To export data formatted for Avery labels -
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1 Information used to create labels in the Client Data System (CDS) can be exported out of CDS and used to create labels in Microsoft Word, making it possible to customize the font style, size, and color. For more information on creating labels in CDS, watch the Letters, Labels, and Course Fast Class: Creating Labels. To export data formatted for Avery labels - From the print preview screen of a label setup in CDS, click the Export button. Figure 1: The Export button in the label print preview screen. In the Format drop-down field of the Export window select Comma-separated values (CSV). Figure 2: The Export screen (Comma-separated values (CSV) selected). In the Destination drop-down field of the Export window select Disk file. Click OK. 1
2 In the Number and Date Format Dialog window, leave both options deselected and click OK. Figure 3: The Number and Date Format Dialog window. Note: When exporting data from a Crystal Report with dollar, percent, and/or dated information, you may want to select options in the Number and Date Format Dialog window for consistency in your export. In the Choose Export File window, select a location to save the formatted label data in the Save in field. Figure 4: The Choose Export File window. By default, the export has the.csv file extension (for Comma-separated values) and the name of the label report used to create the labels in CDS. In this example, the file name is AVER5160.csv. Although a default file name is selected, the file name can be changed without making any changes to the data in the export. Click the Save button. The.csv file will be exported to the selected location. 2
3 Open the.csv file in Excel to verify that the data is formatted as selected in the CDS. Add a row at the top of the spreadsheet. In each cell of the new row, type a description of the data stored in each column. Figure 5: Aver5160.csv opened in Excel (description row added). Important Note: When using a.csv file to create labels, Word will use the first row of data to create merge fields but will not create a label for the data entered in the first row. The new row of information will also provide a useful reference when creating merge fields in Word. Save and close the.csv file. To create custom labels in Word using data in a.csv file based on formatted labels in CDS Open Word. Select Tools from the main menu then select Mail Merge. Figure 6: The Tools menu in Word (Mail Merge selected). In the Mail Merge Helper, select the Create button in Step 1. Select Mailing Labels. 3
4 Figure 7: The Word Mail Merge Helper. In the Word dialogue window, select Active Window. Click the Get Data button in Step 2 and select Open Data Source. Use the Look in drop-down field in the Open Data Source window to select the location of the label.csv file. If the.csv file is not visible with the correct location selected, select Files (*.*) in the Files of Type drop-down field. Select the label.csv file then click Open. In the Word dialogue window, click the Set Up Main Document button. In the Label Options window, select the type of printer to be used, how the paper will be loaded, and the type of label paper that will be used to create the labels. 4
5 Figure 8: The Label Options window. Note: You can create custom label dimensions by clicking on the New Label button. After selecting label options, click OK. In the Create Labels window, click the Insert Merge Field button. Select the Name entry with a left click. Figure 9: The Create Labels window (Insert Merge Field button active.) The Name merge field will appear in the Sample preview pane. Before adding the next field, press the Enter key on the keyboard to move the active cursor to the next row of the label. 5
6 Repeat the process to bring the rest of the merge fields into the preview pane. After inserting merge fields, changes can be made to the font style, size, and color. To customize the label font Highlight the merge field(s) to be customized and right click. Select Font in the context menu. Figure 10: The Create Labels window (Font context menu). Make changes to the font in the appropriate sections of the Font window. 6
7 Figure 11: The Font window. Changes made to the font will be reflected in the preview pane at the bottom of the Font window. After selecting font choices, click OK. Font choices will also be reflected in the Create Labels window. As in the example, you can make unique font choices for each merge field. 7
8 Figure 12: The Create Labels window displaying custom changes to font. When font customization is complete, click OK. In Step 3 of the Mail Merge Helper, merge the.csv file to create new labels by clicking the Merge button or preview the label merge document by clicking the Close button. If the option to preview the label merge document is selected, the.csv file can be merged to create new labels by clicking on the Merge button in the toolbar. Selecting the Merge button in the Mail Merge Helper or in the label preview will launch the Merge window. In the Merge window, select New document in the Merge to drop-down field. Select the All option in the Records to be merged section. Select the Don t print blank lines when data fields are empty option in the When merging records section. Click Merge. Figure 13: The Merge window. 8
9 Word will merge the main merge document with the data in the.csv file according to the merge fields used in the Create Label section of the Mail Merge Helper. Figure 14: Custom Labels created in Word using a.csv file based on formatted label data from CDS. If needed, more changes can be made to the labels before printing. After reviewing the customized label document, load the appropriate label paper in the printer and select Print. 9
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