Folio Inserts. Stage 1 Source Document

Transcription

1 Folio Inserts Here we have expanded a blow by blow method of setting up a mail merge for the rapid printing of paper inserts. This method is especially useful and fast when you receive the names as a list or on a spreadsheet. Stage 1 Source Document You will need to ensure that the source document is in a format that you can use. The best and most reliable is in Excel. You may then have to edit the spread sheet to give it headers which you might use later to name fields in the merge document. You may then wish sort the document to ensure that you can select only the names and lines you need. In this example the spread sheet has other sign types an text which we will remove. This picture shows the sheet after editing and sorting and the three columns of text we may use 1 Desk no. (called here by the customer Open) 2 Office no. (called here by the customer Cellular) 3 Name. (called here by the customer Incumbent)

2 Stage 2 Create Word Document Open a new document and then got to Tools, Merge, Create, Mailing Labels, Active Window

3 Stage 3 Create Link to Data Use the Get data Command. Please note there are often pauses as the programmes set up links and embed data you can see this in the bottom left window Open Data Source

4 Select MS Excel Worksheets and Open. Here you can select which part to use but as we have already edited the document we will choose whole spread sheet

5 Now we select Set Up Main Document and all the links are created this takes about a minute. Data showing what is happening is usually displayed in this corner

6 Stage 4 Create Label Set Up Here we see a pre-made folio label template for this size folio. The creation of new labels in discussed at the end of the document. After the label is selected a pause is made by the software, whilst it links the titles from the spreadsheet. Insert Merge field then shows all the titles from the spreadsheet. In this instance there will be either the Field Open or Cellular so we can show both fields in the top of the label. After the fields have been selected and placed on the correct line you may edit the font and size by right clicking on the selected text. YOU MUST EDIT LABEL AND FONT STYLES AT THIS POINT AND NOT LATER.

7 Stage 5 Merge information Now Press Merge and wait a moment. You will be prompted to ensure that you wish to merge the whole document.

8 Stage 6 Test Print Before you print off the labels place plain paper in you printer to avoid waste. Select current page from your print options dialogue window and place the printed sheet over a sheet of labels and hold up to strong light. This will show you if your printer has registered the labels in the right place. Every printer is different! If the printer has not registered the printing in the right place see next section on label set up and edit the parameters in the label template.

9 Stage 7 Edit Label Template If you need to create a new template either because your current template does not register in the right place or you are using a folio size which does not appear in your labels choices then you will need to abandon your current merge if relevant and recreate your merge up to stage 4. You will end up at; Here you can adjust the numbers of labels per page, margins size and pitch. When adjusting an existing label to a new printer it is usually the top margin and pitch which determine correct alignment.