Data Management Seminar, 8-11th July 2008, Hamburg 1 WinW3S - Translation of Forms and Labels (Mail Merge)

Data Management Seminar, 8-11th July 2008, Hamburg 2 1.Introduction 2.Requirements 3. Mail Merge Process with WinW3S a) Adaptation of the Mail Merge Templates b) Creation of the Mail Merge Data Source c)Creation of the final Mail Merge Document Table of Content

Data Management Seminar, 8-11th July 2008, Hamburg 3 Mail Merge - Overview 1.Introduction 2.Requirements 3. Mail Merge Process with WinW3S a) Adaptation of the Mail Merge Templates b) Creation of the Mail Merge Data Source c)Creation of the final Mail Merge Document

Data Management Seminar, 8-11th July 2008, Hamburg 4Introduction The Mail Merge procedure… –Provides another option to create and print forms and labels –May be more suitable to your needs than the PDF procedure, if layout adaptations of the forms and labels are necessary

Data Management Seminar, 8-11th July 2008, Hamburg 5Definition Mail Merge allows the creation of tracking forms and labels from an MS Word TM template merged with data from an MS Excel TM or text file Mail Merge process consists of three elements: –Mail Merge Document Templates –Mail Merge Data Source –Mail Merge Document

Data Management Seminar, 8-11th July 2008, Hamburg 6 The following templates are available in WinW3S: –Class Listing Form ClassListingMailMerge.doc –Student Listing Form StudentListingMailMerge.doc –Student Tracking Form StudentTrackingMailMerge.doc –Teacher Listing Form TeacherListingMailMerge.doc –Teacher Tracking Form TeacherTrackingMailMerge.doc –Test Administration Form TestAdministration.doc –School Labels SchoolLabelsMailMerge[size].doc –Student Lables StudentLabelsMailMerge[size].doc –Teacher Lables TeacherLabelsMailMerge[size].doc Available Templates

Data Management Seminar, 8-11th July 2008, Hamburg 7 Template Location The templates are stored at the following locations: Export Forms Mailmerge Program Files IEA WinW3S_ICCS09_MS MailMergeTemplates Within the Program Directory:Within the Project Directory:

Data Management Seminar, 8-11th July 2008, Hamburg 8 Template: Example Static Layout ElementData Placeholder Element School Label in MS Word TM

Data Management Seminar, 8-11th July 2008, Hamburg 9 Mail Merge Data Source You can create data sources for the Mail Merge templates in two different formats: –CSV (Unicode) Files –MS Excel  (XLS) Files When working with non-Latin character sets, such as Arabic or Chinese, MS Excel TM is recommended to be used

Data Management Seminar, 8-11th July 2008, Hamburg 10 Data Source: Example School Label in MS Excel TM

Data Management Seminar, 8-11th July 2008, Hamburg 11 Mail Merge Document Templat Merge Data Source Merge Process

Data Management Seminar, 8-11th July 2008, Hamburg 12 Document: Example School Label in MS Word TM Layout ElementsData Elements

Data Management Seminar, 8-11th July 2008, Hamburg 13 Mail Merge - Overview 1.Introduction 2.Requirements 3. Mail Merge Process with WinW3S

Data Management Seminar, 8-11th July 2008, Hamburg 14 Requirements – Office System MS Word 97  or higher must be installed in order to open and display the Mail Merge templates. MS Excel 97  or higher must be installed on the system in order to create MS Excel  data source files.

Data Management Seminar, 8-11th July 2008, Hamburg 15 Requirements – Macro Settings In MS Word , the Macro - Security – Level must be defined as Low or Medium, in order to run the Macros implemented in the mail merge templates.

Data Management Seminar, 8-11th July 2008, Hamburg 16 Setting the Macro Security Level Menu «TOOLS» in MS Word TM Screenshot: Word 2003

Data Management Seminar, 8-11th July 2008, Hamburg 17 Mail Merge - Overview 1.Introduction 2.Requirements 3.Mail Merge Process with WinW3S

Data Management Seminar, 8-11th July 2008, Hamburg 18 Mail Merge Process 1.Adaptation of the Mail Merge Templates 2.Creation of the Mail Merge Data Source 3.Creation of the final Mail Merge Document

Data Management Seminar, 8-11th July 2008, Hamburg 19 Mail Merge Process 1.Adaptation of the Mail Merge Templates 2.Creation of the Mail Merge Data Source 3.Creation of the final Mail Merge Document

Data Management Seminar, 8-11th July 2008, Hamburg 20 Decide which templates need adaptations: - Templates within the program directory (only before starting a new project), or - Templates within the project directory Modify the templates and save your changes Adaptation of the Templates

Data Management Seminar, 8-11th July 2008, Hamburg 21 Adaptation: Example School Label in MS Word TM Change Layout Elements: -Labels -Borders -Alignment -etc. Do not change content of Data Elements!

Data Management Seminar, 8-11th July 2008, Hamburg 22 Mail Merge Process 1.Adaptation of the Mail Merge Templates 2.Creation of the Mail Merge Data Source 3.Creation of the final Mail Merge Document

Data Management Seminar, 8-11th July 2008, Hamburg 23 Menu «SCHOOLS» Select Forms and Labels in the «SCHOOLS» menu Creation of the Mail Merge Data Source Screenshot: Word 2003 Select all schools, or only those selected in the School List View Select desired forms and labels Select desired Mail Merge data source file format Select Output to create data files

Data Management Seminar, 8-11th July 2008, Hamburg 24 Mail Merge Process 1.Adaptation of the Mail Merge Templates 2.Creation of the Mail Merge Data Source 3.Creation of the final Mail Merge Document

Data Management Seminar, 8-11th July 2008, Hamburg 25 Creation of the Mail Merge Document Menu «PROJECT» Select the desired Tracking Forms... or Labels... in the «PROJECT» menu, option Open Mail Merge... The selected template will be opened in MS Word 

Data Management Seminar, 8-11th July 2008, Hamburg 26 Message appears warning you about viruses and asking you for dis- or enabling macros (if macro security level is set to medium) Document: Example Screenshot: Word 2003 Choose Enable Macros to allow for mail merge

Data Management Seminar, 8-11th July 2008, Hamburg 27 Document: Example Completed Mail Merge document will be opened and saved in \Export\Forms

Data Management Seminar, 8-11th July 2008, Hamburg 28 School Selection List Mail Merge allows to create all forms and labels for more than one school at once Only available if source data for more than one school created before Select single school or Select multiple schools using the „select all in list option“ or using the „Ctrl“ or „Shift“ key

Data Management Seminar, 8-11th July 2008, Hamburg 29 Saving Mail Merge Documents Teacher Labels and School Labels for more than one school will each be placed in ONE Mail Merge document For all other forms and labels Mail Merge will create one document per school/class Completed Mail Merge documents for only one school will be opened automatically All completed Mail Merge documents are saved automatically in \Export\Forms

Data Management Seminar, 8-11th July 2008, Hamburg 30 Thank you!

Data Management Seminar, 8-11th July 2008, Hamburg 31 Hands-On Training

Data Management Seminar, 8-11th July 2008, Hamburg 32 What you will have to do translating Mail Merge forms and labels –Adapt Mail Merge templates for student label in … –Create your Mail Merge data source (Menu «SCHOOLS»  Forms and Labels …  Export Data for Mailmerges  To MS Excel (XLS) File) –Create your Mail Merge document ( Menu «PROJECT»  Open Mailmerge …  Labels/ Forms etc.) Hands-On Training Translate Forms and Labels What you will need –Your WinW3S database –If you did not complete the previous task open LEVEL4.MDB 45 min \Export\Forms\MailMerge What you will have to do translating PDF forms and labels –Choose student label to translate in language ” Afrikaans ” –Use the PDF Translation Editor to translate the desired form or label into your target language ( Menu: «TOOLS»  Translate Forms and Labels) –Create a PDF output of the translated document ( Menu: «SCHOOLS»  Forms and Labels)

Data Management Seminar, 8-11th July 2008, Hamburg 33 Result should look like as follows