Merge Data from Shelby v.5 & ShelbyNext to Microsoft Word

Transcription

1 Merge Data from Shelby v.5 & ShelbyNext to Microsoft Word (Course #E236) Presented by: Betty Heston, Shelby Consultant 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective This session covers how to use data from your ShelbyNext or Shelby v.5 database to create personalized mass mailings or directories. Topics covered in this session: Understanding the mail merge process Create an export from ShelbyNext Membership Create an export from Shelby V5 Use the Microsoft Wizard to create a merge in 6 easy steps Merge without the Wizard to create a directory Creating Labels or Nametags 34

3 Understanding the Mail Merge Process Mail merge is a useful and easy tool allowing you to produce multiple letters, labels, envelopes, nametags, and more using information stored in a list, database, or spreadsheet. Mail merges contain unique data as well as information that is standard throughout each document. For example, you might use a mail merge to create letters, nametags, luggage tags, etc. for a mission team. Creating first visit letters is another great use for mail merge. To create a merge, you create a main or primary document (such as a target publication in Microsoft Publisher) and merge it with a data source. Merging with Shelby or Arena involves the following basic steps: 1. Create a data source file in ShelbyNext or in Shelby v Create a main document in Word (publication in Publisher) containing the fixed text. You can use an existing document or create one during the merge process. 3. Merge the two files together to create the desired documents. Main (Primary) Document Data Source ShelbyNext or Shelby v.5 Merged Document (Labels, Directory, Letters 3

4 Creating a Data Source in ShelbyNext Several areas in ShelbyNext allow for the export of data. The exported data is in CSV format which allows for merging in Word. Advanced Search 1. Click Individual then Search. 2. Click Advanced. 3. For this example Family Relationship is selected and then Primary. 4. Click the Gear. 5. Click Export Individuals to CSV. 6. Take action on gives the following options: These Individuals Parents (Primary and spouse in family) Children (all children in family) 4

5 7. Option to select One Line Per Family. (For this example it is not selected.) 8. Option to select a Basic set of fields or a Full set of fields. (This example is Basic.) 9. Click Export. 10. Click Open, check the available fields. If it looks good, save it in a location that can be selected later, close the file. 5

6 Export data from Reports The following is an example of a monthly birthdate list export. 1. Click Reports. 2. Click Individuals. 3. Click Birthdays. 4. Click on Gear. (The By Date icon should be showing, if not click on By Month. ) 5. Click Filter. 6. Click in Month box. 7. Select the month you need for report. 8. Click Submit. 6

7 9. Select These Individuals -> Basic -> then click Export. Save the file. 7

8 Creating the Data Source in Shelby v.5 In Shelby v.5 there are several different ways to create a data source file. For this session you use the Word Processing Interface File Report and the Formatted Report in Selections and Listings. Contributions, Donors and Gifts, Registrations, and Reaching also provide Word Processing Interface Files, although you do not cover those in this class. The Missions Committee has requested a variety of documents for all members of the Denmark Mission trip team. The team members all have profiles associated with them. Start with Selections and Listings. Churches normally go to Membership -> Reports -> Selections and Listings. HQ goes to GlobaFILE -> Reports -> Selections and Listings. Create a new report. Select a report group and give it a name. 8

9 Choose the Criteria that are needed to select the proper people. In this case, Profile Either/Or was selected. Those going on the Mission trip have a profile associated with them. You can use either the Formatted Report or the Word Processing Interface Report. For this report Word Processing Interface (all) is selected. You find the Word Processing Interface report at the bottom of the reports list. 9

10 Information on this screen is critical in determining what fields come over in your merge file. This report creates the file that you use in Word or Publisher. The first box is the location and name for the file you create. The system defaults to your current Shelby data path and a file name of WPData.doc You can change this by clicking the pick button and browsing to your destination. You can use the file extension of.txt for Word and Publisher. The extension could also end in.doc, docx or.csv. Remember to note the file path and name. You need to find this file later. ***Tip***Create a folder on the network in which to save your merge files. That way they are easier to find, and it is easy to keep old ones deleted. A folder resides in My Documents called My Data Sources. This is an excellent place to save your documents. Note: This is not a network drive on most computers. 10

11 You can select in what format you want the Birth Date to be. For most letters Month DD Format works well. Include Field Names in First Record You must check this item for Word and Publisher. This box is very important. For most reports that is all you need to select. The Make Selections list includes many other options that include additional information in the data source. Many of these are selfexplanatory, but if you need additional help, press the F1 key. You can scroll to the bottom of the help file for more detail. Another option is to check Print Field List. This prints a list of all the fields that are included in the merge file. 11

12 Select the address that you want to use. The default is Use Address Preferences. For this report select Do Not Combine Family and Do Not List Family, Just Selected Person. 12

13 Select Do Not Print Profiles. Select Do Not Print Profile Comments If you want further information on these fields, press the F1 key for Help. Save and Close. Click the Run Icon. You receive the message that the report has finished and where it is located. Click OK. 13

14 How to Use the Formatted (All) Report to Create a CSV File in Shelby v.5 In this example, the Formatted (All) report is used to create a CSV file that can be opened in Excel or used in Word to Mail Merge. Create a new report. Choose the Formatted (ALL) Report. Select the fields that you need in the report from Available Fields and move them to Selected Fields. Click Print to File and put a check mark next to Include Fieldnames in first record. Click the pick button next to File Name: 14

15 Select the location to save the file, give it a name, and the extension.csv. Then click Save. Save, Close, and Run the report. You get a window with the message that the file has been created and where it is saved. You are finished with Shelby and can close the program. 15

16 You can now browse to the file location. Notice that the icon for the file looks like an Excel file. When you click on this file, it opens in Excel. The data is available to format as needed or it can be used to Mail Merge in Word or Publisher. 16

17 Mail Merge in 6 Easy Steps Using the Mail Merge Wizard For this and following examples Word 2013 Office 365 is used. In Word begin the mail merge process by setting up the main document (the Form). This main document contains the text and any graphics that are the same for all recipients. Begin by opening a blank Word document. For this example, you use the Mail Merge Wizard. To access the Mail Merge Wizard, click the Mailings Tab -> Start Mail Merge Group -> Step-by-Step Mail Merge Wizard. 17

18 Step 1 of 6 The Mail Merge Wizard opens on the right side of the window. From this window, you select the type of document with which you want to work. Your choices are Letters, messages, Envelopes, Labels, and a Directory. When you change the type of document selected the description in the middle section of the pane also changes. For this document you choose Letters. Then at the bottom of the page click on the words Next: Starting document. 18

19 Step 2 of 6 For this merge you select Use the current document. This allows you to use the document you have open. Your other options are to start from a template (ready-to-use mail merge templates that you can select). The other option is to start with an existing document and make changes to it. Make sure you click on Use Current document and click Next: Select recipients. Step 3 of 6 Select the option Use an existing list. You created this list in ShelbyNext or Shelby v.5. You must now be able to find the file that you created earlier when you ran your Shelby Report. Click Browse. 19

20 This opens the Select Data Source dialog box. You need to remember where you save the file that you create in ShelbyNext or Shelby v.5. Browse to the location, click on the file, and click the open button. This opens the Mail Merge Recipients box. You can view the list of recipients that are used in your merge. You can refine your recipient list here. Click the OK button. Then click Next: Write your letter at the bottom of the task pane. 20

21 Now start adding text to your letter. ***Tip***Add the date field to the document at this point. In your blank document go to the place where you want to insert the date and left-click. Click the Insert tab -> Date & Time. This brings up the Date and Time Window. Choose the format you want and make sure you click on the Update automatically check box. Put in the required spacing from the date line to the inside address. 21

22 Step 4 of 6 Click More Items This brings up the list of Database fields created in ShelbyNext or Shelby v.5. Here you click on the field(s) that you want in your letter. (This example shows Shelby v.5 data fields.) Click FullNameWithSalutations then click Insert. Click AddressLine1, click Insert, AddressLine2, click Insert, AddressLine3, and click Insert. Then click Close. Your document looks something like the insert below. The Word Mail Merge feature does not allow you to keep the Insert Merge Field dialog box open and return to the document to add spacing and punctuation. It is easier to add all fields needed, close the box and add the spacing and any punctuation needed afterwards. 22

23 Notice that Word inserted the fields with no spaces. You can Zoom your view if it makes it easier to see. Chevrons always surround each mail merge field in the main document (). These chevrons do not print on the merged documents. They distinguish the merge fields in the main document from the regular text; they are necessary for the merge to work. ***NOTE*** You cannot type merge field characters («») manually. You must use the Insert Merge Field dialog box. Click between the chevrons and add spaces and any punctuation that you need. Your letter should now look like this: ***Hint***Use the Shift Key + Enter key to enter a line break, the Enter Key is used after AddressLine3 and is a Paragraph mark. 23

24 Begin writing your salutation and insert a merge field for the name. For a more informal letter choose the Salutation field instead of the First Name field to make it more personal. Hint: You can click the More Items button to get back to the Insert Merge Field dialog box if you need to insert additional fields. Continue with your letter, keying the content in the body of the letter. When your letter is the way you like it, click Next: Preview your letters on the bottom right hand side. The Wizard takes you to your next step. 24

25 Preview your letters. Step 5 of 6 You have the first letter of your merge to preview. If everything looks OK, you can go to the next step. If you notice something that needs to be corrected in the letter you can click the Previous: Write your letter button at the bottom of the page and return to the previous screen and make corrections. When you are ready to print your letter, click Next: Complete the merge. 25

26 Step 6 of 6 You are almost done. You can choose to print your letter directly to the printer, or you can choose Edit Individual letters. ***Tip***Select the Edit Individual letters button. This enables you to have a new document with all your merged letters. This way you can proof each letter to make sure they all look good before you print them. Example: You may notice that someone s salutation was incorrect; you could change it on the letter and get the letters printed. Then you could go back into ShelbyNext or Shelby v.5 software and make the necessary corrections. The Edit Individual letters button gives you the dialog box shown at right. You select all and click OK. You now have a new document with all your letters. 26

27 Using Commands on the Mail Merge Tab to create a Directory Merging without using the Wizard. Start Word. Open a new Blank Document. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge. Click Directory. To merge information into your main document, you must connect the document to your ShelbyNext or Shelby v.5 data file. On the Mailings tab, in the Start Mail Merge group, click Select Recipients and then click Use Existing List. This brings you to a window where you can browse to the file you created in ShelbyNext or Shelby v.5. Select the file and click Open. 27

28 An easy way to create a directory is to merge it into a table. Go to Insert and click Table. Select one row and as many columns as you need for your directory. Put your cursor into the first box, and then click back on the Mailings tab. You are now ready to insert your Merge Fields. Click Insert Merge Field. Select the field that you want. Do this to all fields you want to insert. 28

29 For this example Last_Name, First_Name, Address, City, State, Zip_Code, Birthday, are selected. Click Finish & Merge and then Edit Individual Documents. Click on Merge records ALL. 29

30 Your completed document looks like the document above. This document is in Word, and you can do any further formatting that you want there. 30

31 Creating Mail Merged Labels/Nametags The Mail Merge Wizard or the commands on the Mail Merge tab can be used to create labels. Select labels. Select the size of label/nametag to be used. Insert your merge fields in the first box. (This example uses data from ShelbyNext.) 31

32 Click on Update Labels. ` Word now updates each label with the merge fields. If you make any changes to the merge data fields, remember to always click Update Labels. Click Preview Results to see if your labels look correct. If so, you are ready to print. 32

33 Q&A Class Discussion 33

34 Betty Heston Shelby Consultant In 1985 Betty Heston was asked to help the church where her husband worked input 23,000 names into a new computer system. Little did she know then that over 33 years later she would still be working with computers and a software company called Shelby Systems. She started as an Independent Shelby Trainer in 2000 and has attained the level of Shelby Consultant training on Shelby v.5 and ShelbyNext. 34