S A G E P A S T E L P A R T N E R V E R S I O N 1 2 V e r s i o n T r a i n i n g M a n u a l L e s s o n 6

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1 V e r s i o n T r a i n i n g M a n u a l L e s s o n 6 [ Lesson 6 ] Advanced Functions: Utility Menu [ Learning Outcomes ] In this lesson, you are going to discover the Advanced Functions that can be performed in the Utility Menu in Sage Pastel Partner Version 12. You will explore the functions and demonstrate the processes. [ Learning Objectives ] On completion of this lesson, you will be familiar with: A. Microsoft Office Integration MS Outlook Export MS Excel Data Analysis MS Word Create and Manage Letters and Labels 1

2 L e s s o n 6 V e r s i o n A. Microsoft Office Integration In this section, we will explore how to integrate your Sage Pastel Partner V12 company with Microsoft Office. We will not go into how to use the Microsoft package, since that is outside of the scope of this course. There are many training centres countrywide that offer training on Microsoft to an advanced level. To get the most from the Office integration, it is recommended that you attend one of those courses. We are going to go through the following areas of Microsoft integration. MS Outlook Export; MS Excel Data Analysis; and MS Word Create and Manage Letters and Labels. The Mail Merge feature is covered in another section of this manual. [ MS Outlook Integration ] You are able to export all your Customer and/or Supplier addresses from Sage Pastel Partner V12 to your MS Outlook address book. This is a very useful tool for adding contacts from Sage Pastel Partner V12 to your Outlook contacts. 1. To open the integration, click on Utility...Microsoft Office Integration...MS Outlook Export, and the Assistant will open. 2

3 V e r s i o n T r a i n i n g M a n u a l L e s s o n 6 2. In the screen that displays, you will be asked to select which contacts you want to export. 3. Once you have selected the range, click on Next and you will be prompted to select how you would like to have the contacts added to your Outlook address book. 4. Choose the option that you would like, and select Next. You will now be asked to confirm your selection. Click on Process to export your addresses. 3

4 L e s s o n 6 V e r s i o n When Sage Pastel Partner V12 has finished exporting the contacts, the last screen will appear. Click on Finish to close the Assistant. [ MS Excel Data Analysis ] You are able to create complex reports in MS Excel using your Sage Pastel Partner V12 data. When you integrate Sage Pastel Partner V12 with MS Excel, you will send data from Sage Pastel Partner V12 to an MS Excel spread sheet. You can then format your data and create graphs from your data in MS Excel. 1. To begin the process, click on Utility...Microsoft Office Integration...MS Excel Data Analysis, and the Export Assistant will open. 4

5 V e r s i o n T r a i n i n g M a n u a l L e s s o n 6 2. Select Next and the Main Export Criteria screen will open. In this screen, you will select the general information that you want to export, and the select Next. 3. In the next screen, you will select more specific information. You are also able to add a broad filter to this information, based on the field that you are on. For example, you are able to select only one category, or a range of codes. 4. In the next screen, you will select exactly which information you want to see in the spreadsheet. You are also able to add a filter to this information. Once again, the filter that you can add will depend on the field that you have selected. If you click in the Filter From field for a description, the zoom key will appear. Click on the Zoom key to see the filter parameters, as shown below. 5

6 L e s s o n 6 V e r s i o n Again in the next screen, you will select more detail on the information that you would like to export. The fields available will depend on your previous selections. 6. Select the final specific for your export and click on Next. 7. The Confirmation Screen will appear where you can view the outline of the data you have selected. Click on Process to export. 6

7 V e r s i o n T r a i n i n g M a n u a l L e s s o n 6 8. The Process Finished screen will appear, with details on how to find your spreadsheet. Click on Finish to close the Assistant. 9. As we mentioned previously, we will not go into the editing of the information in MS Excel, as this is outside the scope of this course. [ MS Word Create and manage Letters and Labels ] The last integration process that we will go through is the merge with MS Word to create letters and labels. If you are not comfortable with the Merge functions in MS Word, it is recommended that you edit the existing documents rather than creating new ones. Alternatively, you could go for training on advanced MS Word features. 1. Open the integration assistant by clicking on Utility...Microsoft Integration...MS Word Create and Manage Letters and Labels. Select Next to begin the process. 7

8 L e s s o n 6 V e r s i o n In the Select an Option screen, you will select which task you wish to perform. For this training, we will select to create inventory labels. 3. The next screen confirms your selection and gives you details of how to find your MS Word document. Select Create to create the document. 8

9 V e r s i o n T r a i n i n g M a n u a l L e s s o n 6 4. In the next screen, you will be asked to name the document. You will see that there is already an Inventory Labels document in the folder. Do not use the same name, as this will overwrite the existing original file. 5. If you click on the dropdown arrow next to Save in, you will see that Sage Pastel Partner V12 saves your merge documents in the Documents folder inside your company folder. This is done so that when you back up your company, you save a copy of your merge documents as well. 6. Once you have named and saved your document, the Assistant will close and an MS Word document will be minimised in the taskbar. If you open the document, you will see that it is blank, and opens on the Mailings screen. 7. The first step in creating your document is to select the correct label type from the list found in the Envelopes and Labels menu. You can find this by clicking on the button in the toolbar, shown below. 9

10 L e s s o n 6 V e r s i o n Once you have selected the correct paper, you can insert your merge fields by clicking on the drop down in the toolbar. As you can see in the screen below, the inventory fields from Sage Pastel Partner V12 have been added to the list for you to select. 9. As mentioned before, we will not go into detail on how to create the document, as it is outside the scope of this training course. In this lesson, you learned how to integrate Sage Pastel Partner V12 with the following MS Office programs: MS Outlook; MS Excel; and MS Word. 10

11 V e r s i o n T r a i n i n g M a n u a l L e s s o n 6 1. Where are your merge documents saved, and why? 2. Name the three broadest categories of data that you can export from Sage Pastel Partner V12 to MS Excel. 11

12 L e s s o n 6 V e r s i o n

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