Reports and Labels : Customize event name tags : Import the downloaded data into Microsoft Word

Import the downloaded data into Microsoft Word
1.
Open Microsoft Word 2003 with a blank document screen ready.
How do I know if I have Microsoft Word 2003? Select About Microsoft Word from the Help menu in your version of Word. This should display your current version of Word.
If you are using Word 2007, on the Mailings tab, click Step by Step Mail Merge Wizard from the Start Mail Merge group. Then continue with step #4.
2.
Select Letters and Mailings from the Tools menu.
3.
Select Mail Merge . . .
word menu
Figure 6-10 Word menus
4.
Click Labels in the control panel.
step 1
Figure 6-11 Step 1
5.
Click Next: Starting document. next 1
6.
Click Change document layout.
change layout
Figure 6-12 Select starting document
7.
Click Label options. label options
8.
Choose the desired label style and complete the Label Options screen.
label option window
Figure 6-13 Label options screen
9.
Click OK.
10.
Click Next: Select recipients. next 2
11.
Click Use existing list.
select recipients
Figure 6-14 Select recipients
12.
Click Browse. . . browse
13.
Browse to the location where you saved the name tag data file. If you were unsure where to save your file you may have selected to save the file on your Desktop. If so, click Desktop in the left-hand shortcut area.
14.
Click the filename of the name tag data file.
select data file
Figure 6-15 Select data file
15.
Click Open.
16.
The list of downloaded names will appear. Click OK.
mail merge list
Figure 6-16 Mail Merge Recipients
17.
Click Next: Arrange your labels next 3
18.
Design the upper left-most label as you desire. Add your graphic at this time! Example: add your graphic using Insert, Picture, From File in the Word menus. Note: this graphic will be repeated on ALL labels.
19.
When you are ready to add the mail merge fields for the representative name and company, click More items . . . in the control panel. more items
20.
Click the RepName field and click Insert.
insert merge field
Figure 6-17 Insert Merge Field
21.
Click the Company field and click Insert.
22.
Repeat steps #20 – 21 until all desired fields are included.
23.
Click Close.
24.
Format the «RepName»«Company» fields as desired (i.e. font size & style, bold). You may also wish to place each field on it’s own line by pressing Enter between the two field names so it appears as shown below.
«RepName»
«Company»
25.
When the upper left-most label is designed as desired, click Update All Labels. update all labels
26.
Click Next: Preview your labels. next 4
27.
If the labels look as desired, click Next: Complete the merge. next 5. If not, click Previous: Arrange your labels previous 1 and repeat steps #23-25 above.
28.
Click Print. print
29.
Complete the Merge to Printer screen and click OK to print.
merge to printer
Figure 6-18 Merge to Printer
30.
Save your completed labels if desired.
sample name tag
Figure 6-19 Sample Name tag design