Creating Mailing Labels (2010)
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- Edwin Williamson
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1 Creating Mailing Labels (2010) The procedure through to printing is a two-stage process. Firstly the client list for the mailing labels is created in Query Builder and then the information is merged within Microsoft Word. Creating the Mailing Labels List within Query Builder 1. From the Adviser Office Taskbar, select Query Builder, Search and Display 2. Select User Searches and click on New. You will be prompted to enter a description for the search. 3. The Query Builder screen is displayed The first section is Report Items. This is where you define the field headings you want to show on the report. The second section is Search Criteria. This is where you set up the criteria to base the search on.
2 The third section is Order By. This is where you choose the Report Item you wish to order the search on e.g. Client Name, Manager Name etc. 4. Under Report Items double-click on the new entry line. The following screen is displayed: Highlight the Adviser Office Search Files where the relevant data is held i.e. Client/Partner General Detail for Client Name and Address Details. The fields held under the Adviser Office Search File are then displayed in the Adviser Office File Details box. In Adviser Office File Details highlight Client Report Name, Client Address Line 1 5 and Client Postcode and click OK.
3 5. Double click on the New Entry line in the Order By section. You will see the list of fields selected in the Report Items section. Highlight the Client Report Name and click OK. 6. The Query Builder search screen should mirror the screen shot below. Please ensure that the Table Join Type has been set to Inner Join. a. Click on the Preview icon and the results will be displayed. 7. From the results screen select the Transfer data to Microsoft Excel icon. Once the data has transferred into Excel save the data to your desktop by clicking on the icon. 8. Close Excel and exit Adviser Office.
4 Creating the Merged Labels within Microsoft Word Open Microsoft Word and select the Mailings tab > Start Mail Merge > Step by Step Mail Merge Wizard 2. The mail merge wizard will appear on the right hand screen of the Word screen. Under the heading of Select document type select Labels and click Next: Starting Document.
5 3. On the Starting Document screen select Next: Select Recipients: The Label Options screen is displayed. This screen allows you to select the type of printer, label product and product number. Set the appropriate Label products: and the Product number. Click OK.
6 4. Under the heading of Select recipients tick the option to use an existing list and then Browse under the heading of Use an existing list. You will need to browse to the location of the saved Excel document which has been saved to your desktop. Once the document is selected you will be presented with the following screen: Click OK. The following screen will appear: 5. At this stage you can remove recipients from the list by un-ticking the box to include them. Click OK and select Next: Arrange your labels.
7 Under Arrange your labels Select More Items. The following screen is displayed:
8 Make sure that the cursor has been placed at the beginning of the label document. Select the Insert tab and insert the merge fields into the document. You will need to space the merge fields as you would like them to appear, remembering to hit the Return key in between each field selection. You can also alter the font style and size if required. 6. Under the heading of Replicate Labels click on the Update Labels option:
9 7. Select Next: Preview your labels.
10 8. Select Next: Complete the merge. 9. Select Print to print the labels.
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