Creating a Participants Mailing and/or Contact List:
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- Barrie Walters
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1 Creating a Participants Mailing and/or Contact List: The Limited Query function allows a staff member to retrieve (query) certain information from the Mediated Services system. This information is from Mediated Services (not Talent Bank) and will only be information that has been credited to the logged in staff member. By placing the pointer on the Special Functions tab, a dropdown dialog box will open. Move down the list and rest your pointer on the Online Reports. Another dropdown dialog box will open. Move your pointer over to Limited Query and Click. You have now gained access to the Limited Query criterion screen in Mediated Service. Creating a Participants Mailing and/or Contact List: Please follow the step-by-step procedures below and you will be able to create an exportable data files for your Microsoft Word Mailing and/or Contact List. Constructing a Registration and/or Service Query Display: Click here to gain access to Limited Query The first requirement for the construction of your mailing or contact display is the selection of the type of query. Select either Registration or Services. In order for you to get a complete list of participants for your mailing and/or contact list you will have to run two (2) queries, one for registrations and one for services. The Radial Button selection is the first step in creating a Registration or Services query. 10
2 Next, enter your mailing and/or contact list date range. Enter your date range After selecting the date range, scroll down to the bottom of the Limited Query Search Criteria screen. Locate the Output for Mailing Labels Only? Select Yes if you want to create a list of participants you intend to contact by mail or phone. Output for Mailing Labels Only? Lastly, after completing the query criterion entries and selecting Yes to create an Output for Mailing Labels Only? click the search button at the bottom of the screen. Search Button Services Query Results Returned: As you can see by the below screen display, Services was selected with a date rage of 09/18/ /18/2007. This searched returned two participants. The First and Last Names are located in the Name column, Street Addresses are locate in the Street column, Cities, State and Zips are located in City column, and Phone numbers are located in the Phone column. 11
3 Staff entering Services = logged in staff member Services was selected Date Range Display Output for Mailing Labels? = Yes Services display results Registration Query Results Returned: As you can see by the below screen display, Registrations was selected with a date rage of 09/18/ /18/2007. This searched returned three participants. Registered Staff entering Registration = logged in staff member Date Range Display Output for Mailing Labels? = Yes Registration display results In the above two examples, five participants were found using the following criteria: the logged in staff member s username, querying both registrations and services, setting the date range, selecting Yes in the Output for Mailing Labels Only drop down menu and selecting the Search button. 12
4 Copying and Exporting the Services Display: The next step in creating a mailing or contact list is to export your display output. On the search results screen for Services, highlight and copy the display results. Highlight and copy the display results. Printing: The query results can be printed by using the print function on the browser toolbar or by selecting File--print. Creating the Excel File for Mail Merge: Open an excel spreadsheet and paste your Services display results. SAVE YOUR EXCEL DATA FILE. Services display copied and pasted into an excel spreadsheet Your Excel file for Services should look similar to the above example. Note: Your participant names and the length of the list will be different. 13
5 Copying and Exporting the Registration Display: The next step in creating a mailing or contact list is to export your display output. On the search results screen for Registration, highlight and copy the display results. Highlight and copy the display results Printing: The query results can be printed by using the print function on the browser toolbar or by selecting File--print. Creating the Excel File for Mail Merge: Open an excel spreadsheet and paste your Registrations display results. SAVE YOUR EXCEL DATA FILE. Registrations display copied and pasted into an excel spreadsheet. Your Excel file for Registrations should look similar to the above example. Note: Your participant names and the length of the list will be different. 14
6 Edit Your Excel File: Working in the excel file you just created, delete any additional rows that have Name, Street and City titles listed. The columns headings (Name, Street, City and Phone) are required only in row one. At this time you can also delete all the duplicate participant entries. In addition, if you are creating a mailing list, delete the Phone column. Click on save when completed. Combining both the Registration and Services Display: If you have decided to combine both the Services display and Registrations display to create one mailing or contact list, paste your Registration results on the same excel spreadsheet where you pasted the Services display results. Click on save when finished pasting the display. Services copied and pasted into an excel spreadsheet Registrations copied and pasted into an excel spreadsheet. Edit Data File: Delete any additional rows that have Name, Street and City titles listed. Also, delete all duplicate participant entries and the phone number column if you are creating a mailing list. Delete duplicate entries Delete duplicate Name, Street, Phone and City titles 15
7 Excel Mailing list file Below is an example of a correctly formatted Excel Mailing list file. Your excel data file will be used to create your Mailing list in Microsoft Word. Save your data file in a place where you can easily locate it for uploading. Excel Contact list file Below is an example of a correctly formatted Excel Contact list file. Your excel data file could be used to create a Contact list in Microsoft Word. Save your data file in a place where you can easily locate it for uploading. Creating a Mailing List in Microsoft Word: Open a word document and go to Help on the menu bar. Open Help, and search for Mail Merge. Follow the instructions for creating and printing Envelops and Labels. 16
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