Creating your State Alpha Directory Listing

Transcription

1 Creating your State Alpha Directory Listing THE CSV FILE Sign into Go to Extended Access State Secretary Section Grand Lodge Reports For the listing of all the members for the alpha directory listing, select: Export Distinct State & Lodge Personel w/contact info Check both of the boxes on the page and enter your Sponsor s name and Click Submit To get all the lodge and state information click Export to CSV. Click download CSV file named. Save to your computer (or you can open in Excel, either way works). Save the file with a distinguished name. (I use a date in the file name so that I know the latest version). If you saved your file, open it now in Excel. Excel Instructions: When you open the CSV file, you will notice that the top row is blank. At this time, highlight the row and delete it. Now the header row is on Row 1. You will notice that the columns are not in the order that you want them to be. They are in alphabetical order. You will want to re-arrange them in the proper order. To do so, you will need to insert new columns in column A. This shifts all the info to the right. For the instructions to this particular procedure, I will use these fields. LASTNAME; FIRSTNAME; SPOUSEFIRST; ADDRESS1; ADDRESS2; CITY; STATE; ZIP; HOMEPH; WORKPH; CELLPH; FAXNUM; AND . Highlight the column of LASTNAME and when the cursor becomes the cross arrow, drag the column to column A. Do the same for FIRSTNAME, SPOUSEFIRST, ADDRESS1, ADDRESS2. Leave a blank column after Address2 as we will have to build a formula to combine the two columns. CLMS puts the main address in column e when an apt number or space number is entered into the address. In the blank column in row 2, enter the following formula: =if(e2=,d2,concatenate(e2,,d2)). What this says is if column E2 is blank, then put the contents of D2, otherwise, join together the contents in this order of E2 space D2. Copy this formula down to the last entry. Highlight this new column, and do Ctrl C (Copy). Now do Paste Special and do it as values. This takes out the formula and leaves the value of what was combined with E2 and D2. (You will paste in the same column that you copied from) Name this new column ADDRESS and delete the column ADDRESS1 and ADDRESS2. Continue dragging the columns over in the order that you want. When you are satisfied with the columns in the order that you like, then delete the remaining columns. (DON T FORGET TO SAVE YOUR FILE PERIODICALLY AND SAVE IT TO A NEW FILE NAME THE FIRST TIME SO YOU DON T OVER-WRITE THE CSV FILE YOU DOWNLOADED!) Page 1

2 Creating your State Alpha Directory Listing Formatting Note: You might notice when you look at the phone numbers, that some of them might look a bit strange and only have a negative 4 number. That is because they were not put into CLMS in the proper format to begin with. We can fix most of them. Highlight all the columns (you can do this by clicking the foremost top left cell above the 1 and left of the A). Click Data, Sort, and Sort First by HOMEPH, then WORKPH, CELLPH and then FAXNUM. This will sort the numbers so that the negative numbers will be on top. Place you cursor in the first number listed. Do the following: F2 Home Delete Delete Enter This will put the phone numbers in correctly, but without the area code. Do this for all the numbers that aren t correct. When all the first column are corrected, go back into your sort order and remove the first column (HOMEPH)and say okay. This will sort the next column for you. Do this until all the phone numbers are corrected. One of the things that I did notice is that if a phone number started with a 0, then it dropped it. Also if it ended with 0 it dropped it. You will need to contact the lodges in question to get a correct number for these individuals. There shouldn t be too many hopefully. Watch for other problems that may exist. The ones that I mentioned here are the ones that I have discovered. When your file is correct and you have saved it, you are ready to do a mail merge in Microsoft Word. Open up Word to a blank page. Go to Mailings Step By Step Mail Merge Click Directory, then click Next. MICROSOFT WORD MAIL MERGE Use Current Document, click Next Page 2

3 Creating your State Alpha Directory Listing Use an existing list, then browse to the CSV file you just created and click open. It will bring in the contents of your file into a box. If there are items you don t want to bring in, unclick them, but it should be all. Page 3

4 Creating your State Alpha Directory Listing Make sure that the contents are sorted in the right manner. This option is down on the lower left portion of the box. When done, Click OK Next Click More items. Now you will insert the fields that you want and the order that you want them to be. Add line breaks where you want them and be sure to add a line break after your last field. You can also do any formatting you want done i.e. Bold, font size (I use Arial Narrow size 9), insert a comma, insert special characters. I find that the line spacing is too much so I try to correct it here. Line Spacing Line Spacing Options Spacing Before 0 pt Spacing After 0 pt Line Spacing Single Page 4

5 When it looks right, (see my example) Creating your State Alpha Directory Listing Click Next Preview your directory. You can click on the >> arrow to see more recipients. If it s not right or you need to change some formatting, click previous and correct any errors. When satisfied, complete the merge to New Document. Select All. Click OK. There are things you will need to fix in this mail merge file as not all records have into in each field. Clean it up using the find and replace. For instance not all members have a spouse so your are left with (),.Not everyone has all the phone numbers and these will have to be cleaned up. After the merge is cleaned up as much as possible, you are ready to merge into your Publisher file. I use a Publisher file with the following format: Width = 4 Hieght = 7 Top Margin = 0.35 Left Margin = 0.25 Bottom Margin = 0.35 Right Margin = 0.25 Layout = Booklet Publisher File From the Word File, Ctrl A (Select All), Ctrl C (Copy). Go into Publisher where you want the beginning of your address directory to be and Ctrl V (Paste). It wil say do you want to use overflow and say yes. Also say yes to auto create text boxes. Your directory listing is now in Publisher and with minor formatting will be complete. Page 5

6 Creating your State Alpha Directory Listing You will probably have to input some members in by hand, but for the most part you will have everyone that is on a committee in your directory. If you list your lodges, you will have to put them in and also your PSP members as not all of them will be on a committee. (You could include your PSPs in your CSV file to save time.) You will need to make sure that all the listing for one member is on one page and doesn t flow over into the next page. The finished listing should look like the example below: If there are better instructions or easier ways of doing a step, please let us know. We all can learn new things. Page 6

7 Sign into Go to Extended Access State Secretary Section Grand Lodge Reports THE CSV FILE For the listing of the State Officers Committee members for the directory listing, select: Export State Officers & Committees, w/ contact info. Check both of the boxes on the page and enter your Sponsor s name and Click Submit Click Export to CSV. Click download CSV file named. Save to your computer (or you can open in Excel, either way works). Save the file with a distinguished name. (I use a date in the file name so that I know the latest version). If you saved your file, open it now in Excel. Excel Instructions: When you open the CSV file, you will notice that the top row is blank. At this time, highlight the row and delete it. Now the header row is on Row 1. You will notice that the columns are not in the order that you want them to be. They are in alphabetical order. You will want to re-arrange them in the proper order. To do so, you will need to insert new columns in column A. This shifts all the info to the right. For the instructions to this particular procedure, I will use these fields. OFFICECOMMITTEE; FIRSTNAME; LASTNAME; SPOUSEFIRST; LODGENAME; ADDRESS1; ADDRESS2; CITY; STATE; ZIP; HOMEPH; WORKPH; CELLPH; FAXNUM; AND . Highlight the column of OFFICECOMMITTEE and when the cursor becomes the cross arrow, drag the column to column A, leave a blank column. Do the same for FIRSTNAME, blank column, LASTNAME, blank column. These blank columns are so that we can insert a formula to convert the columns to the left to all CAPS. This is done by placing your cursor in column B2 and entering the following formula: =UPPER(E2). Copy this formula down to the the last entry. Highlight this new column, and do Ctrl C (Copy). Now do Paste Special and do it as values. This takes out the formula and leaves the value of what was in B2. (You will paste in the same column that you copied from). Drag the heading over to the new column and delete the column B2. Do the above procedure for FIRSTNAME and then for LASTNAME. Then continue to add the columns in the order that you wish. SPOUSEFIRST, ADDRESS1, ADDRESS2. Leave a blank column after Address2 as we will have to build a formula to combine the two columns. CLMS puts the main address in column e when an apt number or space number is entered into the address. In the blank column in row 2, enter the following formula: =if(g2=,f2,concatenate(g2,,f2)). What this says is if column G2 is blank, then put the contents of F2, otherwise, join together the contents in this order of G2 space F2. Copy this formula down to the last entry. Highlight this new column, and do Ctrl C (Copy). Now do Paste Special and do it as values. This takes out the formula and leaves the value of what was combined with G2 and F2. (You will paste in the same column that you copied from) Page 1

8 Name this new column ADDRESS and delete the column ADDRESS1 and ADDRESS2. Continue dragging the columns over in the order that you want. When you are satisfied with the columns in the order that you like, then delete the remaining columns. (DON T FORGET TO SAVE YOUR FILE PERIODICALLY AND SAVE IT TO A NEW FILE NAME THE FIRST TIME SO YOU DON T OVER-WRITE THE CSV FILE YOU DOWNLOADED!) Formatting Note: You might notice when you look at the phone numbers, that some of them might look a bit strange and only have a negative 4 number. That is because they were not put into CLMS in the proper format to begin with. We can fix most of them. Highlight all the columns (you can do this by clicking the foremost top left cell above the 1 and left of the A). Click Data, Sort, and Sort First by HOMEPH, then WORKPH, CELLPH and then FAXNUM. This will sort the numbers so that the negative numbers will be on top. Place you cursor in the first number listed. Do the following: F2 Home Delete Delete Enter This will put the phone numbers in correctly, but without the area code. Do this for all the numbers that aren t correct. When all the first column are corrected, go back into your sort order and remove the first column (HOMEPH)and say okay. This will sort the next column for you. Do this until all the phone numbers are corrected. One of the things that I did notice is that if a phone number started with a 0, then it dropped it. Also if it ended with 0 it dropped it. You will need to contact the lodges in question to get a correct number for these individuals. There shouldn t be too many hopefully. At this point, I also found that certain information was not as I wanted. We like to add PSP to all the Past State Presidents and CLSM does not do this. I go down the list of LastNames and add, PSP to any individual who deserves that title. This is just an option, but does make it easier if you recognize the position in your directory. Watch for other problems that may exist. The ones that I mentioned here are the ones that I have discovered. When your file is correct and you have saved it, you are ready to do a mail merge in Microsoft Word. Page 2

9 MICROSOFT WORD MAIL MERGE Open up Word to a blank page. Go to Mailings Step By Step Mail Merge Click Directory, then click Next. Use Current Document, click Next Use an existing list, then browse to the CSV file you just created and click open. Page 3

10 It will bring in the contents of your file into a box. If there are items you don t want to bring in, unclick them such as the secretary and CLMS, unless you list them in your State Association Committee list. Make sure that the contents are sorted in the right manner. (This file sends the committee listing in alpha order so you shouldn t have to sort, but this options is available if needed) This option is down on the lower left portion of the box. When done, Click OK Next Click More items. Page 4

11 Now you will insert the fields that you want and the order that you want them to be. Add line breaks where you want them and be sure to add a line break after your last field. You can also do any formatting you want done i.e. Bold, font size (I use Arial Narrow size 9), insert a comma, insert special characters. After LASTNAME, enter, (CHAIR). I find that the line spacing is too much so I try to correct it here. Line Spacing Line Spacing Options Spacing Before 0 pt Spacing After 0 pt Line Spacing Single Click on Tabs (lower right) I used Tab setting.9 (adjust as needed) When it looks right, (see my example) Click Next Preview your directory. You can click on the >> arrow to see more recipients. If it s not right or you need to change some formatting, click previous and correct any errors. When satisfied, complete the merge to New Document. Select All. Click OK. There are things you will need to fix in this mail merge file as not all records have into in each field. Clean it up using the find and replace. For instance not all members have a spouse so your are left with (),.Not everyone has all the phone numbers and these will have to be cleaned up. After the merge is cleaned up as much as possible, you are ready to merge into your Publisher file. Page 5

12 Publisher File I use a Publisher file with the following format: Width = 4 Hieght = 7 Top Margin = 0.35 Left Margin = 0.25 Bottom Margin = 0.35 Right Margin = 0.25 Layout = Booklet From the Word File, Ctrl A (Select All), Ctrl C (Copy). Go into Publisher where you want the beginning of your address directory to be and Ctrl V (Paste). It wil say do you want to use overflow and say yes. Also say yes to auto create text boxes. Your directory listing is now in Publisher and with minor formatting will be complete. You will have more names to input on your committee list as these are just the Chair people. You can make a new CSV file and cut and paste the needed people into it from your Alpha Directory Listing. Name this file and use it in your merge instructions. You may have to add a column in your CSV file if it isn t there or rename a column if it doesn t match your Committee column names. (Remember to include your, PSPs in your LASTNAME CSV file to save time.) Remove the (CHAIR) from your merge fields because these additional subcommittee people don t need that attached to their name. If you list your lodges, you will have to manually put them into a new column LODGENAME. Then when you merge the file into Word, cut and paste these additional names as needed for the subcommittee members.. You will need to make sure that all the listing for one member is on one page and doesn t flow over into the next page. Page 6

13 The finished listing should look like the example below: If there are better instructions or easier ways of doing a step, please let us know. We all can learn new things. Page 7