iTMS Command Centre > Systems > Microsoft Word Label Mail Merge from ITMS Query Data

Overview:

This document explains how to do a Microsoft Word® Label Mail Merge from an ITMS query to be about to print the required data onto labels. Do not close the query until the user is completely satisfied with the exported data.

Step 1. Run the query in iTMS – for this instruction I have run the query in the Material Details window. Open the Material Details window, press <F11> and enter the search field in the Material Code field. (I have used []TUB to search for tubing), then press <F12> to run the query.

The user will need to set-up an Export Name for the query data containing the required data fields for the Query’s export.

Step 2. Click on Setup on the Toolbar and then select ‘Export Records’ from the drop-down list.

In the’ Setup Export Records’ window, enter a name for the exported query information in the “Export Name” field. The “Table Name” field will automatically fill due to the window in which you ran your query. The “File Name” field can be the same as the “Export Name” field. Scroll through the “Table Columns” list to find the required fields. For this example I have chosen the Material Code (MATERIAL_CODE), Material Description (DESCRIPTION), the Bin Location Code (LOCATION), and the Bin Location Description (LOC_DESC). Click on the field name to highlight and then on the green arrow pointing to the “Selected Columns” table to include that field. Click on the Save icon when finished, and close the window.

Step 3. Export the query data – with the query still open, click on the Excel button on the toolbar. In the “Definition Name” table click on the name of the export you created in the last step. Click on the Browse button to go to where you want to save the query data file and name your file. The user must put the file extension on the end of the file name (e.g. .xls) and then click on the Save button.

Click on the Export button to export the query data in an excel spread sheet to the saved location. Close the Export Query window. Open the saved excel spread sheet and resave as a text file, remember to put .txt on the end of the file name.

Step 4. Open a Microsoft Word® document and click on the ‘Mailings’ option. Click on the ‘Start Mail Merge’ option and select ‘Labels’ from the drop-down menu the ‘Labels Options’ window appears.

Select the required label from the list or select ‘New Label’ and set-up a new label, and then click on OK.

Step 5. Assign the Data Source – Click on ‘Select Recipients’ and then select ‘Use an Existing List’ from the drop-down list.

Browse to the location of the saved .txt file and click on it to highlight, and then click on the Open button.

The Header Record Delimiters window appears - click on OK.

The labels are activated for the mail merge. Click in the first label and then click on ‘Insert Merge Field’ and select the fields to be added one by one.

Edit Font size and position fields as you would for normal text. When satisfied, click on the ‘Preview Results’ option and then click on the ‘Update Labels’ option.

The labels are previewed.

Click on the ‘Finish & Merge’ option and then select ‘Print Documents’ from the drop-down list.

Last Revised: 01/12/2011