How To Guide: Printing Mailing Labels for Specific Groups
How To Guide: Printing Mailing Labels for Specific Groups/Programs
Description: Use this guide to help you print out labels for a specific group (Class of 2013) or Program (High School, Middle School) if you want labels for any other size besides Avery 5160.
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How To Guide: Printing Mailing Labels for Specific Groups
Lets Get It Done! You will be using three programs to complete this task. The first is Social Solutions, the second is MS Excel, and the final program is MS Word. Step 1: Pull up the Query Data a) Go to Reports >>Custom Reports >> and select Program/Group Mailing Information. b) From here you can select the Program (if you want to prepare a mailing for all the Participants in that program OR by Group Name (if you want a specific class or group you have created).
**Some Sites may see multiple Class of ___ groups, it is a glitch in the software that is being fixed as we speak, if you find this to be the case, select all the classes of that name to get the information you need until the glitch is repaired.**
c) Click on Query.
and you will be taken to the Data Results page for your
Step 2: Exporting the Data to MS Excel a) You will see a listing of all the names of the students within the group you have selected.
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How To Guide: Printing Mailing Labels for Specific Groups
b) Copy the results to clipboard by clicking on this button. Then you can paste all of these rows at once into an MS Excel document. Once all the information is in the Excel document, save the document as the Group Name and remember where it was saved. **You will no longer be using the Social Solutions database to complete this process, you will be working with MS Word the rest of the way** Step 3: Creating your Mailing Labels a) You will then open an MS Word Document and go to Tools >> Letters and Mailings >> Mail Merge. Under Select Document Type, choose Labels, and click Next: Starting Document
b) Under Select Starting Document, select Label Options, choose the label you want to print on, and click Next: Select Recipients
c) Under Select Recipients, choose Browse, you will then have to find the location you stored the MSExcel file you used earlier, select it and click on Open.
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How To Guide: Printing Mailing Labels for Specific Groups
d) You will be asked to choose a sheet, barring some major flap, your data should be in sheet 1, select Sheet 1 and click OK.
e) You will then be asked to look over the Mail Merge Recipients. If the students names are not already checked, click Select All. Once done, click OK. (Carlos – In the first two pages you listed the “why” of doing things. Is it possible to add a few statements in this section on the “why” to do each step?)
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How To Guide: Printing Mailing Labels for Specific Groups
f) You will then find yourself having to Arrange your labels. Click on More Items, and the Insert Merge Field will pop up. It is a little frustrating, but you have to click on FnameLname, click Insert, then Close. You will have to go into the first label, and hit Enter to move to the next line. Click on More Items, and the Insert Merge Field will pop up. You have to click on Address 1 and Address 2, click Insert, then Close. You will have to go into the first label, and hit Enter to move to the next line. g) Click on More Items, and the Insert Merge Field will pop up. You have to click on City_State_Zip Proper, click Insert, then Close. You will have to go into the first label, and hit Enter to move to the next line. Once you have all your fields in the first label, click Update all labels so the information you put into the first label will filter into all the other labels. Click Next: Preview your labels.
You will now see your student’s names, and mailing information in all the label fields. Do not do anything in this section, click Next: Complete the merge. You will be at the Complete the merge section, and you have two choices, you can print the labels or you can Edit individual labels.
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How To Guide: Printing Mailing Labels for Specific Groups
h) Select Edit individual labels and it will ask you which labels you want to edit. Select. Save this document as the class/group/program it is, and you will have it handy for any other time you wish to print labels for this group.
g) Before you print, make sure you go through the information to ensure there are no errors and that items appear as they should. If for any reason you have difficulties with this process, please feel free to contact either Ben Martinez or Carlos Alvarado at 415-442-0600 (Ben extension 125, Carlos 117). Or you can email any of us at bmartinez@breakthroughcollaborative.org or calvarado@breakthroughcollaborative.org. Good luck!
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