Note: this folder consists of two reports in Western Australia and an extra two in the Northern Territory.
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1 11.6 Standard Letters Mail Merge VET > Reports > Standard Letters Mail Merge Note: this folder consists of two reports in Western Australia and an extra two in the Northern Territory. These reports enable the school to produce export files into MS Word. WA Display: NT Display: RM Asia-Pacific Pty Ltd RM VET Manual 1.6 v3.7.doc 29/05/07
2 Students and Placements VET > Reports > Standard Letters Mail Merge > Students and Placements Note: this functionality can only be used if placement for selected students has been completed. Use the Find Student tool to select student(s) whose data you will use in mail merging. Their names and the number selected will be displayed in the Students tab pane at the bottom of the window. Click the Students tab to view the list of students, as shown below. Click the spyglass on the right of the Merge Data File Folder field. Locate and select a folder in which to save the file of student data to be used in mail merging, shown below. RM Asia-Pacific Pty Ltd RM VET Manual 1.6 v3.7.doc 29/05/07
3 Click Select. The folder path is displayed in the Merge Data File Folder field. In the Correspondence Type field, select a correspondence type or leave it unspecified. If a type is specified, default mail merge fields will be selected. You will be able to add/remove fields in the default list and save the selection for the correspondence type. The next time you create a mail merge file with the same correspondence type, the fields will be selected by default. A default merge file name is displayed. Edit the file name if required. Tick Record Correspondence if you wish to record today s date and the Correspondence Note in each of the selected students Correspondence Log. To make a different correspondence note in students records, edit the text. Up to 100 characters can be entered. Enter the dates between which the placements occurred. The report will select all the placement records that fall on or between the dates entered. In the Fields tab pane at the bottom of the window, tick the checkboxes against all fields to be included in the mail merge file Click Print, and you will see a message similar to that below. Click OK. The file is created in CSV (comma separated values) format and saved in the Merge Data File Folder. The first record in the file will be a description of each field extracted. This file can form the data source for a Word mail merge document. RM Asia-Pacific Pty Ltd RM VET Manual 1.6 v3.7.doc 29/05/07
4 Employers and Placements VET > Reports > Standard Letters Mail Merge > Employers and Placements Use the Find Employer tool to select employer(s) whose data you will use in mail merging. Their names and the number selected will be displayed in the Employers tab pane at the bottom of the window. Click the Employers tab to view the list of students, as shown below. Click the spyglass on the right of the Merge Data File Folder field. Locate and select a folder in which to save the file of employer data to be used in mail merging, like below. RM Asia-Pacific Pty Ltd RM VET Manual 1.6 v3.7.doc 29/05/07
5 Click Select. The folder path is displayed in the Merge Data File Folder field. In the Correspondence Type field, select a correspondence type or leave it unspecified. If a type is specified, default mail merge fields will be selected. You will be able to add/remove fields in the default list and save the selection for the correspondence type. The next time you create a mail merge file with the same correspondence type, the fields will be selected by default. A default merge file name is displayed. Edit the file name if required. Tick Record Correspondence if you wish to record today s date and the Correspondence Note in each of the selected employers Correspondence Log. To make a different correspondence note in employers records, edit the text. Up to 100 characters can be entered. Enter the date range for the data to be selected for mail merging. The report will select all placement records where the placement dates fall on or between the dates entered. In the Fields tab pane at the bottom of the window, tick the checkboxes against all fields to be included in the mail merge file. If you have selected a correspondence type and you wish to save the selected fields for that type, click the Save Fields checkbox. If you have not selected a correspondence type, the Save Fields checkbox will not be active. Click Print, and you will see a message similar to that below. Click OK. The file is created in CSV (comma separated values) format and saved in the folder selected in the Merge Data File Folder. The first record in the file will be a description of each field extracted. This file can form the data source for a Word mail merge document. RM Asia-Pacific Pty Ltd RM VET Manual 1.6 v3.7.doc 29/05/07
6 FACT SHEET Merging Integris Export CSV File into Microsoft Word INTRODUCTION A CSV (Comma Separated Value) export file can be created from data contained in Integris. This data can then be used to create letters or other documents such as address labels in Microsoft Word. 1. Create and save a CSV export file to be used as the data source for the mail merge. (Note: Refer to Fact Sheet - Creating a CSV Export File for Mail Merge for instructions.) 2. Open Microsoft Word and set up the body of the letter as required. If you have previously created and saved a mail merge template using this method, the existing document can be used. 3. Tools >Letters and Mailings >Mail Merge Wizard Located in the MS Word menu bar. 4. Select document type >Letters from the Mail Merge Wizard side pane. 5. On the Mail Merge Wizard side pane Click Step 1of 6 Next: Starting document to continue. FS_MergingIntegrisExportCSVintoMSWord.doc Page 1 of 3
7 6. On the Mail Merge Wizard side pane Click Step 2 of 6 Next: Select recipients to continue. 7. Choose Use an existing list. Then click on Browse to locate the Integris CSV file. (Previously created CSV file as per Step 1 of this document.) 8. In the Mail Merge Recipients window click Select All then click OK. 9. On the Mail Merge Wizard side pane Click Step 3 of 6 Next: Write your letter. 10. Place the cursor in the Word document where the first merge field is to be placed. 11. In the Mail Merge Wizard side pane select More Items. FS_MergingIntegrisExportCSVintoMSWord.doc Page 2 of 3
8 The Insert Merge Field window will display which includes the merge fields generated by Integris. 12. Click on the merge field required then click Insert. Repeat for all merge fields required. 13. On the Mail Merge Wizard side pane Step 4 of 6 click Next: Preview your letters. 14. On the Mail Merge Wizard side pane Step 5 of 6 click Next: Complete the merge. Click on Print or go back to Edit individual letters. 15. Mail Merge Wizard Step 6 of 6 allows you to go back and preview your mail merge document. FS_MergingIntegrisExportCSVintoMSWord.doc Page 3 of 3
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