Need Mailing Labels How to Print Labels Using a

							                           Need Mailing Labels?
  How to Print Labels Using a Banner CSV (Comma Separated Values) File

One of the most common requests for information from Banner is for a list - of people, addresses,
telephone numbers, etc. This information is often used for mailing labels. When we receive a
request for "Mailing labels" what we actually send you is the electronic file that allows you to
generate the mailing labels yourself. By providing you with the electronic file rather than the
actual labels, we give you the power to:

    •   Sort the data in any way you need

    •   Edit the list to treat subgroups in different ways

    •   Keep a record of what you sent to whom

    •   Use the electronic list to track responses

    •   And, we send you the electronic file via email so you receive it seconds after it is
        generated

    •   And note - there are a number of standard reports that you can run yourself to generate
        these electronic lists anytime you need them. (See example below).


Tools and Skills Needed

Generating mailing labels from a CSV file requires basic familiarity with Microsoft Word and Excel
and understanding of the Mail Merge feature of Word. If you are going to run the Banner report
yourself, then you also need to know the name of the Banner report and the basics of running a
report in Banner.


Summary of the Steps:

    1. Run a Banner CSV report (such as SWRLELA or SWRGRAF) to printer DATABASE, and
       save it. [If you receive a report output from Information Technology, start at #2.]

    2. Open the File in MS Excel and modify, sort, review data as needed and then save file.

    3. Open MS Word, create a mail merge and use your saved MS Excel file as the data
       source and print to the labels.



Detailed Steps:

These may look intimidating and sound confusing. The best way to learn is by doing - just follow
the steps with your "fingers on the keyboard". Once you go through the process it makes sense
and is easy to repeat.

    1. BANNER [If you are running the report yourself]

            o   In Banner type the name of the job (the report name) in the Direct Access Box on
                the Main Menu, or go to GJAPCTL (Process Submission Control Form) and type
                in the job name.
    o   In GJAPCTL type DATABASE in Printer box

    o   Select the parameters and associated values for the job you are running.
        [Standard reports allow you to select populations based on parameters such as
        Term or College. Each report has its own set of parameters.] Click Values
        flashlight to search for any parameters available if you are unsure. Also be sure
        read the gray text just below the Parameters Box for specific instructions about
        the parameters.

    o   Submit the job.

    o   Check the bottom left hand gray banner for the job name, number and file type,
        such as swrgraf_497334.log, swrgraf_497334.lis, or an error message that
        indicates a problem with the report you just tried to run.

    o   Click Review Output in Options Menu, which takes you to the Saved Output
        Review Form - GJIPREVO. The report name will be in Process and the job
        number will be in the Number Box.

                You know the job is complete when you are able to click once to the right
                of the dividing line or press the tab key until the File Name box appears
                on the right. Please note that some reports will only take a few minutes
                to run while others may take much longer.

                Ignore the information line error message of "There is no saved output…"
                it just means the report is not completed yet.

                Then double click in File Name box.

                Then click on Save to File in Options Menu. Please note that the
                information line will tell where the file is saved (i.e. H or C file) depending
                on how you have your system set-up in the GJAJPRF - Job Submission
                Profile Maintenance Form.

You now have a file containing the information you need. Often the file contains more
than just mailing label information. You select out the parts you need using Excel and
Word.
        Run the job in Banner to database:




Then click Review Output




Wait until job is finished processing
2. MS EXCEL

      o   Open MS Excel

      o   Click File and then Open to find and open your file.

      o   Because the file output from Banner is not in Excel format, when you open the
          file, Excel will ask you some questions:

                  Open file and click Next,

                  then click on the Tab box to deactivate it and

                  click on the Comma box, [since your file is a CSV (comma separated
                  value) file] to activate it and then click on Finish.

      o   If one of your columns contains ID number, you should use Excel's Format tool to
          convert it to "TEXT" in order to preserve any leading zeroes contained in the ID.
          [If Excel sees 00236475 and thinks it is a number, it will only display 236475]

      o   When the file opens, click Save As and save the file in the MS Excel format

      o   Modify, sort, or review your data. Be sure the data is what and how you want it.

      o   Save file again after making all your changes.

  You now have the data file fine tuned for your needs. Next you use Word to merge the
  data from Excel into the format needed for mailing labels (or anything else).




  On opening the file you will get several dialogue boxes. Click OK.
Then click Next>




Then REMOVE the Tab check and CHECK Comma.
  Then hit FINISH and then SAVE as a MS Excel spreadsheet.




3. MS WORD

     o   Open MS Word

     o   Go to Tools in the top Menu Bar and click on Mail Merge.

     o   For the Mail Merge Menu:

                For 1: Main Document, first click Create, then click Mailing Labels, then
                click Active Window.

                For 2: Data Source, first click Get Data, then click Open Data Source,
                then click "Files of type" Down Arrow to change to either MS Excel
                Worksheets (for Excel file) or All Files (for H or C Drive file). Select your
                Excel data file and Open File.

                Then click on Setup Main Document. In Label Options under Product
                number, scroll down and select the labels you want to use, such as
                Avery 5160-Address which is one of the standard label formats. The
                label stock number is usually on the box of labels (check your labels to
                be sure you have the right stock number. If you do not have a box of
                labels with the stock number, measure the size, then scroll through the
                list of label options until you find one with the same size.) Then click OK.

                Under Create Labels click Insert Merge Field and select the fields (data
                elements) you want included on your labels. For example, click FNAME
                        (first name), then press the Space Bar, then click Insert Merge Field and
                        click on LNAME (last name) and press enter. Click Insert Merge Field,
                        click STR1, press Enter, click Insert Merge Field, click STR2, Press
                        Enter, click Insert Merge Field, click CITY, Press Space Bar, click Insert
                        Merge Field, click ST, Press Space Bar, click Insert Merge Field, click
                        ZIP, click OK. Use whatever data fields you want and whatever layout,
                        spacing or design you want.

                        For 3: Merge Data with the document by clicking Merge.

            o   To print be sure your label stock is in the printer, then click File, click Print, and
                select printer and print your labels.

            o   Be sure you save your MS Word file.

As you go through this process, you will note that you can use the same steps to generate
personalized letters ("Dear Susan" instead of "Dear Student") and that you can also use these
techniques to insert user-specific paragraphs or words into a letter ("You need 13 credits to
graduate" rather than "You need more credits to graduate".)


Open MS Word and Select Tools, Mail Merge
Then select Create and Mailing Labels




The select Active Window
Select Data source and Open Data Source




Change Files of type to All Files and then select the MS Excel file that you just created.
Select the type labels you will be using




Select the data fields from your MS Excel file you want in your labels
Create the fields and format you want, be sure to include spaces and punctuation is
needed, such as between city and state.




The merge the data with the label design you just created.
The result is your labels. Then you can print the labels. Be sure to save you file.




Getting Help

    •   For technical assistance please contact the HelpDesk at 847-465-0575 ext. 4357 or email
        them at Helpdesk@nl.edu.

    •   For additional information about the use and options within MS Excel and MS Word be
        sure to use the Help Menus which contain many useful tips.

    •   Another source of tutorial assistance with Word and Excel is Atomic Learning, a series of
        "viewlets", available at http://vtrc.nl.edu/AtomicLearningPasswords.doc (this page
        includes the login IDs and passwords for the system).