Procedure Instructions for Exporting Client list to Excel to create labels:
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1 Procedure Instructions for Exporting Client list to Excel to create labels: 1. Go to the Reports Module and under Client select Client List. 2. Fill in the information you want/need depending on the list you want to run. Make sure to select the box to include address information on report and to separate them into individual columns. Page 1 of 9 ebixasp Labels November, 2003
2 3. When you have finished filling in all of the information (you can skip broker, producer, Account Exec, CSR, and first sort if you want to), click on Export to Excel. This will open the report in Excel for in and Internet explorer window. NOTE: If you have a large number of clients you may want to break down the list in someway, Personal and Commercial clients or by producers or whatever. The larger the client list being pulled, the longer the list will take to generate and to merge. 4. You ll want to highlight COLUMNS A-C, E and F. Click on edit in the tool bar and then click delete. For those of you that delete these one at a time, the columns you are looking to delete are headed as follows: A- Agency/Region/Division B- Parent Code C- Client Code E- Client Status F- Billed Premium 5. Do the same to delete ROWS At the bottom of your spreadsheet you will have a few (maybe 6) empty rows. Delete them the same way you deleted the others. 7. You should be left with something that looks like this: Page 2 of 9 ebixasp Labels November, 2003
3 8. In the tool bar, click on file and then click on save as. Choose where on your hard drive you would like to save it to and make sure to select Microsoft Excel Workbook as the type. Click on save. Page 3 of 9 ebixasp Labels November, 2003
4 9. Minimize both the ebixasp and Excel report Internet windows. 10. Open a blank word document. 11. Click on Tools on the tool bar and then click on Mail Merge. This will cause the Mail Merge Helper to open up. 12. Click on the Create button and select Mailing Labels from the drop down menu. When the following window pops up, select Active Window. Page 4 of 9 ebixasp Labels November, 2003
5 12. When the Get Data button becomes active under number 2, click on it and select open data source from the drop down menu. 13. When the search window pops up, find your file and either double click on it or highlight and click open. Make sure that you have selected Microsoft Excel Workbook as the file type you are searching for or you may not be able to find it. 14. You may or may not get a window that says the selected file is frozen for editing or something like that. If you do get, click on the Read Only button. Page 5 of 9 ebixasp Labels November, 2003
6 15. Then you will get a window that prompts you to select the entire spreadsheet. Click okay. 16. After you click on okay a window will pop up asking you to set up the main document. Click the button. 17. When the window shown below pops up, Laser and Ink Jet printer and Manual paper feed will default under printer information. Do not change this unless you Page 6 of 9 ebixasp Labels November, 2003
7 are working with another type of printer or feed. The drop down menu labeled Label Products will default in the option for Avery Standard. If you are using a label brand other than Avery, select it from the drop down menu. If it is unavailable, you will need to click on the New Label button to do a custom label. Once you have selected your label brand, select the product number from the box in the lower left hand corner. This number can be found on the packaging of most industry standard labels. Click OK. 18. Once you have done that, this box will pop up: 19. When you click on the Insert Merge Field Button, you should have the following options: Client_Name_ Page 7 of 9 ebixasp Labels November, 2003
8 Address1_ Address2_ City_ State_ ZIP_ Select them in the order you d like them to appear and format them how you d like and then click on OK. For Example: If for some reason you do not have all of these options, make sure you deleted the empty rows that were at the bottom of the page. Not deleting those rows will cause you to only have the Client_Name_ option. 20. When the merge button on the Mail Merge helper becomes available click on it: Page 8 of 9 ebixasp Labels November, 2003
9 21. It will open another pop-up that will allow you to actually merge the two documents. Make sure under merging records the option marked is Don t print blank lines when data fields are empty then click merge. 22. Then your merged label document will magically appear. All you have to do is load your labels into the printer and click print. Congratulations! You have just created labels from your client list in ebixasp. Page 9 of 9 ebixasp Labels November, 2003
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