Texas Skyward User Group Conference Data Mining Labels and Mail Merge. Tom Stephens Education Service Center Region 12 Waco, Texas

Transcription

1 Texas Skyward User Group Conference Data Mining Labels and Mail Merge Tom Stephens Education Service Center Region 12 Waco, Texas

2 Data Mining Labels and Mail Merge In today s session, users will learn how to Create a simple Data Mining report to be used to create Mailing Labels Use a Data Mining Report to create Information Labels Use Data Mining to create a Mail Merge document

3 Data Mining Labels and Mail Merge General Reminders about Data Mining Data Mining is used to report on fields available on STUDENTS Must know the location from which the data is editable to pull accurate data Data mining fields are restricted by security. That is, if the security group to which the user is attached will not allow at least viewing of the data, the user will not be able to extract data Data Mining is not Entity specific. All users who have access to Data Mining can see all Data Mining reports created. However, as noted above, the user may not be able to extract data if security levels prohibit. In addition, a Data Mining Report created for one entity will yield results for another Entity (or the District-level) as long as ranges and filters within the report are not restrictive

4 Creating Mailing Labels To create a simple report with Mailing labels, the only field required to run Address Labels is the student s Other ID (really!).

5 Creating Mailing Labels Once the report is created, click Address Labels, then Add (to create a new template)

6 Creating Mailing Labels Give your new template a description

7 Label Setup Address Labels Maintenance allows format selections. Use the bottom right cbox to preview appearance:

8 Sample Mailing Labels Other ID is only field selected in Report. Report prints all Active students

9 Additional fields may be added to create specific RANGES of students Typical additional ranges include Entity Grade Level(s) Age Gender Name (A-Lzzzzzz, M-Zzzzzz)

10 Information Labels Information Labels may be used to create labels for folders, binders, or other organizational materials Data Mining Reports generate data only, but User Defined Fields (UDF) may be added to provide descriptors of data for labels

11 Sample Information Labels (with Data Only)

12 User Defined Fields (UDF) may be added to the Data Mining Report to add descriptions to your data when creating Information Labels

13 When using User Defined Fields (UDF), edit the Comment field in the Ranges (what label do you want for these fields) to add descriptions to your data when creating Information Labels

14 Once you have all of the data fields, click Information Labels, ADD, then give your new template a description

15 Insert the User Defined Fields prior to the data field

16 Once all fields are entered on the appropriate line(s), click the Label Setup button, and make selections as needed. Be sure to click Save.

17 Sample Information Labels (with UDF Fields for Labels)

18 Mail Merge Documents Data Mining can be used to create Mail Merge documents Decide what fields are needed (what do you want to populate in your document). It is a good practice to begin with a Word document sample Copy and Paste a word document into the Word-processing area, then Insert the data fields into the Wordprocessing area

19 Mail Merge Documents Begin by clicking Mail Merge

20 Add a new template, and give it a description

21 Copy and Paste Word document (highlighted fields are where we want data to populate)

22 Copy and Paste Word document Place your cursor inside the document, and Use the Merge Fields button to add the selected fields (hint: may need to remove the data field label)

23 Put cursor where you want the data to be inserted. Click Merge Fields

24 Add fields from report to letter

25 Note how report fields display in layout

26 Sample Mail Merge Letter

27 End of presentation Extra space for other notes

28 Texas Skyward User Group Conference THANK YOU FOR ATTENDING!