LII People - Merge to Word

Logos II easily links to Microsoft Word’s Mail Merge function, greatly expanding your ability to format reports to fit your needs. Among the benefits of exporting Logos data into Microsoft Word are:

• You can easily modify the fonts you want to use.

• You can determine where you want data to print.

• You can eliminate data fields you’d prefer not to use.

• You can gain greater control over label and envelope print functions.

You can use the same simple procedures (with one minor difference) to print personalized letters, custom reports or directories (Word calls them “catalogs”), mailing labels, or envelopes.


To export Logos data for use in Microsoft Word —


1. On any Reports menu, select the Word Processing/Export routine. (You may choose to use any Reports routine to export the specific data that prints on that report.)

• To print one listing per selected family, choose the Family or Anniversary option.

• To print one listing per selected person, choose the Individual or Birthday option.
(See the Help file for a detailed list of the data fields each option exports.)

2. Enter your Search criteria to identify the people whose data you want to export.

3. In the Output Destinations window in Logos, save the file in Word (dBASE III + /FoxBase +Table) format (the first option in the EXPORT scroll list). If exporting from a Report routine, use Delimited With Comma, which provides Word with a readable list of Field Titles.
Select Print to open a window in which you select the drive and directory where you want to save the exported data file (Default: \logoswin\logos\export) and enter the name of the file into which the data will be exported.

Word 97 or Earlier: Limit the file name to eight characters (plus extension). Select Save.

To merge into Microsoft Word data exported from Logos —

4. Open Microsoft Word, either selecting the main document you have already prepared, or opening a New blank document that will become your main document.

5. Pull down the Tools menu and select Mail Merge.

6. Select the Create button under item #1, Main document.



7. Select an option from the Create scroll list:

• Form Letters... if merging data into personalized letters or other document (i.e., merging names and addresses into newsletter so that everything prints in one pass).

• Catalog... if creating a custom report or directory in which multiple records print on the same page, allowing the length of each record to adjust to the amount of data.

• Mailing Labels... or Envelopes... if printing labels or envelopes.

8. Select the Active Window button to set the current document as the main document.

9. Select the Get Data button from under item #2, Data source.

10. Select Open Data Source... from the scroll list.

11. In the Open Data Source window, change the Files of type window to list dBase (*.dbf) files. If Word is not showing dBase Files as an option, you have not installed those drivers, usually (Word 97 or earlier) because of not doing a complete installation of Microsoft Office. Word 2000 does install the needed drivers.

Use the Look in scroll list to locate the data file created in Logos (\logoswin\logos\export\filename.dbf), then click the Open button.



12. In the Confirm Data Source scroll list, select dBase Files – Word via ODBC (*.dbf).
Other options that work on most systems: FoxPro Files – Word via ODBC (*.dbf) dBASE Files via ODBC (*.dbf)

If you have not previously defined merge fields in your main document, a window alerts you that there are no merge fields in that document. Choose the Edit Main Document button to proceed so you can insert merge fields into the main document at the cursor position. Position the cursor in the document where you want a data field to be placed and select the Insert Merge Field button on the Mail Merge toolbar so you can select a Logos data field. Repeat with each additional field you want to use, pressing Enter to move to each new line.



13. If you have not previously done so, type the text of your form letter or report.

• If creating a catalog document for a custom report or directory, you may insert text to accompany selected fields. (Headers or other text that print once per page, instead of with every record, are added after you merge the data with the main document.)

• If you want text to print with all records whether or not there is data in the specific field, simply type it where you want it to print in relationship to the data field.

• If you want text to print only when a record contains data in the specific field, select the Insert Word Field button on the Mail Merge tool bar. (See the Insert Word Field explanation below.)

Insert two blank lines at the end of the data record to separate it from the next record in the merged catalog document. Change the paragraph style of the blank lines from Normal to Body Text. On the Format menu, select Style and modify the Paragraph Text Flow setting to Keep with Next for Normal paragraphs and to Not Keep with Next for Body Text. This will keep all data for a record on the same column or page, allowing breaks to occur only between records.

You may format any or all fields to a specified font. Highlight the field(s), pull down the Format menu, select Fonts, and make your selections. NOTE: If using the barcode field in printing addresses, it must be formatted to use the SatBar font, with Size set to 12.


The Mail Merge toolbar will aid you in the following steps.



14. At each place where you want to insert Logos data, position the cursor and select the Insert Merge Field button. Select the desired field from the list. Continue similarly with other fields. (Fields that you do not insert will be ignored.)

15. At any time while inserting merge fields, you can select the <ABC> button on the toolbar to see the data from the first record. Click the arrow buttons to scroll through the records to verify that the desired data has been chosen.

16. Return to the Mail Merge function (Tools menu or Mail Merge Helper icon on the Mail Merge toolbar.) and click Merge.

17. In the Merge to box, accept New document as the destination for your merge, and click Merge.
If creating a catalog document for a custom report or directory, you may

• Add headers, footers, and any other text to print. For example, if the merged data is formatted as a table, add column headings to the table after the data is merged.

• Change page margins using the Page Setup function on the File menu.

• Create columns using the Columns function on the Format menu. Make sure the column size is large enough to accept the data and text you are printing.

• If your catalog document layout is not exactly the way you want it to look (i.e., data in some records wraps to the next line), return to the main document file and make the necessary changes. Then run the Merge function again.

18. To print the letters or catalog document, click Print.
Insert Word Field
Microsoft Word makes it easy to include conditional text (text which prints if a record contains data in a specific field, but does not print if the field is blank) in custom reports, directories, and other merged documents. Simply insert an IF field in the main document. The IF (If...Then...Else...) field prints information only if a condition you specify is met.

• For example, you can use an IF field to print “Work Phone:” in front of the the Work Phone data, but to omit the title in records with no data in that field.
IF fields perform one of two alternative actions, depending on a condition you specify. For example, the statement “If the weather is sunny, we’ll go to the park; if not, we’ll go to the movies” specifies a condition that must be met (sunny weather) for a certain action to take place (going to the park). If the condition is not met, an alternative action occurs (going to the movies). The following IF field is a similar type of statement. Every person’s record that has data in the Work Phone field, Word prints the text in quotation marks in the merged document. Otherwise, Word omits the text and skips that field.
{IF Work Phone is Not Blank “Work Phone:”}

λ To insert an IF field into your main document:

1. Place the cursor at the position where you want the conditional text to print.

2. Click the Insert Word Field button on the Mail Merge toolbar and then click If...Then...Else.

3. From the Field Name: scroll list, choose the Logos data field (WPHONE) you want connected to the conditional text you want to insert.

4. From the Comparison: scroll list, select the operator you want to use to determine when text will print with that data field. In most cases, choose “is Not Blank” to print the desired text whenever this field contains any data.

5. In the Insert this Text: text box, type the text (Work Phone:) you want to print if the selected field fits your criteria.

See Also:

Microsoft Word’s Help file (“Customize a Mail Merge”) gives instructions on how you can modify the IF field codes to perform the following tasks in merging Logos data into Word documents.

• Compare a data field with another data field or bookmark

• Insert other Word fields into an IF field

• Perform calculations in an IF field

• Require that more than one condition be met

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