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Green Bay Area Public School District
Jenny VandenPlasMay 2010
Labels
Letters
Forms
Enrollment data
Provides consistency from school to
school
Easy for school staff to produce
Data merged is always up to date
Control over end product
Saves time
Looks professional
No errors
1. Set Up ProcessBuilding the mail merge
2. End User StepsHow the staff uses the mail merge
Word Document
Draft your
document, letter,
form, etc.
Determine what
data fields you
want to pull from
Zangle
Save your
document
Begin with the end product, a Word document.
Query Writer
Determine the data
views you want to
pull from Zangle
Create your Query
Identify-select the
Word document.
Make note of fields needing data
Save document if not already saved.
Name Your Query Select Output of Microsoft Word Mail MergeView must have all needed data fieldsSelect the saved Word DocumentPick any desired filters - SortingClick “Execute”
1) Click in the area where you want the data to pull to
2) Then click on insert Merge Field
3) Select the field that corresponds with the data needed
4) When all needed fields are filled, Click “Save”.
(This will save the data merge fields into the Query Writer)
The end user can select to print a date or all dates
They can pick one student or all
1. Click on “Finish & Merge”2. Select “Edit Individual Documents”3. All should be pre-selected, Click “OK”
Talk to the Data Owners and End Users First
• saves in re-writes and form set up
Try to remove unnecessary steps• make document envelope-ready – so no labels needed
Shared Server •easier if the server the merged documents are on are shared, so you don’t have to copy to each server separately
Test Your Data •to be sure you know what it is pulling
Make sure the data going into Zangle is good•Spelling errors, Nicknames vs. real names, Special codes, etc.