing address type, how to sort, and more. Layout Access Layout to choose the information you want to include and the order to put it in (many extracts). Groups From Groups you can choose the areas within ACS you want to find information in. Fields The Fields option allows you to select the information you want to include and the order to put it in (Advanced Exports). And let s make sure we all understand some terms you ll hear in this lesson. Words to Know File Export A single file containing fields of information for each individual. Each field has only one value. Examples of fields: First Name, Last name, Home Phone Number, Birthday, or Occupation. Database Export A collection of tables linked together by common information. Use this type if your fields can have multiple values. For example, an export that contains all of the Activities or Classes in which an individual is involved, all of the comments entered for the individual, all of the phone types and numbers, or all of the addresses. Comma Separated Most word processors can merge with this file type so most people use this option. It uses commas and quotation marks between fields. For example, First Name, Last Name. dbase One of the most common ways to export information. Lotus and Ami Pro (Word Pro) use this option. Header File Many export formats require you to create a header file in the word processor before merging. The header file defines the fields you are exporting to the word processor. You can save header files for future use. Many word processors guide you through setting up a header file. 48