SAS2000. Exporting and Mail Merge Introduction. Training Manual

Transcription

1 SAS2000 Exporting and Mail Merge Introduction Training Manual

2 Tribal SchoolEdge Level 1, 17 Madden Grove RICHMOND VIC 3121 Support Centre: Web: Tel: (calls from Australia) or Human Edge Software Corporation Pty Ltd, Melbourne 2016 SchoolEdge is a registered Business Name of Human Edge Software Corportation Pty. Ltd. Human Edge Software is a member of the Tribal Group Date: 26 April 2016

3 Table of Contents Mail Merge Training... 2 Overview... 2 The Training... 3 Intended Audience... 4 The Training Manual... 5 Creating Data Sources from SAS Overview... 6 People Windows Export... 7 Multi-select Export Filter Button Preset Exports Preset Exports Activity Basic Enhanced Export Enhanced Export with Filters Enhanced Export Activities Correspondence Entry Mail Merge Overview Overview Mail Merge Basics Mail Merge Letter Mail Merge Labels Mail Merge Activities Quick Merge Exporting and Mail Merge Introduction Training Manual Page 1

4 Mail Merge Training Overview Introduction This training session is a hands-on experience of learning to export data from SAS2000 and mail merge in Microsoft Word. The emphasis is on exporting the required data from SAS2000. To ensure you gain the maximum benefits from today s training ask lots of questions, participate, write notes down and enjoy yourself! In this Chapter This Chapter contains the following topics. Topic See Page The Training 3 Intended Audience 4 The Training Manual 5 Exporting and Mail Merge Introduction Training Manual Page 2

5 The Training Duration This training is run over a half day period, generally from 9am to 1pm. Topics Topics covered in this training are: Mail Merge Components Create data sources from SAS2000 Enhanced Export Export from SAS2000 windows Preset exports Training Outcomes At the end of this training you should be able to: Export data from SAS2000 using enhanced export Export data from SAS2000 windows Export data using the preset exports Create and perform a mail merge in Microsoft Word using data exported from SAS2000 Notes File Locations The training activities ask you to save files to the Desktop. This is to make finding the files easier during the training course. We do not recommend saving files to the Desktop outside the training room. At school select the appropriate folder on the computer or network to save the files to. MS Word Version The mail merge instructions given are for Microsoft Office The Mail Merge instructions vary between different versions of Microsoft Office. Please refer to the Microsoft Manual or Help File for the specific Mail Merge instructions in the version of MS Office that you have. Exporting and Mail Merge Introduction Training Manual Page 3

6 Intended Audience Audience The intended audience for Mail Marge Training is people who need to export data from SAS2000 to generate customised reports and mail merge documents. These may be new SAS2000 users, or people who require a refresher. Prerequisites There is an assumed knowledge of working with SAS2000 family and student records. It is preferred that Family and Students training has been attended. Exporting and Mail Merge Introduction Training Manual Page 4

7 The Training Manual The Manual This Training Manual is a Guide to steer you through the training process, and also for reference after the training when you come to doing your work in the real world. Make notes and highlight key areas to help yourself retain information, or remember where to refer back to for information. Format This Training Manual is broken into chapters. Each chapter gives an overview, step by step instructions, and training activities to practice on. Use of Guide This manual is designed to give you step by step instructions for a particular function within SAS2000, as well as giving activities that will be completed during the training. Your trainer may not follow this manual step by step, but will always let you know where the topics can be located so you can take notes and become familiar with the steps. Conventions In this Training Guide, you will find some of the following conventions: BLUE TEXT This text highlights SAS2000 keywords. Text separated by arrows. Example PEOPLE STUDENTS. This means, from the PEOPLE menu, select the STUDENTS item. Exporting and Mail Merge Introduction Training Manual Page 5

8 Creating Data Sources from SAS2000 Overview Introduction You can export information from SAS2000 to create your data source for mail merges. There are a number of ways of getting information out of SAS2000 for use with mail merge. These are: Enhanced Export People Windows Export Preset Exports Exporting and Mail Merge Introduction Training Manual Page 6

9 People Windows Export Introduction Any group of records that have been selected using the search function can be exported to Excel. This can then be used to create reports in Excel, or used as the data source for a mail merge with Microsoft Word. by Follow the steps in the table below to export from the people windows. 1 Click on the STUDENT major tab. 2 Ensure VIEW is selected. Activity: Search for all Catholic students in Year 2 to create a list for Sacraments. 3 Select the criterion to find the students. Activity: Select the following criterion: Field Data Year 2 Religion Catholic 4 Click on the FIND button on the left side of the window or press non the keyboard. Result: The first student record will show on the window. The bottom right hand corner should say. 5 Click on the EXPORT button on the toolbar. Result: The EXPORT window will open. Exporting and Mail Merge Introduction Training Manual Page 7

10 People Windows Export, Continued by (continued) 6 Select to export all fields or just selected fields. To select fields, click in SELECTED and select the required fields. Activity: Select the following fields: First Name Last Name Year Class 7 Click on the EXPORT button. Exporting and Mail Merge Introduction Training Manual Page 8

11 People Windows Export, Continued by (continued) 8 Select a LOCATION and give the export a FILE NAME. Activity: Save the file to the Desktop. File name: Year2Catholics. 9 Click on SAVE on the right side. Result: A SAVE EXPORT TEMPLATE window will open. Note: If this is an EXPORT that will be used again, it can be saved as a TEMPLATE. Activity: Click on YES. 10 Give the EXPORT TEMPLATE a name Activity: Call the template Year2Catholics. Note: This is not the Excel file name, but an export name making is quicker and easier to run the export again in the future. 11 Click on OK. The export will open on screen. 12 CLOSE the exported file and EXIT the Export window. Exporting and Mail Merge Introduction Training Manual Page 9

12 People Windows Export, Continued Activities Activity 1: Export a list of all the youngest and only children and their year and class. Hint: Activity 2: Name and class of all students who live in South Melbourne. Hint: Exporting and Mail Merge Introduction Training Manual Page 10

13 Multi-select Export Introduction A MULTI-SELECT button is available in the export window for the Student, Enrolment, Contact, Family and Alumni windows. The multiselect option enables you to select the individual families you want to include in the export. This is useful for selecting individuals. For example creating detention letters, or letters notifying parents that their child is receiving an award at assembly. Multi Select Export Follow the steps in the table below to use Multi-select with an export. 1 Select PEOPLE STUDENTS Result: The Student window will open. 2 With NO records displayed on the Student window, click on the EXPORT button on the toolbar. Result: The Export window will open.. Exporting and Mail Merge Introduction Training Manual Page 11

14 Multi-select Export, Continued Multi Select Export (continued) 3 Click on the MULTI-SELECT button. Result: The Multi-select window will open. 4 The student names are grouped on the left side of the window. Click on the + sign next to the required group. Click on the + sign next to Class, to view the classes. Click on the + sign next to Lc-1, to view the students. 5 Drag and drop the required student names over to the right side. Notes: To remove a name from the SELECTED STUDENTS list drag and drop it back to the left side of the window. SELECT ALL will select all the names from the left side and move them to the SELECTED STUDENTS list. CLEAR ALL will remove all the names from the SELECTED STUDENTS list. Exporting and Mail Merge Introduction Training Manual Page 12

15 Multi-select Export, Continued Multi Select Export (continued) Activity: Students are receiving an award at Junior School Assembly. We want to notify the parents so we will prepare a file of the student and parent names. Drag and drop the following students: Lc-1 Jonathon Carrier Rennyce Kidd Lc-2 Latara Dell Jordyn Mancuso Lc-3 Abbey Lemus Bodie Woodall Lc-4 hanie Butts Nathan Sykes 6 When all the required names are selected, click on the DONE button in the top right corner. Result: You are returned back to the Export window. Exporting and Mail Merge Introduction Training Manual Page 13

16 Multi-select Export, Continued Multi Select Export (continued) 7 In the drop down list for TABLE, select the table to export from. Activity: Select Student + Contact. This will allow us to select from fields that are available in both the Student and Contact windows. 8 Click in SELECTED, and select the required fields. Activity: Select the following fields: Student Firstname Student Lastname Year Class Contact Firstname Contact Lastname Contact Mail Address Street Contact Mail Address Suburb Contact Mail Address State Contact Mail Address Postcode 9 Click on the EXPORT button. Exporting and Mail Merge Introduction Training Manual Page 14

17 Multi-select Export, Continued Multi Select Export (continued) 10 Select a location and give the export a file name. Activity: Save the file to the Desktop. File name: Awards Note: We will use this file later in a mail merge activity. 11 Click on SAVE on the right side. Result: A Save Export Template window will open. Note: If this is an export that will be used again, it can be saved as a template. Activity: Click on NO. 12 The export will open on screen. 13 CLOSE the exported file and EXIT the Export window. Exporting and Mail Merge Introduction Training Manual Page 15

18 Filter Button Introduction In this section we will look at the The FILTER button is available on the Export from the windows Preset exports Enhanced Export window. button option. Filter Follow the steps in the table below to apply a filter using the filter button. 1 Select PEOPLE STUDENTS Result: The Student window will open. 2 With NO records displayed on the Student window, click on the EXPORT button on the toolbar. Result: The Export window will open. 3 Select the fields to export. Activity: Click on SELECTED and select the following fields First Name Last Name Sex Year Exporting and Mail Merge Introduction Training Manual Page 16

19 Filter Button, Continued Filter (continued) 4 Click on the FILTER button. Result: The FILTER window opens. 5 Select the COLUMN NAME to be filtered. 6 Select the CONDITION. This can be done either by: Clicking on the button, located on the toolbar e.g.. Or Clicking in the CONDITION field and selecting the condition from the drop down menu. E.g. equals The values for filtering are: Button Drop Down Meaning equals Equals the specified value less than greater than less than or equal greater than or equal not equal like not like is Null is not Null Less than the specified value Greater than the specified value Less than or equal to the specified value Greater than or equal to the specified value. Does not equal the specified value Used with the % sign to search for items that are like the specified value. E.g. value Cath% to search for all items that start with the letters Cath. Used to only pick up items that are not like the specified value. The field does not contain information. Used to search for blank fields. The field contains information. Used to look for information in the field but not a specific value. Exporting and Mail Merge Introduction Training Manual Page 17

20 Filter Button, Continued Filter (continued) 7 Enter the VALUE. Remember the value is case sensitive. 8 Enter the AND/OR column if you are adding multiple lines to the filter. OR looks for records that match the first value or the second value. AND looks for records that match both the first value and the second value. 9 Repeat steps 5 to 8 to add additional lines to the filter. Add Brackets to group sections of the filter together, if required. The Brackets indicate the grouped section of the filter is to be treated as a combined requirement. They are used when the filter has multiple parts. Click on the Bracket buttons on the tool bar to add brackets into the filter. The brackets will be added to the line indicated by the arrow on the left of the window. Exporting and Mail Merge Introduction Training Manual Page 18

21 Filter Button, Continued Filter (continued) Activity: Enter a filter to selects students who are in Year 5 and male or in year 7 and female. To select the students for this activity we use two filter instructions and we join them together to create one filter. Part 1: We want to select Male students in Year 5; the filter to select these students goes into a set of brackets. Part 2: We want to select Female students in Year 7; the filter to select these students goes into a set of brackets. Join: OR is used between the bracketed statements to join them together. We use OR in this case as we want to select the students that meet either the first or the second part of the filter. Click on the Bracket buttons on the tool bar to add the brackets into the filter. ( Sex equals M And Year equals 5 ) Or ( Sex equals F And Year equals 7 ) 10 Click on VERIFY to check the filter. 11 Click on OK to apply the filter. 12 Click on the EXPORT button. Exporting and Mail Merge Introduction Training Manual Page 19

22 Filter Button, Continued Filter (continued) 13 Select a location and give the export a file name. Activity: Save the file to the Desktop. File name: Yr5 Male and Yr7 Female 14 Click on SAVE on the right side. Result: A Save Export Template window will open. Note: If this is an export that will be used again, it can be saved as a template. Activity: Click on NO. The exported file will open on screen. 15 Close the exported file and EXIT the Export window. Exporting and Mail Merge Introduction Training Manual Page 20

23 Preset Exports Introduction The Preset Exports can be used with the Mail Merge option in Microsoft Word to create Mailing Labels, Letters, Reports and Lists of information. The Preset Exports can also be used in Microsoft Excel to print out lists. Go to PEOPLE EXPORT & MERGE Menu Exporting and Mail Merge Introduction Training Manual Page 21

24 Preset Exports, Continued Student Mailing Export Create mailing labels, letters and reports for the students at the school and or enrolments for future years. The name and phone numbers of the first residential guardian are included in the export. Note: Only details for the first residential guardian are included in the export. Options to Run Select by Class or Year Select for Enrolled Enrolment for a specified start year All Enrolled and Enrolments Option to include or exclude inactive students Exported Information Family Mail To Family Greeting Family Surname Residential Address Mail Address Account To Address Student Firstname Student Middlename Student Lastname Student Preferred Name Year Class Residential Guardian Firstname Residential Guardian Lastname Contact Account To Home Phone Business Phone Mobile Pronouns: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 22

25 Preset Exports, Continued Family Mailing Export Create mailing labels, letters and reports on a per family basis. The details of either the eldest or youngest child in the family are included in the export, so you have the option to send the documents home with this child. Note: Only details for the first residential guardian are included in the export. Options to Run Select by Class or Year Select for Enrolled Enrolment for a specified start year All Option to include or exclude inactive students Select to include the Name, Year and Class of the Eldest child in range. Youngest child in range. Exported Information Family Mail To Family Greeting Family Surname Residential Address Mail Address Account to Address Contact Account To Residential Guardian Firstname Residential Guardian Lastname Home Phone Business Phone Mobile Student Firstname Student Middlename Student Lastname Student Preferred Name Year Class Pronouns: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 23

26 Preset Exports, Continued Contact Mailing Export Exports the contact addresses and phone numbers. Only contacts with one of the selected relationships will be exported. The information recorded on the Other and Fields tabs of the contact record can be used to select particular groups of contacts, e.g. Committee members, will take part in fund raising, have requested a copy of the school magazine. Options to Run Select by fields on the contact Committee Newsletter School Magazine No Promotional Material Correspondence No Statement School Council Past Student Fund Raising Select to include the name of the Eldest child and only Youngest child and only Select to Include Enrolments Include Contacts on hold Exported Information Contact Lastname Contact Firstname Student Lastname Student Firstname Contact Account To Residential Address Mail Address Account To Address Home Phone Business Phone Mobile Relationship Organisation Organisation Contact Name Pronouns: His Her, He She, Him Her, Son Daughter Select by User Defined fields. Select contact Relationships to students. Only contacts and students with this relationship will be selected. Exporting and Mail Merge Introduction Training Manual Page 24

27 Preset Exports, Continued Alumni Mailing Export Exports past students name and address details. Useful for keeping in contact with your past students. Options to Run Select by Class Of or Year Select for All Year Left Exported Information Firstname Middlename Lastname Preferred Name Residential Address Mail Address Year Class Year Left Date Left Class of Pronouns: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 25

28 Preset Exports, Continued Fee Mailing Export Exports the names and address of contacts where they owe over an amount that you specify or they are part of a Pay Frequency or Classification group. This can be used to create account follow up letters. Exporting and Mail Merge Introduction Training Manual Page 26

29 Preset Exports, Continued Options to Run Select to run the report for contacts with students at the school contacts with enrolments. Select those with an amount outstanding greater than a specified value Set the Outstanding Balance Date Select by Pay Frequency Classification Instalments Option to Include Contacts on Hold Include Final Year Students Include Alumni (Past Students) Use Instalment Schedule Figures Include Voluntary Fees Voluntary Fees Only Show Aged Balance Enrolment Options Entry Year Level or Entry Class Commencement year Select the Enrolment Status. Exported Information Export - select which lines in the preview to include in the export. Account Number Fee Payer Name Owing Contact Account To Account To Address Outstanding Balance Date Last Payment Date Last Payment Amount Last Payment (Matched Amount) Last Payment (Unmatched Amount) Last Payment (Sundry Amount) Pay Frequency Payment Method Classification Fee Payer Title Fee Payer First Name Fee Payer Last Name Home Phone Business Phone Mobile Residential Address Mail Address For each student the contact is a fee payer for the Student First Name Student Last Name Date of Birth Year Class Home Group Student Fee Factor Family Fee Factor Relationship Residential Guardian Primary Mailing Emergency Contact Status Rank in school Exporting and Mail Merge Introduction Training Manual Page 27

30 Preset Exports, Continued Outstanding Debtor Bills Export The Outstanding Debtor bills export is useful for which bills are outstanding and when the contact last made a payment against the bill. Options to Run Select those with an amount outstanding greater than a specified value Set the As at End Date Select by Pay Frequency Classification Instalments Option to Include Contacts on Hold Bill Total only. Ticked the export lists one line per bill. Unticked each item on the bill is listed. Use Installment Schedule Figures Include Voluntary Fees Voluntary Fees only Exported Information Export - select which lines in the preview to include in the export. Account Number Fee Payer Name Bill Date Bill No Bill Description Bill Due Date Bill Amount Receipt Amount Amount Outstanding Tax Code (listed when Bill Total Only is unticked) Tax amount Contact Account To Account To Address As At End of Date Pay Frequency Payment Method Classification Fee Payer Title Fee Payer First Name Fee Payer Last Name Home Phone Business Phone Mobile Residential Address Mail Address Exporting and Mail Merge Introduction Training Manual Page 28

31 Preset Exports, Continued Student Directory Export This export can be used to create: A Family Directory for the school, giving the details for the Residential Guardians and Students together in their Family units. Documents that include the names of all the students in the family. The Student Directory Export gives one line of information per Family. It exports the names of 2 Residential Guardians in the family, the 1 st residential guardian s addresses and phone number, the Family Phone number and the Name, Year and Class for each student in the Family. Options to Run There are no options to select with this Export. All Families with a child in the Student area of SAS2000 will be included in the export. Exported Information 1st Residential Guardian Title 1st Residential Guardian Firstname 1st Residential Guardian Middlename 1st Residential Guardian Lastname 2nd Residential Guardian Title 2nd Residential Guardian Firstname 2nd Residential Guardian Middlename 2nd Residential Guardian Lastname Residential Address (1 st Residential Guardian) Mail Address (1 st Residential Guardian) Account To Address (1 st Residential Guardian) Family Surname Family Phone Contact Home Phone (1 st Residential Guardian) Student Firstname Student Middlename Student Lastname Student Year Student Class The student information is given for each student in the family. Pronouns for the 1 st student: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 29

32 Preset Exports, Continued Contact Telephone Details Export Exports the name and address information for contacts that have been flagged as being a Residential Guardian and / or a Fee Payer. Used to create mailing labels or letters where you only want to send the information to the Residential Guardians and / or Fee payers. Options to Run Select by Surname or Account No Select Students Enrolments Alumni Select Residential Guardians only Fee Payers only Residential Guardians or Fee Payers Select to include Contacts on Hold Exported Information Account Number Contact Lastname Contact Firstname Contact Middlename Residential Address Mail Address Account To Address Family Phone Home Phone Business Phone Mobile Fax Pager Web Silent Home Phone Other Exporting and Mail Merge Introduction Training Manual Page 30

33 Preset Exports, Continued Enrolment Export Exports the name, enrolment status and family mailing details for future Enrolments. Used to create letters for future enrolments coming to the school. Options to Run Select by: Entry Year Entry Class Select for: Commencement Year Enrolment Status Languages Studied at School Only Exported Information Student Firstname Student Middlename Student Lastname Student Preferred Name Year Class House Commencement Year Date of Commencement Enrolment Status Enquiry Date Application Date Application Status Waiting List Priority Declined Date Offer Date Accept Date Current Status Discontinued Date Tour Date Interview Date Alumni Siblings Student Siblings Enrolment Siblings Future Siblings Family Mail To Family Greeting Family Surname Residential Address Mail Address Pronouns: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 31

34 Preset Exports, Continued Verification Export Exports Student data with their Family and Contacts. This export can be used to create your own custom Verification Report, so families can check the accuracy of their data. Options to Run Select to export either students or future enrolments Select to Include Inactive Students Set the relationships that are to be used to select the contacts. Exported Information All Student personal, medical and travel details. Family Residential and Mail Addresses Family Contact Numbers Family Language Family Medicare and private health fund details. Full details for each Contact. Pronouns: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 32

35 Preset Exports, Continued Staff Export Exports the selected fields to create staff reports or provide data for labels or letters. Options to Run Select required fields for the Exports Exported Information Select fields from the left side of the window. Include: Promotion Education Subjects Tasks Absences Assignments Professional Development Exporting and Mail Merge Introduction Training Manual Page 33

36 Preset Exports, Continued Student Incident Export Exports data to create reports on incidents or letters to parents. Options to Run Select by: Date Range Student Name Student Number Year Class Home Group Specify Incident Type Specify Incident Status Select to include Inactive Students Exported Information Student Number Student Firstname Student Middlename Student Lastname Student Preferred Name Year Class Home Group House Form Incident Date Incident Time Staff Title Staff Firstname Staff Lastname Type Location Confidential Status Role Resolution Resolution Date Resolution Completed Incident Year Incident Class Incident Homegroup Incident House Incident Form Mail To Name, Greeting and Address Pronouns: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 34

37 Preset Exports, Continued Student Period Absences Export Exports attendance records with mailing details. Can be used to create attendance reports or letters to parents. Options to Run Select by: Date Range Student Name Student Number Year Class Home Group Criteria: Do Not Include Approved Absences Include Inactive Students Exported Information Student Number Student Firstname Student Middlename Student Lastname Student Preferred Name Year Class Home Group House Form Absent Date Absent Period Absent Reason Arrived Return Early Late Minutes Leave Time Left Early Minutes Absent Notes Mail To Name, Greeting and Address Pronouns: His Her, He She, Him Her, Son Daughter Exporting and Mail Merge Introduction Training Manual Page 35

38 Preset Exports, Continued Back To School Allowance Export The Back to School Allowance Export contains the information required by the NSW Back to School Allowance. Options to Run Select by October Export February Export Note: The export selection determines the year levels that are included in the export. Options to Include Inactive Students Filter using Student State Allowance field. Note: The student State Allowance field may not record information for this export in schools outside NSW. Schools outside NSW may be using this field to record information for an allowance specific to their state. Exported Information Surname Given Name Gender Date of Birth Scholastic Year Date Enrolled Previous School Family Group Mail To Name Mail to Greeting Mail Address Female Guardian Title and Name Male Guardian Title and Name Exporting and Mail Merge Introduction Training Manual Page 36

39 Preset Exports, Continued Student Activities The Student Activities Export contains the information on the activities the students are taking. Options to Run Select by Year Class Selection Criteria School Year School Term. Student Activity By Term (one line per activity) Student Activity by Year (one line per student) Exported Information Student Name Student Year Student Class Activity School Term Exporting and Mail Merge Introduction Training Manual Page 37

40 Preset Exports Activity Introduction In this activity we look at the steps to export information from the Preset exports options available in SAS2000. by Follow the steps in the table below to export data using the preset exports. 1 Select PEOPLE EXPORT & MERGE CONTACT MAILING export. Result: The Contact Mailing Export Window will open. Exporting and Mail Merge Introduction Training Manual Page 38

41 Preset Exports Activity, Continued by (continued) 2 Select the required options. Activity: Select the following options: YOUNGEST CHILD AND ONLY. Click on the RELATIONSHIPS button. Select INCLUDE RESIDENTIAL GUARDIANS. Click on OK. 3 Click on PREVIEW to see all the residential guardians names. Exporting and Mail Merge Introduction Training Manual Page 39

42 Preset Exports Activity, Continued by (continued) 4 Click on the EXPORT button. Result: The Export window will open. 5 Click in SELECTED to be able to select the required fields for the export. Exporting and Mail Merge Introduction Training Manual Page 40

43 Preset Exports Activity, Continued by (continued) 6 Click in the check box to the left of the fields required for the mail merge. Activity: Select: Contact Lastname Contact Firstname Mail Street Mail Suburb Mail State Mail Postcode 7 Click on EXPORT. Result: The EXPORT TO window will open. This is the same as a Save as window. 8 Select a location and enter the file name. Activity: Save the file to the Desktop. File name: Parent Letter. 9 Click on SAVE. Result: This has saved the file in Excel format to the desktop. Exporting and Mail Merge Introduction Training Manual Page 41

44 Preset Exports Activity, Continued by (continued) 10 You will receive notification that the Export is complete. You can select to save the export settings as a template for future use. Activity: Select NO. 11 You will be asked if you want to create a correspondence entry Activity: Select NO. 12 The export will open on screen. CLOSE the exported file. EXIT from the EXPORT window and the CONTACT EXPORT MAILING window. Exporting and Mail Merge Introduction Training Manual Page 42

45 Basic Enhanced Export Introduction The enhanced export allows specific data to be saved as a file that can be used by Microsoft Word to create mail merged letters and labels, or opened in Microsoft Excel for statistical analysis and reports. The data being exported can be filtered and sorted prior to being saved to a file. Basic Enhanced Export Follow the steps in the table below to perform a basic enhanced export. 1 Select PEOPLE EXPORT & MERGE ENHANCED EXPORT. Result: The Enhanced Export window will open. 2 Click on a yellow folder to view the fields that can be selected. To select INDIVIDUAL fields Click on the box to the left of the field. To select ALL fields in a folder Click on the box beside the yellow folder. Exporting and Mail Merge Introduction Training Manual Page 43

46 Basic Enhanced Export, Continued Basic Enhanced Export (continued) Activity: Click on the yellow folder next to STUDENT-MAIN. Result: A list of available fields will drop down. 3 Click in the check box to the left of the required fields. Result: As each field is selected, it appears on the right windowpane in the order it was selected. Note: If some fields have already been selected, clicking in the check field beside the folder will clear all selections for that folder. Activity: Export a list of students and their details for the photographer. Select: Student Code First Name Last Name Year Class Exporting and Mail Merge Introduction Training Manual Page 44

47 Basic Enhanced Export, Continued Basic Enhanced Export (continued) 4 Click on the PREVIEW button, located at the bottom of the window. Result: The export information is displayed. Exporting and Mail Merge Introduction Training Manual Page 45

48 Basic Enhanced Export, Continued Basic Enhanced Export (continued) Activity: Right click on the Class column and select SORT ASCENDING. Result: The data will be sorted in ascending order by class. 5 Click on the EXPORT button. Result: The EXPORT TO window will open. This is the same as a Save as window. 6 Select a location and enter a file name. Save the file. Activity: Save the file to the Desktop. File name: Photo List. Result: This has saved the file in Excel format to your desktop. Exporting and Mail Merge Introduction Training Manual Page 46

49 Basic Enhanced Export, Continued Basic Enhanced Export (continued) 7 You will receive notification that the Export is complete. Click on YES to save as a Template. This will save your export as a template to use again and again. Note: This export provides the photographer with the details to save the student photos with the student s number as the file name. Photos can be quickly linked to the student records in SAS2000 when the student number is used as the photo file name. 8 Enter the Template name. Activity: Enter the template name: Photographer List. Click on the OK button. 9 You will be asked if you want to create a correspondence entry Activity: Select NO. Exporting and Mail Merge Introduction Training Manual Page 47

50 Basic Enhanced Export, Continued Basic Enhanced Export (continued) 10 The export will open on screen. CLOSE the exported file. 11 The export template saved at step 8 is now available on the template definitions list. Click on the binocular button, top left of the window, to access the list of template Export Definitions. 12 To start another enhanced export, select the green plus button on the top left of the window. Exporting and Mail Merge Introduction Training Manual Page 48

51 Enhanced Export with Filters Introduction When performing an Enhanced Export, filters can be applied to ensure you get only the records that are required. There are 2 ways of filtering in the enhanced export. 1. The Filter button located below each of the column headings. This provides a simple method of filtering on the information held in that column. Multiple columns in an export can have a filter applied to them by this method. 2. The button located at the bottom of the window. This filter requires you to select the name of the field you want to filter on. We looked at this filter option in the Filter Button section of the course (page16). We will be looking at the column filter in this section. Enhanced Export with filters Follow the steps in the table below to perform an enhanced export using the column filters. 1 Click the green plus button, on the top left of the window, to create a new export. 2 Select the fields to export. Activity: Export the girls in years 3-5. Click on the Students folder and select the following fields: First Name Last Name Sex Year Class Exporting and Mail Merge Introduction Training Manual Page 49

52 Enhanced Export with Filters, Continued Enhanced Export with filters (continued) 3 Click on the PREVIEW button to see the records. 4 Click on the filter button below the column heading. Activity: Filter by the gender. Click on the filter button below the SEX column heading. Result: The filter window will open. 5 Select the CONDITION for the filter. This can be done either by: Clicking on the button, located on the toolbar e.g.. Or Clicking in the CONDITION field and selecting the condition from the drop down menu. E.g. equals Activity: Select EQUALS. Exporting and Mail Merge Introduction Training Manual Page 50

53 Enhanced Export with Filters, Continued Enhanced Export with filters (continued) The values for filtering are Button Drop Down Meaning equals Equals the specified value less than greater than less than or equal greater than or equal not equal like not like is Null is not Null Less than the specified value Greater than the specified value Less than or equal to the specified value Greater than or equal to the specified value. Does not equal the specified value Used with the % sign to search for items that are like the specified value. E.g. value Cath% to search for all items that start with the letters Cath. Used to only pick up items that are not like the specified value. The field does not contain information. Used to search for blank fields. The field contains information. Used to look for information in the field but not a specific value. Multiple Values for the one field can be filtered by using the AND/OR column and keying in a value on the next line. OR looks for records that match the first value or the second value. AND looks for records that match both the first value and the second value. 6 Enter the required matching value in the VALUE field. The value is case sensitive Activity: Enter F for female. 7 Click on the OK button. Result: The data is now filtered for all records that have F in SEX. Exporting and Mail Merge Introduction Training Manual Page 51

54 Enhanced Export with Filters, Continued Enhanced Export with filters (continued) Activity: Filter the year level for years 3 to 5. Click on the filter button below the Year column heading. Activity: Enter the following filter: Student Year greater than or equal 3 AND Student Year less than or equal 5 Activity: Click on the OK button. Result: The Data is now filtered for girls in years 3 to 5. Exporting and Mail Merge Introduction Training Manual Page 52

55 Enhanced Export with Filters, Continued Sorting Records 8 Click on the SORT button, to sort the data. Result: The Sort window will be displayed. 9 Drag the required sort fields from the left side of the window to the right side. Activity: Sort by STUDENT YEAR and then STUDENT LAST NAME. 10 Click on OK. Exporting and Mail Merge Introduction Training Manual Page 53

56 Enhanced Export with Filters, Continued Sorting Records (continued) 11 To export the list, click on the EXPORT button. Result: The Export To window will open. This is the same as a Save as window. 12 Select a LOCATION and give the export a FILE NAME. Activity: Save the file to the Desktop. File name: Girls 3-5. Result: This has saved the file in Excel format to your desktop. 13 You will receive notification that the Export is complete. Click on NO to save as a Template. 14 Click on NO to save as a Correspondence entry. 15 The exported file will open on screen. CLOSE the exported file. Exporting and Mail Merge Introduction Training Manual Page 54

57 Enhanced Export with Filters, Continued Hints for Filtering If you have multiple versions of a particular religion that you want to select, provided they all contain a section with the same spelling, you can filter to pick up all these religions by using the % wildcard. Click on the filter button below Religion Example 1 If the Catholic religion is specified as Catholic (Latin/Roman Rite), Catholic (Maronite Rite), Catholic (Unknown Rite) etc As all these religions start with Catholic you could set the filter as Select the condition like Enter the value Catholic% Example 2 If you have multiple entries for the Catholic religion specified as Catholic Latin, catholic Latin, catholic Maronite, Catholic (Unknown Rite) etc As some of these religions start with Catholic and others catholic you would set the filter as Select the condition like Enter the value %atholic% Filter Areas If you select the Filter button, at the bottom of the Enhanced Export window, it will clear the column filters and move the filter syntax into the bottom filter area. Warning: Having moved the filter syntax to the bottom filter area if you click on a column filter and enter a filter it will overwrite the syntax you had in the bottom filter area. Exporting and Mail Merge Introduction Training Manual Page 55

58 Enhanced Export Activities Activities Create an Enhanced Export for the following: Activity 1: All student in Year 3 and 4. Activity 2: All Students and Residential Guardians. Hint: Activity 3: All mothers and daughters in years 11 and 12. Save this Export as a template called: Mothers Daughters. Note: We will use the file from Activity 3 later in a mail merge activity. Exporting and Mail Merge Introduction Training Manual Page 56

59 Correspondence Entry Introduction The CORRESPONDENCE ENTRY question occurs on the Enhanced Export and several of the preset exports. It enables you to record an entry on the student record that an export has been done or a mail merge letter created for the student. by Follow the steps in the table below to record a correspondence entry for an export. 1. Select PEOPLE EXPORT & MERGE ENHANCED EXPORT. 2. Select the items to export and apply a filter. Activity: A Father/Son camping trip is being arranged. Export all fathers and sons in years 11 and 12. Note: We will use this file later in a mail merge activity. 3. Click on the EXPORT button. Result: The Export To window will open. This is the same as a Save as window. 4. Select a LOCATION and give the export a FILE NAME. Activity: Save the file to the Desktop. File name: Father & Son Camp. Result: This has saved the file in Excel format to your desktop. 5. You will receive notification that the Export is complete. Click on YES to save as a Template. 6. Enter a name for the export and select OK. Activity: Save the export definition as: Father and Son Camp. Exporting and Mail Merge Introduction Training Manual Page 57

60 Correspondence Entry, Continued by (continued) 7. Click on YES to save as a Correspondence entry. 8. Enter in a description for the correspondence entry Activity: Year 11 & 12 Father & Son Camp 9. The exported file will open on screen. CLOSE the exported file. 10. Select PEOPLE STUDENTS. 11. Find one of the Year 11 or Year 12 boys. The correspondence entry displays in the CORRESPONDENCE area of the student s record. Exporting and Mail Merge Introduction Training Manual Page 58

61 Correspondence Entry, Continued by (continued) 12. Click on the yellow folder to the left of the correspondence entry to view the export file. This link works while the export file is available. If the file has been removed or the computer selecting the link does not have access to the export location the export file will not open. 13. Click on the EXPAND CORRESPONDENCE button. 14. The CORRESPONDENCE window opens and displays more details on the entries. Exporting and Mail Merge Introduction Training Manual Page 59

62 Correspondence Entry, Continued by (continued) 15. The CORRESPONDENCE date range selection and the option to display the student or the family correspondence are on the WHAT S NEW section of the student window. Exporting and Mail Merge Introduction Training Manual Page 60

63 Mail Merge Overview Overview Introduction Mail merge is the process of taking information from two documents and combining it into a single document. For example, export names and address from SAS2000 and mail merge it with a standard letter to create letters addressed to everyone in the export file, or use the data to prepare mailing labels or name lables. Mail Merge Components There are three main components of a mail merge: 1. The main document 2. The data source 3. The merged result that combines the main document and the data. 1. Main Document Fields are inserted into the Main Document as placeholders for where the data is to appear. This is formatted as you would any other document to give it the look you want. The main document types are: Type Examples Letters Letters Invitations Newsletters Certificates Any document to be personalised for data in your list. Messages messages Envelopes Print address directly onto the envelopes (if your printer allows) Labels Mailing Labels to go with Letters. Name Labels Catalog List of people List of items Exporting and Mail Merge Introduction Training Manual Page 61

64 Overview, Continued 2. Data Source A Data Source is a file that contains the data for your Mail Merge, for example, names and addresses. You can manually create the data source in Microsoft Word, or export the data from a database, such as SAS2000. The data source may be a number of different formats, for example: Microsoft Word (*.doc) Rich Text Format (*.rft) Text Files (*.txt) Microsoft Excel (*.xls) Microsoft Access (*.mdb) The data source may have many pieces of information or it may have only a few, such as the name, religion and suburb. 3. The Output (Merged Document) The most common output from a mail merge is a printed document, such as labels, letters or lists. It is possible to save the output as a file rather than producing a printed document. Whichever form the output takes, it will combine the Main Document with the data for each record, for example, a certificate for each person. Exporting and Mail Merge Introduction Training Manual Page 62

65 Mail Merge Basics Mail Merge Letter Introduction In this section we will use Parent Letter.xls data file we exported earlier in the Preset Exports Activity section with the mail merge options in MS Word. Create the Letter Follow the steps in the table below to create a letter that is linked to the data source. 1 Open Microsoft Word. 2 With a blank document on the screen, click in the TOOLS menu and select LETTERS AND MAILINGS > MAIL MERGE Result: A Mail Merge pane displays on the right side of the window. 3 Select the document type. Activity: Select Letters 4 Click Next: Starting Document, at the bottom on the Mail Merge pane. Exporting and Mail Merge Introduction Training Manual Page 63

66 Mail Merge Letter, Continued Create the Letter (continued) 5 Select how you want to set up your letters. The options are listed on the top of the Mail Merge pane. Activity: Select Use the current document. 6 Click Next: Select recipients, at the bottom on the Mail Merge pane. 7 Select the required recipient option, at the top of the Mail Merge pane. Activity: Select Use an existing list. 8 Click Browse in the middle of the pane. 9 Select the data source. Activity: Select Parent Letter.xls export that we exported in the Preset Exports Activity section, page 38. Exporting and Mail Merge Introduction Training Manual Page 64

67 Mail Merge Letter, Continued Create the Letter (continued) 10 Select the table in the excel file to use and click on OK. 11 Select the mail merge recipients and click OK. 12 Click Next: Write your letter, at the bottom on the Mail Merge pane. Exporting and Mail Merge Introduction Training Manual Page 65

68 Mail Merge Letter, Continued Create the Letter (continued) 13 Type the letter. Activity: Type the following letter: Today s date Dear You are formally invited to the opening of the School s new Science Centre. This will be on Thursday at 10am. Refreshments will be served afterwards. Please RSVP to the front office. Thank you. Kind regards, The Principal 14 Insert the merge fields into the letter. Merge fields are the place holders to tell the merge document where the data is to go. 1 Click in the document where the merge field will be inserted. 2 Click on the More Items option on the Mail Merge pane. Result: The fields in the data source are listed in the Insert Merge Fields window. 3 Select the fields to insert and press Insert. 4 Close the Insert Merge Fields window. 5 Enter any spaces or carriage returns that are needed with the inserted fields. 6 Repeat this process to insert the next field. Activity: Insert the name and address at the top of the letter, and the first name after the word Dear. Exporting and Mail Merge Introduction Training Manual Page 66

69 Mail Merge Letter, Continued Create the Letter (continued) Example: Your letter should now look like this: <<Contact Firstname>> <<Contact Lastname>> <<Mail Street>> <<Mail Suburb>> <<Mail State>> <<Mail Post Code>> Dear <<Contact Firstname>>, You are formally invited to the opening of the School s new Science Centre. This will be on Thursday at 10am. Refreshments will be served afterwards. Please RSVP to the front office. Thank you. Kind regards, The Principal 15 Click Next: Preview your letters to view how the letter will look when merged. 16 When the letter is complete, click on the Next: Complete the merge, at the bottom on the Mail Merge pane. 17 Select the merge option either Print or Edit individual letters. Activity: Select Edit individual letters. Set the Merge record option to All and click OK. Select File > Save. Save the file to the Desktop. File name: Science Centre Open letter.doc Exporting and Mail Merge Introduction Training Manual Page 67

70 Mail Merge Labels Introduction We will also create Mailing Labels from the data source we exported from SAS Create a NEW Word Document. 2 With a blank document on the screen, click in the TOOLS menu and select LETTERS AND MAILINGS > MAIL MERGE Result: A Mail Merge pane displays on the right side of the window. 3 Select the document type. Activity: Select Labels 4 Click Next: Starting Document, at the bottom on the Mail Merge pane. Exporting and Mail Merge Introduction Training Manual Page 68

71 Mail Merge Labels, Continued Introduction (continued) 5 Select how you want to set up your labels. The options are listed on the top of the Mail Merge pane. Activity: Select Change document layout. 6 Select Label options on the Mail Merge pane. Results: A Label options window will appear for you to select the label size that matches the labels you use. Activity: Today we are using LABEL PRODUCTS: Avery A4 and A5 Sizes PRODUCT NUMBER: J8362-Address Exporting and Mail Merge Introduction Training Manual Page 69

72 Mail Merge Labels, Continued Introduction (continued) 7 Click Next: Select recipients on the mail merge pane. 8 Select the required recipient option, at the top of the Mail Merge pane. Activity: Select Use an existing list. 9 Click Browse in the middle of the pane. 10 Select the data source. Activity: Select Parent Letter.xls export that we exported in the Preset Exports Activity section, page Select the table in the excel file to use and click on OK. Exporting and Mail Merge Introduction Training Manual Page 70

73 Mail Merge Labels, Continued Introduction (continued) 12 Select the mail merge recipients and click OK. 13 Click Next: Arrange Your Labels on the mail merge pane. Exporting and Mail Merge Introduction Training Manual Page 71

74 Mail Merge Labels, Continued Introduction (continued) 14 Click on the first label and insert the mail merge fields. To enter a merge field on to the label: 1 Click in the label where the merge field will be inserted. 2 Click on the More Items option on the Mail Merge pane. Result: The fields in the data source are listed in the Insert Merge Fields window. 3 Select the fields to insert and press Insert. 4 Close the Insert Merge Fields window. 5 Enter any spaces or carriage returns that are needed with the inserted fields. 6 Repeat this process to insert the next field. Activity: Insert the Merge Fields on the label so it is laid out as follows. <<Contact Firstname>> <<Contact Lastname>> <<Mail Street>> <<Mail Suburb>> <<Mail State>> <<Mail Post Code>> 15 When the layout is complete, click on the Update all labels button to copy the merge field settings to all the labels. 16 Click Next: Preview Your Labels on the mail merge pane to view how the letter will look when merged. 17 When the label is complete, click on the Next: Complete the merge, at the bottom on the Mail Merge pane. 18 Select the merge option either Print or Edit individual labels. Activity: Select Edit individual labels. Set the Merge record option to All and click OK. Select File > Save. Save the file to the Desktop. File name: Parent Labels.doc Exporting and Mail Merge Introduction Training Manual Page 72

75 Mail Merge Activities Activity 1: Prepare a letter to notify parents that their child is receiving an award at the Junior School Assembly. Use the Awards export file created in the Multi-select Export section, page 11. Activity 2: Create and merge mailing labels for the mothers with their name, and their daughters name in smaller text on it. These will be for name stickers. Save the mail merge label template in Word. Document name: Mothers Name Labels. Use the Mothers Daughters export created in the Enhanced Export Activities section. Note: The files in this activity will be used to in a later activity, page 56. Activity 3: Create and merge an invitation in Microsoft Word inviting them to a Father/Son camping trip. Use the Father & Son Camp export created in the Correspondence Entry section, page 57. Exporting and Mail Merge Introduction Training Manual Page 73

76 Quick Merge Introduction Quick Merge allows you to easily re-merge updated data with a previously saved mail merge letter. This makes it easy to merge commonly used letters and documents. The Merge option is available from ALL export functions within SAS2000. These export functions include: Enhanced Export Export from the windows Preset Exports Once the merge document has been set up the Merge option will export the current data and merge it with the document in one process. Basic Process 1. Select the data to export. 2. Export the Data. 3. Save the Export Template. 4. Create and Save the Mail Merge document. 5. Merge the data and document. The next time you need to merge to this document. 6. Select the Export Template. 7. Click on Merge. 8. Select the mail merge document that was created and saved at The data is exported and merged with the document. 10.Print the document. Exporting and Mail Merge Introduction Training Manual Page 74

77 Quick Merge, Continued Quick Merge Follow the steps in the table below to use Quick Merge. 1 Select PEOPLE EXPORT & MERGE ENHANCED EXPORT Activity: We are going to use the Mothers Daughters export definition from Enhanced Export Activities section and the Mothers Name labels created in the Mail Merge Activities section for this activity. It is time to export, merge and print the Mothers Name labels again but this time we will use the Quick Merge feature. 2 Click on the Binocular button and select the required template from the EDIT EXPORT DEFINITIONS window. Activity: Select Mothers Daughters. 3 Click on PREVIEW to view the data. This is not essential, but it is a good check mechanism to ensure the data is correct. Exporting and Mail Merge Introduction Training Manual Page 75

78 Quick Merge, Continued Quick Merge (continued) 4 Click on the MERGE button. 5 Select the Mail Merge document with which the data is to be merged. Activity: Select the Mothers Name Labels document created in Mail Merge Activities section, page Click on OPEN. 7 You will be asked if you want to create a correspondence entry. Activity: Select YES 8 Enter a description for the correspondence entry and select OK. 9 The document is opened and merged with the exported data ready to print. 10 Close the document. 11 Select PEOPLE STUDENTS. 12 Find one of the Year 11 or Year 12 girls. The correspondence entry displays in the correspondence area of their student record. Exporting and Mail Merge Introduction Training Manual Page 76

79 Quick Merge, Continued Microsoft Security Note There is a Microsoft Security restriction that stops the QUICK MERGE from working. When you click on the MERGE button and select the template you may get the message Document is not a Template. Microsoft introduced a security restriction in Office XP service Pack 3 to make mail merge more secure. This security restriction is also in later versions of MS Office (such as MS Office 2003). Reference for Computer Technician The Microsoft web site for information on this issue is. This site lists a work around for disabling this security restriction in the different versions of Word. The site also lists the implications of removing this security restriction. With this security restriction disabled the Merge button in SAS2000 will be able to open the mail merge function in Word. Whether you decide to disable this security restriction needs careful consideration. Exporting and Mail Merge Introduction Training Manual Page 77