Campus. Create Data Labels

Transcription

1 Campus Create Data Labels Macintosh computer users: Follow the instructions in this booklet to create labels in MS Word with the data you export from Campus SPPS Reports Attendance Labels. PC/Windows Users: After exporting data from Campus SPPS Reports Attendance Labels, use the instructions found in the document called: Labels Using Microsoft Word 2002 or Newer on PC/Windows Computers Note regarding Note regarding Attendance Attendance Labels Labels: export: You can use the export You titled can Attendance use the export Labels titled for Attendance data labels, Labels for data spreadsheets labels, spreadsheets and lists. This and export lists. This also export useful is for also useful for CUM CUM labels labels or attendance or attendance card labels. card labels. If using the data for a list, you may prefer to export the data and then import it to MS Excel or FileMaker Pro. Rev. 3/1/2010 Campus Data Labels Page 1 of 6

2 Create Data Labels In Campus Instructions below are for labels using a Macintosh computer and MS Word (version 2004 or later). I. Select Your School s Data In this section you will learn to find your school s data in the Campus system and prepare to export it. 1. Click on the SPPS Reports link on your Campus home page on the Index tab (left column) and select Labels Primary and Secondary or Attendance Labels. A new window will open. Note 1: Attendance Labels data includes class, section, teacher and room information. (All other data is the same as in the Labels Primary and Secondary.) Note 2: Use your Campus login to see the Attendance Labels. 2. In the upper left corner of the screen, select your school. 3. If using the Attendance Labels, select also the Term and Period Elementary schools: select AM. Secondary schools: choose Advisory or Homeroom (unless you are looking for a specific other period of the day). 4. If using Labels Primary and Secondary, using the Primary & Secondary option will include students primary and secondary households. 5. Click Create Export button (may take a few moments). II. Export Data Once the export has been created, you will need to download it to your computer. 1. Scroll down. School listings are at the bottom and are listed below the Create Export button. Scroll down and find your school (listed in blue in numeric order by school number). 2. Use Control + click (or right-click) on your school s calendar export. 3. Choose your destination for saving the newly created export to your computer (suggested: Desktop). Leave file name as set. Rev. 3/1/2010 Campus Data Labels Page 2 of 6

3 III. Set Up Labels in Microsoft Word 1. Open Microsoft Word to a new, blank document. 2. From the menu bar, choose Tools, and release on Data Merge Manager. 3. When Mail Merge Manager window appears, under Main Document, click on Create. 4. Select Labels. 5. Label Options box appears. 6. Select label type that you need, then click OK 7. Label formatting appears on the MS Word page. 8. In the Data Merge Manager box (right side of screen), click on Data Source. Then choose Open Data Source. 9. Window appears. Find your data and select it. Rev. 3/1/2010 Campus Data Labels Page 3 of 6

4 10. Edit Labels box appears. 11. Click on Insert Merge Field (reveals label data-field choices). 12. Select the first item that should appear on your label. 13. The item appears in the box. 14. You will edit the label as you go, so select the spacing and any words or punctuation that you wish to have appear on your label. 15. Choose the first item to appear on the label by clicking on Insert Merge Field. Options: Press space bar on your keyboard Type in a word such as Re: Click on Insert Merge Field again to add the next data field to your label. Press Return or Enter on your keyboard. 16. When finished, click OK. 16. CONTINUE adding items, spacing, 17. punctuation Mail Merge and Helper <return> window until is all still items displayed. are situated as desired on the label. Sample Label 17. When label format is finished, click OK. Rev. 3/1/2010 Campus Data Labels Page 4 of 6

5 IV. Create and Sort the Labels 1. Now you should see the labels template open and, to the right, the Data Merge Manager. Data Merge Manager Box 2. In the Data Merge Manager box, click to select Query Options. 3. When Query Options box appears, click to select Sort Records. 4. Select your sort preferences. In the example below, the first sort is student last (name), the second sort is student first (name). 5. When ready, click OK. V. Merge Labels 1. In Data Merge Manager box, to the left of Query Options, is an item that merges the student information into the labels. 2. Mouse/hover over the picture to see Merge to New Document. (Do NOT choose Merge to Printer. ) 3. Click to select the image. 4. Wait a few moments while the data merges. 5. The labels will appear on the screen. Mouse over this image to see the words, Merge to New Document. Rev. 3/1/2010 Campus Data Labels Page 5 of 6

6 VI. Format Labels 1. On the Menu bar, click on Edit and drag to Select All. (All labels will be highlighted.) 2. If your labels are all in capital letters, you can change this by going to the Menu bar, selecting Format and then selecting Change Case. 3. When Change Case window appears, select Title Case, and then click Ok. NOTE: If needed, you can change the font and the point size to make the printing smaller. 4. Look at your labels to see if any data needs to be corrected. You may make corrections on the label, but make a note to correct inaccurate data in Campus as well. TIPS: Print the first page of the labels on plain paper to verify that labels line up correctly. You may save your labels when finished if desired. If your enrollments change, you will need to recreate labels using fresh data. VII. Finish Once you have finished, you will find that the labels template is still open behind the labels that you printed. Close the window. The data that you exported from Campus is still on your desktop. If you will not use it again, you can place it in the Trash. (It s a good idea to export new data each time since addresses, households and student enrollments change from day to day.) Rev. 3/1/2010 Campus Data Labels Page 6 of 6