Argos Creating Labels with Word 2007

Transcription

1 Argos Creating Labels with Word 2007 This document explains how create mailing labels using Argos. For information about Argos, refer to the document, Argos for Typical Users. There are two (2) basic steps involved with creating labels using Argos: 1. Generate a data listing the desired information in comma-separated value (CVS) format 2. Use Word's mail merge to create labels Generate the Data via ARGOS 1. Log into ARGOS: a. In mycuesta, locate the Argos Reporting channel, and then click on the text Launch ARGOS. A Loading Java message will appear, followed by the Argos Client Launcher window, and then finally the login screen. b. Enter your username and your password, and then click the Login button. NOTE: Your username and password are the same as those for mycuesta. IMPORTANT: Do not click Remember the password for this user The login screen will disappear, revealing the Argos application screen. 2. Get the label data via Quick View or Report Generation, saving the data as a CSV (comma-separated value) file: Quick View a. If necessary, expand a folder by clicking the plus sign (+) to its left. b. Select the desired DataBlock. The DataBlock will become active, displaying information in the right pane, along with one or more option buttons. c. Click the Run Dashboard button. The screen displayed will depend upon the DataBlock selected. Report Generation a. If necessary, expand a folder by clicking the plus sign (+) to its left. b. If necessary, expand a DataBlock by clicking the plus sign (+) to its left. c. Double-click the desired report. The report window will open. Argos, Creating Labels w/word 2007 Page 1 of 8 Revised: November 13, 2012

2 d. Choose the desired parameters from the available lists. e. Click the Quick View button. The results will appear in the display pane. f. Right-click on the results. A shortcut menu with the single option, Save Results, will be displayed. g. Click Save Results on the shortcut menu. A Save Results dialog will appear. h. Select the desired options. Write headers should be selected. i. Click the Save button. The Save Grid Results dialog will appear. j. Select where you wish to save the document (Save in:) and what you wish to call the file (File name:). k. Click the Save button. The data will be saved. If desired, the data can be sorted and manipulated prior to performing the next step, Complete the Mail Merge. See instructions for Modifying Data in Excel beginning on page 8 of this document. Argos, Creating Labels w/word 2007 Page 2 of 8 Revised: November 13, 2012

3 Complete the Mail Merge 1. Launch Microsoft Word Click the Mailings tab. The Mailings ribbon will appear below. 3. In the Start Mail Merge group, click the Start Mail Merge option. A drop-down list will appear. 4. Select Labels from the list. The Labels Options dialog will appear. 5. Select the desired options: If necessary, select the desired printer type under Printer information and appropriate tray from the Tray dropdown list. Select the desired label information from the Label vendors drop-down list. Example: Avery US Letter. Select the desired product number from the Product number list box. Example: Click the OK button. The Label Options dialog closes, and a table configured for blank labels appears in the document. Argos, Creating Labels w/word 2007 Page 3 of 8 Revised: November 13, 2012

4 7. Click the Select Recipients button in the Start Mail Merge group, on the Mailings tab. Note: If the table gridlines do not appear, you may select View Gridlines in the Table group, from the Layout tab. A drop-down list will appear. 8. Select Use Existing List The Select Data Source dialog box opens. 9. Click the Look in dropdown list and select the folder where the data source is stored. 10. Click on the desired file for the data source. 11. Click the Open button. Argos, Creating Labels w/word 2007 Page 4 of 8 Revised: November 13, 2012

5 The Select Data Source dialog closes, and Next Record codes have been placed in the table. The insertion point should remain in the first cell of the table. If desired, click the Edit Recipient List button to sort and filter the data. 12. From the Write & Insert Fields group, select the desired fields you wish to insert: To insert an address block a. Click Address Block. The Insert Address Block dialog box opens. b. Select or deselect options as desired. c. Select OK. The Insert Address Block dialog box closes and the address block is inserted. To insert individual fields a. Select the arrow near the bottom of the Insert Merge Field button. A list of fields from the data source will appear. b. Select a field from the list. The merge field appears in the first label. c. Insert additional merge fields as desired. d. Insert punctuation and spacing as needed. Note: You may also select the Insert Merge Field icon to view the Insert Merge Field dialog box. 13. Click the Update Labels button in the Write & Insert Fields group. All labels are updated. Argos, Creating Labels w/word 2007 Page 5 of 8 Revised: November 13, 2012

6 14. Click the Preview Results button. The table displays the records to be merged. If desired, you may click the Preview Results button again to turn off the preview function. 15. Click the Finish & Merge button, and then from the drop down menu select whether to edit or print the merge: Edit Individual Documents creates a new document using the merged data. The document can be edited and then saved and/or printed. Print Documents permits printing to special label paper, specified back in step 5 above. 16. If desired, save the original merge document to be used again. Argos, Creating Labels w/word 2007 Page 6 of 8 Revised: November 13, 2012

7 Modifying Data in Excel Move columns 1. Right -click on the column heading button (labeled A, B, C, etc.) above the column you want to move. The column will be highlighted and a shortcut menu will appear. 2. Select Cut from the shortcut menu. Column heading buttons 3. Right-click on the column where you want to move the cut column. A shortcut menu will appear. 4. Select Insert Selected Cells. The cut column will be moved and affected columns will be moved to the right. Sort the Data 1. Click in any cell containing data. 2. Select the Data tab, and then click on the Sort button in the Sort & Filter group. The Sort dialog will appear. Argos, Creating Labels w/word 2007 Page 7 of 8 Revised: November 13, 2012

8 3. Make sure My data has headers is checked. 4. Click the down arrow button under Column and then, from the drop-down list, select the header name on which you wish to sort. 5. Click the down arrow button under Sort On and then, from the drop-down list, select on what you wish to sort. 6. Click the down arrow button under Order and then, from the drop-down list, select the order on which you wish to sort. NOTE: If you wish to use additional sort criteria, click the Add Level button and repeat steps Click OK. The Sort dialog will close and the data will be sorted NOTE: If you wish to retain changes to column width, fonts, etc, you ll need to save your data as an Excel workbook (.XLS). If you save, maintaining the original format (comma-separated values or.csv), cosmetic changes will not be retained. Argos, Creating Labels w/word 2007 Page 8 of 8 Revised: November 13, 2012