MANAGING SHOW DATA This document introduces a method using Microsoft Excel and Microsoft Word to manage show data, including:

Transcription

1 MANAGING SHOW DATA This document introduces a method using Microsoft Excel and Microsoft Word to manage show data, including: TOPIC PAGE FADS Online Entries Record Entry Data 3 Scheduling (includes calculating ride times) 5 Order of Go Document 4 Classes Document 3 Save Documents as PDF Files ( to FADS Webmaster) 39 Scores Poster Document 4 Print Dressage Tests 49 Dressage Test Labels 54 Results Report Document ( to FADS Webmaster) 70 It is assumed that the user has a basic knowledge of Microsoft Excel and Microsoft Word. This document was created by Leslie Raulin for the use of FADS show managers and show secretaries. 1

2 FADS ONLINE ENTRIES 1. If your show uses the FADS Online Entry Form, you will receive the show entries via .. When an entry arrives in your inbox, it will look similar to: 3. When you open the , it will look similar to: NOTE: If you use the FADS Online Entry Form, the FADS webmaster can capture your entry data in an Excel spreadsheet. If you want the file ed to you, the FADS webmaster at 4. Print the message so you have a paper record of the entry. 5. IMPORTANT: Reply to the to send an entry confirmation to the rider (the automatically goes to the address entered in the Rider box). 6. Next you will enter the entry data in a Microsoft Excel workbook with a variety of spreadsheets that you will create. Click here to open the FADS Excel template. FADS ONLINE ENTRIES

3 RECORD ENTRY DATA 1. CREATE AN EXCEL WORKBOOK: a. Make a copy of the FADS Excel file template file and name it using the show date and farm name. In this example, the file name is ❶ _FADSatBlueHorseFarm.xlsx. b. The FADS Excel template has ❷ Entries, ❸ Volunteers and ❹ Lists spreadsheets.. COLUMNS in the Entries spreadsheet: A. # - the ride number to help you track the number of rides in the show. The Entries spreadsheet is prepopulated with 1-50 rows. You can add or delete rows as needed. B. Fee the fee for each ride. Formatted for dollars. C. Ride Time The time the rider will ride the test. It is formatted for time and will be calculated during scheduling. D. Duration The amount of time for the test. It is formatted for time and will be filled in during scheduling. E. Number - The bridle number. Delete or hide this column if your show does not use bridle numbers. F. Rider Fname The rider s first name. Keep the rider first name and last name in separate columns. G. Rider Lname The rider s last name. Keep the rider first name and last name in separate columns. H. Status The rider s status. This is AA, JYR or PRO. To fill in this column, use the ❺ drop down list that appears when you click a cell. The FADS Webmaster needs this information for end of season awards. I. Horse Name The name of the horse. J. Test The name of the test the rider is riding. To fill in this column, use the ❻ drop down list that appears when you click a cell. You can edit the drop down list in the Lists spreadsheet. K. Requests Annotate any special rider requests, such as an early ride, riding at a similar time as a trailering partner, etc. L. Enter the rider s address. 3. ROWS in the spreadsheet: Complete a row for each ride in the show RECORD ENTRY DATA 3

4 4. ENTER THE DATA INTO THE ENTRIES SPREADSHEET: a. As the entries come in, enter the data in the Entries spreadsheet. b. The ❶ TOTAL income is automatically calculated. c. If rider(s) had special requests such as schedule or more riders in a similar time frame, a rider with two or more horses, etc., make the rider(s) involved in the special request a specific color. d. The colors will help you track and fulfill the requests. Enter addresses here. s have been masked for privacy 1 RECORD ENTRY DATA 4

5 SCHEDULING Show scheduling is the process whereby you determine the sequence and start time of riders in the show, and the times for judge breaks and lunch. Scheduling is performed after the closing date and after all entries have been recorded. CLASSES Show classes are the grouping of horse/rider pairs performing similar tests so they can fairly compete against each other. There are many schools of thought on what constitutes a fair class. The following are my thoughts. There are two major considerations in establishing show classes: 1) classes with similar levels and ) classes with similar test types. Shows are competitions; therefore, riders prefer to compete against horse/rider pairs performing similar levels and/or test types. 1) Classes with Similar Levels: Whenever possible, each class should have rides of only one level (class with only Intro level rides, only Training level rides, etc.). Whenever possible, schedule a class for each test (Intro Level Test A, Training Level Test 3, etc.). Since all USDF/USEF levels now have three tests, very often for a level you will have more rides for the nd test than for the 1st and 3rd test; you may want to split the rides for the nd test into two classes so riders riding the 1st and nd tests are in different classes than riders riding the nd and 3rd tests. If you need to put more than one level in a class, whenever possible, schedule adjacent levels together (Second and Third together, not Intro and Second together, etc.). While it is preferable for a rider riding two tests to be in two classes, this is not always possible. It is ok to have a class with only one or two riders! ) Classes with Similar Test Types: Different test types have different judging criteria; therefore, it is recommended they be in different classes. For example, schedule musical freestyles in a separate class, eventing tests in a separate class or classes, rider tests in a separate class, etc. If you schedule a class with a mixture of USDF/USEF level tests, eventing tests, musical freestyles, rider tests, etc., since the judging criteria are not comparable the resulting scores are not comparable. (HINT: USEF Training Level tests are not comparable to USEA (Eventing) Training Level tests so it is not recommend they be scheduled in the same class.) SCHEDULE (ORDER OF GO) In a USEF/USDF licensed/recognized show, the riders in a class must usually be scheduled in a contiguous block. This is not required in FADS schooling shows. Therefore, to accommodate trailering arrangements, trainers that are riding and coaching, riders with more than one horse, etc., the sequence of rides (the Schedule or the Order of Go) may not necessarily follow Class groupings. A class may have a rider with a special scheduling request at 8:30AM, another rider with a special scheduling request at 10AM, and the balance of the class starting at PM. It is best that the riders with special requests ride earlier than the balance of the class so their out-of-sequence ride does not inconvenience the balance of the class. Also, you will need to make arrangements for the out-of-sequence rider(s) to get their ribbon(s) if they must leave before the balance of their class is finished. Scheduling is probably the most difficult part of having a show. It is an art, not a science! SCHEDULING 5

6 Scheduling is done after all entries are received and recorded in the Entries spreadsheet. Close the show to new entries before you schedule. 1. CREATE THE SCHEDULE SPREADSHEET: Create a copy of the Entries spreadsheet and rename it the Schedule spreadsheet. a. Right click the ❶ Entries tab b. Click ❷Move or Copy. 1 3 c. The ❸ Move or Copy window opens. d. Check ❹Create a copy. e. Click ❺OK f. A new spreadsheet is created called Entries (). Right click the ❻ Entries () tab. g. Click ❼ Rename. h. Type ❽ Schedule. i. Move the Schedule spreadsheet to the right of the Entries spreadsheet. 8 6 SCHEDULING 6

7 j. You now have a copy of the ❶ Entries spreadsheet that is named ❷ Schedule. Enter addresses here. s have been masked for privacy 1 SCHEDULING 7

8 . DELETE UNNEEDED COLUMNS: a. Using the ❶ Schedule spreadsheet, delete columns A (#), B (Fee) and J ( ) by ❷ highlighting the columns, right clicking, and selecting ❸ Delete. Alternately, you can use the hide feature of Excel to hide these columns. 3 Enter addresses here. s have been masked for privacy 1 SCHEDULING 8

9 b. The Schedule spreadsheet now only has the columns seen below, which are all you need for scheduling. SCHEDULING 9

10 3. SORT BY TEST: a. Next, sort the Schedule spreadsheet by test by ❶ highlighting all cells in the spreadsheet, ❷ clicking Sort & Filter, and selecting ❸ Custom Sort. 3 1 SCHEDULING 10

11 b. In the resulting ❶ Sort window, Ensure ❷ My data has headers is checked. Click the ❸ Sort by drop down arrow. Select ❹ Test. Click ❺ OK c. The spreadsheet is now sorted alphabetically by ❻ test. 6 SCHEDULING 11

12 4. SEPARATE TEST GROUPINGS: To visualize potential classes, insert a blank row between each test grouping. a. Right click on the ❶ row below which you want to insert a space. b. Select ❷ Insert to insert a blank row above the selected row. c. Repeat for every place you want to insert a row to separate out test groupings. 1 SCHEDULING 1

13 5. REARRANGE ACCORDING TO RIDER REQUESTS: The individual potential classes can now be visualized. a. Looking at the spreadsheet, you now need to look at the individual rider requests to attempt to satisfy them. b. For example, the ❶ row 48 rider wants to ride early so you need to move that row to the top (see the next page). 1 SCHEDULING 13

14 c. To move a row to another location: Right click the row and select ❶ Cut. 1 Right click the row below the location where you want to insert the cut row and select ❷ Insert Cut Cells. (IMPORTANT: Do not select Paste as that will delete the highlighted row.) SCHEDULING 14

15 d. Row 48 is now the ❶ top data row of the spreadsheet. If you desire, insert a blank row between the inserted ride and the next ride, as on page 1. 1 SCHEDULING 15

16 e. Continue this process (it is more of an art than a science) until the rider requests are fulfilled as much as possible. Some hints: Schedule the riders with special requests BEFORE the balance of the class so the remainder of the class is not waiting for the special rider to finish. Schedule riders trailering together at similar times. Schedule trainers that want to ride before their student(s) so they have time to coach. Etc. Etc. Etc. f. Insert ideal time for breaks (usually 15 minutes) and lunch (usually 45 minutes). The judge cannot be asked to judge more than hours without a break or lunch. When possible, do not break up potential classes with breaks or (especially) lunch. This establishes your Schedule (sequence of rides) for the show. SCHEDULING 16

17 6. SCHEDULE RIDE TIMES: Now that you have a sequence for the rides, it is time to schedule ride times. I want to thank Jennifer Salkeld for sharing the following technique with me. It is a real time saver! a. FORMAT COLUMN B (DURATION): (The spreadsheet template is already formatted; the instructions are included in case the formatting was lost or in case you are using your own template.) Place your cursor on the header letter for Duration so it ❶ highlights the entire column. 1 Right click and select ❷ Format Cells The ❸ Format Cells window opens. In the ❹ Number tab, select ❺ Time and ❻ 13:30. Click ❼ OK SCHEDULING 17

18 b. FORMAT COLUMN A (RIDE TIME): (The spreadsheet template is already formatted; the instructions are included in case the formatting was lost or in case you are using your own template.) Place your cursor on the header letter for Ride Time so it ❶ highlights the entire column. 1 Right click and select ❷ Format Cells The ❸ Format Cells window opens. In the ❹ Number tab, select ❺ Time and ❻ 1:30 PM. Click ❼ OK

19 c. TYPE IN DURATION IN MINUTES FOR EACH TEST: Populate the Duration column with the duration of each test. Use the format 0:08, 0:09, etc. (If you use 09 or :09 it will not work!) Recommended durations are in the List spreadsheet and are as follows: 19

20 The resulting spreadsheet looks like the following: 0

21 d. CALCULATE RIDE TIMES: Enter your show start time under the Ride Time header in the first column. Enter it as 8:00. 8:30, 9:00, etc. Excel automatically adds AM. For this show the start time is ❶ 9:00 AM. 1 Go to the box immediately BELOW the start time (A:3) and type the following: = (select cell with start time) + (select cell with duration of the first test). In this example, the formula is ❷ =(A:+B). Hit <Enter> on the keyboard (or click the check mark above the column markers). The ❸ time of the second ride is entered in the cell (9:09 AM in this example). 3 Place your cursor in the cell of the second ride time and drag the ❹ small square on the lower right side to the bottom of the data down to the last ride. 4 1

22 Excel calculates and inserts the ride times (and break and lunch times). How wonderful!!!!!

23 If you need to add rows (you get a new ride, etc.), you can do that but the times will not automatically update. Repeat the drag of the little square to get a recalculation of the ride times. If you have a change of duration (you receive a scratch and fill it with a ride of longer duration, etc.) it will not automatically update. Repeat the drag of the little square to get a recalculation of the ride times. 3

24 ORDER OF GO 1. CREATE THE ORDER OF GO SPREADSHEET: Now you need to convert the Schedule to a pretty Order of Go that will be released to the riders. As on page 6, make a copy of the Schedule spreadsheet and name it ❶ OrderOfGo. 1 ORDER OF GO 4

25 . CREATE A COLUMN WITH RIDE TIMES VALUES: Since the Ride Time column is based on a calculation that could be corrupted when you rearrange the spreadsheet, you need to make a copy of the values of the Ride Time column. a. CREATE AN EMPTY COLUMN: Click the ❶ C (Number) column marker to highlight the entire column. 1 Right click then click ❷ Insert. An ❸ empty column has been inserted to the left of the Number column. 3 5

26 b. COPY AND INSERT THE RIDE TIME VALUES: Click the ❶ A (Ride Time) column marker to highlight the entire column. Right click then click ❷ Copy. 1 Click the ❸ C (empty column) column marker to highlight the entire column. Right click then, under ❹ Paste Options / Paste Special, click ❺ Values The ❻ Ride Time values have been inserted. 6 6

27 c. FORMAT THE RIDE TIME VALUES AS TIME: To format the values as time, click the ❶ C (Ride Time values) column to highlight the entire column. Right click then click ❷ Format Cells 1 The ❸ Format Cells window opens. For Category, select ❹ Time. For Type, select ❺ 1:30 PM. Click ❻ OK ❼ Column C now has the ride times as values, not as the result of a calculation, formatted as a time. 7 7

28 3. DELETE UNNEEDED COLUMNS: Delete (or hide) ❶ columns A (calculated Ride Time), B (Duration) and J (Special Requests) as they are no longer needed. 1 1 f. Your spreadsheet now has the following appearance: 8

29 4. FORMAT THE ORDER OF GO SPREADSHEET: a. REMOVE COLORED TEXT: The colored text is no longer needed. Click the ❶ top left corner of the spreadsheet to select the entire spreadsheet. Click the ❷ drop down arrow for the font color. Click the ❸ black color. 1 3 ORDER OF GO 9

30 b. DRESS UP THE DOCUMENT: As on page 1, insert ❶ two rows to create space for a title. (You can also use the header feature.) Type in the ❷ title, center it, and design the title. (I used 14 point font, bold, blue.) Use ❸Fill Color to fill the rows corresponding to the breaks and lunch. Click ❹ File and Print to preview the document. Perform additional edits, as needed. 3 1 Click ❹ File and ❺ Print to preview the document. 4 5 ORDER OF GO 30

31 Print preview of the Order of Go Document. Make additional edits if needed. ORDER OF GO 31

32 CLASSES IMPORTANT: See page 5 for a discussion of Scheduling (Order of Go) vs. Classes. 1. CREATE THE CLASSES SPREADSHEET: To create the Classes List, as on page 6, make a copy of the Order of Go spreadsheet and name it ❶ Classes. 1 CLASSES 3

33 . DELETE UNNEEDED COLUMNS: As on page 8, ❺ delete the ❷ title row, ❸ space row, and ❹ break/lunch rows CLASSES 33

34 3. CREATE TEST GROUPINGS: a. As on pages 10-11, sort the data by Test and Ride Time. b. As on page 1, separate the test groupings with blank rows. CLASSES 34

35 4. ARRANGE THE TEST GROUPINGS: Using Cut and Insert Cut Cells (see page 14), rearrange the test groupings so they go in the sequence Intro, Training, First, Second, Third, Fourth, FEI, MFS, and Eventing (or any sequence that you desire). Ensure that, within each test grouping, the rides are in sequence according to ride time (the times may not be in sequence if a test grouping has more than one type of test). CLASSES 35

36 5. REFINE TEST GROUPINGS TO ESTABLISH THE CLASSES: a. Some shows want every rider to get a ribbon. Since most shows place 1-6 for each class, any class with more than 6 rides will not have a ribbon for everyone. If you want to award a ribbon to everyone, split the test groupings with more than 6 rides. The split can be at random or it can be based on rider experience. b. The following shows the larger classes split into smaller classes. The Training grouping was split so that riders also riding Training 1 are in one Training grouping and riders also riding Training 3 or higher are in a separate Training grouping. The Training 3 grouping was split so that AA and JYR are in one Training 3 grouping and PRO are in a different Training 3 grouping. You now have your show classes! 36

37 6. FORMAT THE CLASSES SPREADSHEET: Add and format the ❶document title with a spacer row and ❷class titles. 1 CLASSES 37

38 7. PRINT PREVIEW THE CLASSES SPREADSHEET: As on page 30, click File then Print to preview the document as it will appear when printed. Edit the document further if needed/desired. CLASSES 38

39 SAVE AS PDF FILES 1. SAVE THE ORDER OF GO SPREADSHEET AS A PDF FILE: a. Click the tab of the spreadsheet to be saved. We will start with the ❶ Order of Go. b. Click ❷ File. 1 SAVE AS PDF FILE 39

40 c. Click ❸ Save As and select the folder where the file will be saved. 3 d. The ❹ Save As window opens. e. Using the ❺ Save as type drop down arrow, select ❻ PDF (*.pdf) SAVE AS PDF FILE 40

41 f. Edit the ❼ File name as desired. In this example, OrderOfGo was added to the Excel workbook file name. g. Click ❽ Save SAVE THE CLASSES SPREADSHEET AS A PDF FILE: Repeat to save the Classes spreadsheet as a PDF file. these files to the FADS webmaster at RAULINL@yahoo.com. The webmaster will post the files on the FADS web site. You can then the links to the riders and/or the files to the riders. SAVE AS PDF FILE 41

42 SCORE POSTERS 1. CREATE THE POSTERS SPREADSHEET: To create the score posters, as on page 6, copy the Classes spreadsheet and name the new spreadsheet ❶ Posters.. DELETE UNNEEDED ROWS: To delete unneeded rows, as on page 8, delete the ❷ title and spacer rows. 1 SCORE POSTERS 4

43 3. ADD THREE COLUMNS: Add columns for ❶ Points, ❷ Percent, and ❸ Place. Center the text. 4. DRESS UP THE POSTERS: Dress up the posters as desired. I use ❹ shading and boxes for the class names and a ❺ grid for the data SCORE POSTERS 43

44 5. FORMAT THE POSTERS SPREADSHEET FOR LEGAL SIZED PAPER: a. SET THE ORIENTATION, SCALING AND PAPER SIZE: Click ❶ Print Titles. The ❷ Page Setup window opens. Click the ❸ Page tab. For Orientation, select ❹ Landscape. For Scaling, click the ❺ Adjust to: radial button and type in ❻ 150. For Paper size, select ❼ Legal. Click ❽ Print Preview SCORE POSTERS 44

45 b. ADJUST THE MARGINS: Click the ❾ margins icon and slide the ❿ little squares for the lines to near the edge of the paper. 10 The poster will look something like the following: 9 If needed, as on page 44 (steps 6 and 7), adjust until all columns fit on the page. SCORE POSTERS 45

46 6. FINAL POSTER FORMATTING: For each grouping, I like to have separate pages and titles for test groupings. a. To easily insert page breaks between the pages, click the ❶ Page Break Preview icon. 1 b. The page breaks are represented by blue horizontal lines. Drag the lines to move the page breaks to different sections of the spreadsheet to separate the different groupings. SCORE POSTERS 46

47 c. Insert rows and type titles. Format the titles. SCORE POSTERS 47

48 d. As on page 30, us ❷ File > ❸ Print to see the posters as they will print. Make adjustments if needed. The posters will look similar to: 7. PRINT: Print the posters on legal paper. Ideally, use legal sized card stock. 48

49 PRINT DRESSAGE TEST SHEETS Next you need to print dressage tests sheets. Except for the US eventing tests, all the tests are available on the internet. Click here to see the links as posted on the FADS web site. If you need US eventing tests, you can purchase them from the USEA web site or 1. PRINTING CONVENTIONS: a. Most dressage test sheets are printed on legal sized paper. In the past, for licensed shows, colored legal paper was mandatory. Colored paper is now optional for licensed shows and is definitely optional for schooling shows. If you want to use colored paper, the following are the color conventions: Introductory Level white Training Level pink First Level blue Second Level yellow Third Level lilac Fourth Level green FEI no convention, off-white or light grey often used. Eventing no convention, off-white often used. b. The dressage test sheets are printed double-sided (page 1 on one side and page on the opposite side). PRINT TEST SHEETS 49

50 . PRINT THE TEST SHEETS: The following instructions use a Brother MFC-9970MDW printer. The screens will vary depending upon the type of printer. a. When you open a test from a web site, it will appear as below. b. To print a test, click ❶ File. 1 PRINT TEST SHEETS 50

51 c. The ❷File menu opens. Click ❸ Print. 3 d. The ❹ Print window opens. To change the print properties, click ❺ Properties. 4 5 PRINT TEST SHEETS 51

52 e. The ❻ Properties window opens. To change the paper size, click the ❼ Paper Size drop down arrow and select ❽ Legal f. To print double sided (duplex), click the ❾ Duplex / Booklet dropdown arrow and select ❿ Duplex. Then click ⓫ OK. (NOTE: If you do not have a duplex printer, you must print page 1 then page. Refer to the printer manual for instructions to print double sided.) PRINT TEST SHEETS 5

53 g. Next click the ⓬ Copies arrows to select the number of copies desired. Three (3) copies was selected in this example. Then click ⓭ OK. The test sheet(s) will print h. Repeat for all the test sheets you will need for the show. Print some extras just in case you need them. PRINT TEST SHEETS 53

54 MAKE TEST SHEET LABELS Now you need to print dressage test sheet labels. Many schooling shows do not use labels; instead, the show secretary or another volunteer hand writes the information on each test sheet. It is much easier to print labels! 1. CREATE THE TestLabels SPREADSHEET: As on page 6, copy the Classes spreadsheet. Name the new spreadsheet TestLabels.. CREATE AND FORMAT THE CLASS COLUMN: a. As on page 1, insert a column to the left of the Ride Time column. Label the new column Class. b. Using Copy / Paste, enter the class number and name for each ride. c. To delete the word Class (not needed on the labels), using ❶ Find & Select > ❷ Replace, delete ❸ Class (with a space at the end) and replace with ❹ nothing (leave the box blank). Click ❺ Replace All d. As on page 8, delete the spreadsheet title row and spacer row, then delete the rows with the class names. e. Remove the formatting in the class names. e. Finally, as on page 10, sort the data on Time. f. The resulting spreadsheet is below. This is the data needed for the labels. MAKE LABELS 54

55 3. CREATE THE LABELS: Next you create the labels using the Mail Merge feature of Microsoft Word. The Mail Merge data will be from the TestLabels spreadsheet you just made. You can use any size labels that works for you. The most common is x 4 mailing labels (Avery 563). a. SELECT THE LABELS: Open Word and Click on the ❶ Mailings tab. 1 MAKE LABELS 55

56 Click on ❷ Start Mail Merge and ❸ Labels. 3 The ❹ Label Options window opens. Using ❺ Product number, select ❻ 563 Shipping Labels. (I use x 4 mailing labels. If you use a different label, select your label.) Click ❼ OK MAKE LABELS 56

57 The document now has dotted lines showing the labels. MAKE LABELS 57

58 b. SELECT THE RECIPIENTS (SELECT THE DATA SOURCE): Next you will select the recipients select the spreadsheet in your shows Excel workbook. Click on ❶ Select Recipients and ❷ Use existing List. 1 The ❸ Select Data Source window opens. Navigate the file system to the directory that contains your show Excel file, select the ❹ Excel file. Click on ❺ Open The ❻ Select Table window opens. Select the ❼ TestLabels table (spreadsheet). Click ❽ OK MAKE LABELS 58

59 The Word document now has the following appearance: MAKE LABELS 59

60 c. DESIGN THE LABEL AND ADD MERGE FIELDS: Next you want to design the label and select the fields (columns) to merge into the labels. Start by typing in the name of the show, the date, and the judge name. Use any design you like. Type in ❶ Class plus a space. Then click ❷ Insert Merge Field and ❸ Class. 3 1 The text ❹ <<Class>> is added. 4 MAKE LABELS 60

61 On the next line, type ❺ Rider Name: and a space then again click ❻ Select Merge Field but this time click on ❼ Rider_Fname. Type in a space then repeat, this time selecting the field ❽ Rider_Lname This is what you now have: On the next lines enter the text and merge field for Bridle Number, Horse Name, Test and Ride Time. You now have: MAKE LABELS 61

62 To dress up the labels, bold the text Class, Rider Name, Bridle Number, Horse Name, Test and Ride Time. You now have: MAKE LABELS 6

63 d. UPDATE THE LABELS: Now you want to update the labels so all the labels look the same. Click ❶ Update Labels. 1 This is what you now have: MAKE LABELS 63

64 e. MERGE THE SHOW DATA TO THE LABELS: Now it is time to merge (add in) the data from the TestLabels Excel spreadsheet. Click on ❶ Finish and Merge then ❷ Edit Individual Documents. 1 The ❸ Merge New Document window opens. Select ❹ All. Click ❺ OK MAKE LABELS 64

65 A new Word document window opens that contains the file with the merged data The labels are in order by time, with the first ride s label at the top left, the second ride s label at the top right, the third ride s label at the second row left, and so on MAKE LABELS 65

66 f. SAVE THE FILE: To save the merged file, click ❶ File then ❷ Save As. Use ❸ Browse to open the folder where the file will be saved. 1 3 The ❹ Save As window opens. Navigate the file system to save the file in the location you desire; it is best to save it in the ❺same folder as the show Excel file. Next ❻name the file so you can identify it, then select ❼ Save MAKE LABELS 66

67 4. PRINT THE LABELS: Next you will print the labels. First you will print page 1 onto a plain piece of paper so you can test to see if the labels fit on the label stock. You will then make any adjustments, then print. a. PRINT TEST PAGE: To print page 1 of the labels, click ❶ File then ❷ Print. 1 Under ❸ Settings, ❹ Pages, enter ❺ 1 to print the first page. Click ❻ Print MAKE LABELS 67

68 After you print the first page, place it on top of a page of blank labels and hold it up to a light so you can see the edges of the labels through the paper. Check to see if the text for each label falls within the corresponding label. If not, adjust the margins using the ❻ side and ❼ top rulers until the text fits. 6 7 MAKE LABELS 68

69 b. PRINT THE LABELS: After completing any needed adjustments, place the label stock in the printer according to the manufacturer directions. Then click ❽ File, ❾ Print, ❿ Print All Pages and ⓫ Print. The labels will print APPLY LABELS TO TEST SHEETS: a. Finally, apply the labels to the test sheets. b. Check two and three times that you have the correct labels on the correct sheets. c. Keep the sheets in order of time. MAKE LABELS 69

70 Next you create the Results Report. RESULTS REPORT 1. CREATE THE RESULTS SPREADSHEET: As on page 6, copy the ❶ Posters spreadsheet and name it ❷ Results. 1 RESULTS REPORT 70

71 . DELETE UNNEEDED ROWS: a. As on page 8, delete the ❶ title and spacer rows and all but the first ❷ Time/#/Rider Fname/Etc. rows. 1 RESULTS REPORT 71

72 b. The spreadsheet now looks like: 7

73 3. SETUP THE SPREADSHEET FOR LETTER PAPER: a. Click ❶ Page Layout and ❷ Print Titles. 1 b. Using the ❸ Page tab, change the ❹ Orientation to Portrait, the ❺ Scaling to Fit to 1 page, and ❻ Paper size to Letter. Click ❼ OK RESULTS REPORT 73

74 4. INSERT TITLE AND SPACER ROWS: As on page 4, insert a title row and a spacer row at the top of the data. Type in and format the title. 5. DELETE UNNEEDED COLUMNS: If desired, delete the Ride Time and Number Columns. 6. AFTER THE SHOW: a. After the show, type in the results. Sort each class in order of placing. b. As on pages 39-41, save the file as a PDF file. c. both the Excel file and the PDF file to the FADS webmaster at RAULINL@yahoo.com. RESULTS REPORT 74