Mail Merge Mailing Labels using DSL Judy Meyer H/CCA Student Services.

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Presentation transcript:

Mail Merge Mailing Labels using DSL Judy Meyer H/CCA Student Services

Log in to DSL – Choose school Log in using your DSL username/password Choose your building and enter DSL On DSL Home page choose REPORTS

DSL REPORTS MENU Scroll down to SIS Reports and choose… SIS Student Search You will see a new screen to make selection criteria.

Select data for labels: This selection is requesting 9 th grade students in Anytown High School with statuses A (active) or N (non-resident). Click in boxes for all fields that you need for your labels.

Choose Download Method Choose: –Excel/HTML –Save to Disk –Name your Report –Click on “Generate Data”

Save your file to the desktop 1.Click on SAVE 2.Choose file location on your desktop. 1.Name file and save. 2.The excel file is now ready for merging.

Listing also available in DSL You can also see a listing of the results of your search by scrolling down on the page in DSL.

Data displays in Excel spreadsheet Open your Excel file and you will see all of the fields you requested from DSL. This file can be sorted prior to printing if desired.

Open “New” WORD Document Your WORD document will be the basis for your label print file.

Preparing to Merge files – Step 1 In WORD: Use Tools dropdown menu Choose Letters and Mailings Then Mail Merge Step 1 of 6: Choose document type. LABELS Click NEXT: Starting Document

Label Wizard – Step 2 Step 2 of 6: Select starting document. Change Document Layout You will see a second screen inside your document. This is where you choose your label type. Click on LABEL OPTIONS Highlight label type and click OK (you will see label layout) Continue to Step 3, click NEXT: Select Recipients

Label Wizard – Step 3 Step 3 of 6: Select recipients: Use an Existing List Click on BROWSE Find your Excel file from DSL and click SAVE Your excel spreadsheet will open for editing. Click OK to accept listing. Continue to Step 4, click NEXT: Arrange Your Labels

Label Wizard – Step 4 Step 4 of 6: Click in first label and add heading if desired: To the Parents of Arrange your labels: Choose More Items… Click on Database Fields Highlight each field in order and click INSERT between each field selection. Fields will appear in first label.

Label Wizard – Step 4 (cont’d) «GivenName»«LastName» You will need to add spacing and punctuation. Place your cursor between the »« and then hit the spacebar for a space, “,” for a comma, etc. Hit the “enter” key after last field on line to move to next line in address.

Label Wizard – Step 4 (cont’d) To merge the excel spreadsheet information to all labels, choose UPDATE ALL LABELS Next: Preview Your Labels To view fields from spreadsheet, click on the ABC Box You will see the first page of labels.

Label Wizard – Step 5 At this point you can: 1.Preview your labels using forward/back arrows thru pages 2.Make Changes: Edit the list for labels 3.Complete the merge. This will give you the complete label file.

Label Wizard – Step 6 Choose PRINT to send labels to printer Choose Edit Individual Labels to make specific changes in print file You can always go back step by step if needed

For assistance with this process, please send to our Student Services helpdesk address: