1. Word – Pika Training © August 2006, Pro Seniors, Inc. Microsoft Office Automation Using Pika Data Overview

2. Word – Pika Training © August 2006, Pro Seniors, Inc. The Parts of the Process Part 1 – Create an MS Query (pulls the necessary data records from Pika) Part 2 – Create a Word Mail Merge Main Doc (this is the doc that the data will be merged into) Part 3 – Attach the Query to the Merge Doc (this will merge the Pika data into the main doc) Part 4 – Create a Network Global Word Template (allows network-wide simple access to main doc) Part 5 – Automate Process With Simple Macros (makes the entire process seamless)

3. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 1: MS Query 1)Query was designed to work with Excel, so First create and save the query using Excel Once saved, from Word we attach the Query as the Merge Data Doc to the Main Doc 2)MS Query supports MySQL formulas including And, Or, & If.. Then.. Else statements

4. Word – Pika Training © August 2006, Pro Seniors, Inc. Medicare Review See: www.proseniors.org

5. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 2: Word Mail Merge 1)Word Mail Merge has 2 parts: Main document Data document 2)The Main Doc can be any document type Letter Labels List Envelopes Pleadings Directory

6. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 2: Word Mail Merge 3)The Data Doc can be a Word doc Excel spreadsheet Outlook contacts Database Access SQL or MySQL (Pika)

7. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 2: Word Mail Merge 4)Main Doc has fields where the data is merged 5)These fields can be Data fields > Word fields >

8. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 3: Attach Query To Merge Doc 1)Click Open Data Source Button on Mail Merge Tool Bar 2)Browse and find Query

9. Word – Pika Training © August 2006, Pro Seniors, Inc. Medicare Review See: www.proseniors.org

10. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 4: Create a Network Global Word Template 1)Create a Word Global Template 2)Create a custom Word Menu drop-down and save it in the global template 3)Save the global template on the terminal server in: C:\Program Files\Microsoft Office\ OFFICE11\STARTUP 4)Now all network users will have the custom Word drop-down menu

11. Word – Pika Training © August 2006, Pro Seniors, Inc. Medicare Review See: www.proseniors.org

12. Word – Pika Training © August 2006, Pro Seniors, Inc. Medicare Review See: www.proseniors.org

13. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 5: Use Simple Macros to Automate the Process 1)Open the Word Global Template 2)Create a simple Macro to access a copy of the mail merge doc 3)Store the Macro in the global template 4)Assign the Macro to your custom Word drop- down menu

14. Word – Pika Training © August 2006, Pro Seniors, Inc. Part 5: Use Simple Macros to Automate the Process 5)Simple macro to open copy of main merge doc: Documents.Add Template:= _ C:\Word Pika Training\Admin Menu.dot", _ NewTemplate:=False, DocumentType:=0 6)Create macros by recording keystrokes

15. Word – Pika Training © August 2006, Pro Seniors, Inc. Medicare Review See: www.proseniors.org

16. Word – Pika Training © August 2006, Pro Seniors, Inc. Helpful Hints 1)Link to Microsoft Office Online – Excel for help with accessing and configuring MS Query: http://office.microsoft.com/en- us/assistance/hp051902761033.aspx http://office.microsoft.com/en- us/assistance/hp051902761033.aspx 2)Link to MySQL 5.1 Reference Manual to find formulas to use with MS Query: http://dev.mysql.com/doc/refman/5.1/en/index.html

17. Word – Pika Training © August 2006, Pro Seniors, Inc. Helpful Hints 3)While in MS Query, press F1 or click the Help link to access the MS Query manual. 4)Always save your query as its own document in order to access it later from Word. 5)Save the Excel doc, the Query and the Word main merge doc using the same name, in the same folder for ease of reference later.

18. Word – Pika Training © August 2006, Pro Seniors, Inc. Helpful Hints 6)Have users lower Macro Security Settings so they can run your macros and add-ins. 7)Fix Windows Registry for each user to avoid the Opening this will run SQL command pop- up warning in Word. 8)Fix Windows Registry to avoid same warning in Excel when bringing Pika data from Excel to Word.

19. Word – Pika Training © August 2006, Pro Seniors, Inc. Helpful Hints 9)Use Alt + F8 to access the Microsoft Visual Basic window. 10)Then use F1 to access Visual Basic Help which has lots of examples and references. 11)This is a link to Microsoft Visual Basic Developer Center which has learning tools and references: http://msdn.microsoft.com/vbasic/.http://msdn.microsoft.com/vbasic/