INSTRUCTIONS FOR CREATING MAILING LABELS:
Please follow these steps in order: 1. Website 2. Microsoft Excel 3. Microsoft Word (any version before XP) a. OR use the Windows XP version of Word
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WEBSITE
1. Go to website: www.pitkinassessor.org 2. Click on the ASSESSOR SUBSET QUERY button.
3. Find the property you are looking for by scrolling through the list of subdivisions in the first field labeled: SUBDIVISION 1. Don’t change anything else unless you have specific values to be found.
4. Scroll down to MAXIMUM NUMBER OF RECORDS TO DISPLAY and enter 500. Otherwise, not all of the records will be displayed in your search.
5. Click on the PREVIEW SEARCH button. Your results should be displayed momentarily.
6. Scroll to the bottom of the Results page and click to put a check mark inside the box that says: OUTFIELD NAMES IN FIRST ROW -NOT FOR USE WITH ACCESS DATABASE. Leave everything else the same.
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7. Click on the GENERATE TEXT FILE button. 8. Follow the steps on the next page labeled: SUBSET QUERY TEXT FILE OUTPUT. STEP 1: RIGHT CLICK on the DOWNLOAD TEXT FILE link. STEP 2: Select the SAVE TARGET AS... option from the menu. STEP 3: Save the text file to a location in your computer that you can easily relocate. But before saving it, give the file a name that is meaningful when you need to find it. (Example: mailing labels)
Microsoft EXCEL
9. Open Microsoft Excel. Go to the menu option FILE, then OPEN... at the top of the screen. 10. At the bottom of this window, locate the drop-down box labeled FILES OF TYPE and scroll through the list to find and select the option ALL FILES (*.*). This will show all files in the current directory. Locate your file and open it. 11. A new window will appear that should be titled: TEXT IMPORT WIZARD STEP 1 OF 3. In this box, you need to have the fields entered as follows: A. Original data type should be checked DELIMITED. B. Start IMPORT ROW at 1. C. FILE ORIGIN: Windows (ANSI) D. When these fields are entered correctly, click NEXT.
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12. TEXT IMPORT WIZARD STEP 2 OF 3. Follow the steps below: A. DELIMITERS: Check the box that says COMMA. The TAB box should already be checked. B. Leave the rest of the page how it is. C. Click NEXT.
13. TEXT IMPORT WIZARD STEP 3 OF 3. A. In the DATA PREVIEW box, click on the column labeled ParcelNumber so that the entire column is highlighted. B. In the COLUMN DATA FORMAT box, check the box that says TEXT. 14. Finally, click FINISH. Microsoft Excel will now display your information in a worksheet. 15. Save this file as an Excel document with the .xls extension. To do this, change the SAVE AS TYPE option (on the SAVE AS… dialog box) to Microsoft Excel 5.0/95 Workbook (*.xls) or the most recent version of Microsoft Excel that you have. Then click SAVE. 16. Close the EXCEL worksheet.
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Microsoft WORD for version 2003 and older (XP Instructions are on the next page)
17. Open Microsoft Word. 18. Click TOOLS, then MAIL MERGE (if you have Microsoft XP, the instructions may be a bit different. Mail Merge can be found under Letters and Mailings in the TOOLS menu option. See page 5 for XP directions.) 19. You should now be in the mail merge helper. STEP 1: Main Document – click CREATE. Scroll down and highlight mailing labels. Click on NEW MAIN DOCUMENT. STEP 2: Click on DATA SOURCE. Click OPEN DATA SOURCE. Then locate and open the document that you saved in Excel earlier. STEP 3: Click on the button to SET UP MAIN DOCUMENT. In the window that opens, change the options for the type of labels you have such as Avery Standard (LABEL PRODUCTS) at size 5160 ADDRESS (PRODUCT NUMBER) with Manual Feed selected. Also, set the printer to the type you will be using such as Laser and Ink Jet. Click OK. STEP 4: The next box titled- “Create Labels” will open. Click the INSERT MERGE FIELD button to open a drop-down list. From this list, click on each item so that it is listed inside the text box. This means you will have to click on each one individually and repeat this step. Your screen should look similar to the picture on this page. Click OK when finished. STEP 5: Finally, click MERGE back on the Mail Merge Helper box, step 3. On the next screen, click this MERGE button. The computer will generate the mailing labels list. Scroll up and down to make sure that all of the information that you need is there. (Please note: Selecting the entire document and lowering all of the font sizes to a 10 may be necessary to make the entire address fit inside the label.)
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Microsoft WORD for Windows XP:
(Source: http://wwwpictraining.com/downloadxp.htm)
1. From the Windows menu, click Tools and then select Letters and Mailings from the drop down box. 2. Next, select Mail Merge…
3. Locate the Mail Merge helper window on the right hand sign of your screen and click the radio button beside the option marked Labels:
4. Now, click the link located at the bottom of the window Next : Starting Document
5. Do NOT select a starting document yet!! From this window, click the link Label Options…
Choose the appropriate label type from the list and click OK
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6. Click on the link Next: Select Recipients and then click Browse… Here, locate your data source from the browser window and click Open:
7. The Select Table window will appear, verify the document is the correct data source file and then click OK:
8. Next, the Mail Merge Recipients window will appear. Click OK and proceed:
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9. Locate and then click the link Next: Arrange your labels.
10. In the Arrange your labels window, click the link More Items…, the Insert Merge Field window will appear and you will select those fields you want to appear in your sample label:
11. Make your selection (which will be to insert the owner addresses 1-3, city, state, and zip as well as parcel number if needed) and then click Insert. [Due to functionality issues, Word for Windows XP does make the user close the window by clicking CLOSE after inserting each field name. If you do not do so, duplicate data fields WILL appear on your label.]
12. Once you have your layout in the desired format, Click the button labeled Update all labels: At this point, your layout will be applied to all labels in the document.
13. Now, click the link Next: Preview your labels. In a few moments you will see a page of your labels appear in the on-screen document.
14. Click the link Next: Complete the Merge. Verify the label media is in your printer and then click the print command from the Mail merge helper window:
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