Producing Mailing Labels from UNESIS

These instructions describe how to use Mail Merge in Microsoft Word to produce mailing labels from the Callista student information system. The instructions are based on Microsoft Word 2003 (PC) / Microsoft Word 2004 on Mac OSX (Mac). The process may vary slightly if you are using a different version of the software. Please contact the IT Service Desk if you require assistance.

Instructions for PC Users:

Step 1:

• Open a new Microsoft Word document
• From the toolbar menu select <Tools>, <Letters and Mailings>, <Mail Merge>
• You should notice a Mail Merge ‘Wizard' block appear on the right side of the screen. This ‘Wizard' will help to guide you through the Mail Merge process
• In the ‘Wizard' block, select document type <Labels>
• Click the link <Next: Starting document> at the bottom of the block

Step 2:

• This step is where you choose the mailing label template that you want to use. A standard Avery DL-33 label template is available to download from the UNESIS website (http://www.une.edu.au/unesis/). If you use Avery DL-33 labels, you should download this template from the website to your PC before you start this step. This is a FIRST TIME ONLY job.
• In the Wizard block, select <Start from existing document>, click <Open>, then find and double-click the template document (AveryDL33.dot) that you downloaded from the website
• Click the link <Next: Select recipients> at the bottom of the block

Step 3:

• This step is where you choose the list of people for whom you want to produce mailing labels. This will usually be in the form of a Microsoft Excel Worksheet (.xls) or Comma Separated Values File (.csv), depending on the Callista report that you have run to generate the list. One of the handiest reports for generating lists of students is the Course/Unit List and Labels Report (CORF003U) – instructions for running this report are available on the UNESIS website.
• In the Wizard block, select <Use an existing link>, click <Browse>, then find and double-click the student list document that you want to produce labels for (eg.ANCH324.csv or ABAR103.xls)
• (Note: if using MS Word 2002 you may have to re-save your .csv file as another .csv file at this point)
• A ‘Mail Merge Recipients' dialog box will appear on your screen. Just click <OK>
• Click the link <Next: Write your letter> (<Arrange your labels> if using MS Word 2002) at the bottom of the block

Step 4:

• In the ‘Wizard' block, select <More items>, then click <Match Fields>. This is where you identify the relevant fields in your student list spreadsheet that you that you wish to appear on the mailing label. For a typical spreadsheet (eg. if you have used the report CORF003U) the fields will match as follows:

• When you have finished matching fields, click <OK>
• A ‘Merge Fields' dialog box will appear on your screen. Just click <Cancel>
• Click the link <Next: Preview your letters> at the bottom of the block

Step 5:

• You should now see a preview of what your mailing labels will look like. If you wish to change any of the fields, click the link <Previous: Preview your letters> at the bottom of the block and go back to Step 4. Otherwise click the link <Next: Complete the Merge> at the bottom of the block.

Step 6:

• If you are happy with the labels, insert the label stationary into your printer and click <Print>
• You can also click <Edit individual letters> if you wish to change the content or formatting of any of the labels before you print
• In either case a ‘Merge to New Document' dialog box will appear on your screen. Just click <OK>

Instructions for Mac Users:

Step 1:

• Delete columns in spreadsheet (.csv file) not required for the production of address labels (eg. unit codes, email addresses)
• Open the Avery DL-33 label template (available on the UNESIS website, http://www.une.edu.au/unesis /)
• The Data Merge Manager palette will also open.

Step 2:

• Select the Data Source.
• Expand the Data Source tab, click on the Get Data dropdown and select.
• Get Data Source to open the .csv file of addresses from Callista.

Step 3:

• Merge and Print
• Expand the Data Merge tab and select either Merge to Printer (the first icon) or Merge to New Document (the second icon).
• It's safer to Merge to New Document because you can have a look at what you are getting before printing it to the labels.