From the list of Cooperative Extension applications, choose Contacts Extension Contact Management System.

Transcription

1 1 Illustrated Guide to Creating Labels with Word for Mac 2008 for Mailing Lists in the Extension Contacts Database Note: With most computer tasks, there are multiple ways to achieve the same results. Substitute the techniques with which you are most comfortable whenever they differ from the examples shown here. Select the mailing list for which you d like to create a set of labels. You can reach the Contacts Database via the Extension intranet wiki. From the Portals listed near the top of the home page, click Applications. From the list of Cooperative Extension applications, choose Contacts Extension Contact Management System.

2 2 This will take you to the Contacts Database, where you should click Adv. Search & Output. Check the code for the mailing list for which you d like to create a set of labels. Then, near the bottom of the page, click Search.

3 3 The application then will display a preview table showing the contacts on the list you have chosen. Once you ve ascertained that you have the correct list, click the Download as CSV button just above the preview table. Depending on your browser settings, you might get a window asking what to do with the CSV file. If so, choose Save File and click OK. FYI: For most Mac users, this CSV file will be saved to the Downloads folder. (A few employees have changed their preferences for downloaded files to go elsewhere on their Macs.) The CSV file will have a name that includes the date and time at which the file was created from the Contacts Database, in the format of "contacts_yyyymmdd_hhmm.csv (example: contacts_ _1422.csv). Don t open the CSV file. It s just a data file for creating your labels and generally doesn't need any editing.

4 4 Now that you have downloaded the data for your labels (the CSV file), you can use a Word template that EIT has provided for printing your labels. You can access the Word label templates by clicking the Main Document Templates & Wiki link on the Contacts screen. (FYI: You also can access the templates via the IT Resources portal of the Extension intranet wiki, under Application Support.) Then, you ll see a list of available templates. For standard 3- wide mailing labels (Avery 5160), you will use the first template in the list.

5 5 You can download the template each time you make labels - - or, to save a few steps and time for future label printing, you can keep the template in your files. To do that, right- click on the template link and choose Save Link As To save the template to your files, right- click on the link. Now that the Labels- template.doc file is downloaded to your Mac, double- click on the template file. A small window will pop up to advise you that the template file is a mail merge main document and that Word cannot find its data source. Don t be alarmed; that is exactly what should occur. Just click the Find File button on the bottom left. Double- click on the template file.

6 6 Once you click the Find File button, a Finder window will open. Navigate to the CSV file that you downloaded from the Contacts Database. If the CSV file is in your Downloads folder, you can navigate to it as follows: In the left pane of the Finder window, click on the shortcut to your home space on your Mac. The icon looks like a house, and you ll see your Unity ID beside the house. Once you ve clicked the home space icon, you ll see the Downloads folder in the right pane of the Finder window. Double- click on the Downloads folder to open it.

7 7 Inside the Downloads folder, double- click the CSV file (or highlight the CSV file, and click Open). Remember, the name of the CSV file will include the date and time when the file was downloaded from the Contacts Database. The Word template document will open. You ll see fields where your addresses will go once you ve merged the template with your CSV file. Here s how the Word template document will look at this point:

8 8 To finish creating your mailing labels, go to item #6, Complete Merge, at the bottom of the Mail Merge Manager. (If item #6 is collapsed, click the small gray triangle to the left of the numeral 6 to expand item #6 to see the Complete Merge tools. And, if you don t see the Mail Merge Manager at all, go to Tools on the Word menu bar and select Mail Merge Manager.) Under item #6 (Complete Merge) on the Mail Merge Manager, click on the second icon, Merge to New Document.

9 9 Momentarily, you ll see the addresses from your mailing list appear. * You might want to print just one page of your labels on plain paper and compare that printed page to a sheet of labels to make sure that the addresses are properly aligned to print on the labels. (If the addresses don t align properly, use the instructions on page 11.) Once you have printed your labels, close the Word labels document. Important advice: Word will ask whether you d like to save the labels file; click Don t Save. Don t save!

10 10 Likewise, close the Word template document, and Don t Save. If you ve stored the Word template document in your files, the template will remain on your Mac for future use. It s also a good idea to go ahead and trash the CSV file that you used to create your labels.

11 11 * If your addresses are printing too close to the left edge of your labels, you can adjust the template document. If your mailing list fills more than one page of labels, it s best to adjust the template before using item #6 on the Mail Merge Manager to complete the merge. Here s how: At the top left of the template document, you ll see a small square containing intersecting perpendicular arrows. Double- click on that small square. A Table Properties window will open. Click on the Table tab at the top. Then, look at the Alignment section of the Table Properties. At the right, try adjusting the Indent from Left number to find the appropriate setting for your labels. Many users have had luck by setting the Indent from Left number to 0.2 or 0.3.