Logos People - Merge to Word 2007-2010

See Merge to Word 2003 Tips document for instructions on merging data from Logos II into Microsoft Word 2002/2003.

Logos II Church/Donor Management (along with other Logos programs) easily links to the Microsoft Word 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 control where you want data to print.

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

• You can control various label and envelope print functions.

• You can use the same simple procedures (with only minor differences) to print personalized letters, custom reports or directories, mailing labels, or envelopes.

To export Logos data for use in Microsoft Word —

1. On any Utilities panel, select the Export People Data routine. (Or, 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 (an option powerful enough to use the “memo” fields created by Logos to combine data for members of a family).

  • If exporting from a Report routine, use Delimited With Comma or Word Merge Table. (The latter option is simpler to work with, but is limited in the number of data fields that it can accommodate.)
  • 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 or if Hosted, the \export folder within your data directory) and enter the name of the file into which the data will be exported.
  • Select Save. An alert will tell you the number of records exported to the file that was created.

To merge the exported data into Microsoft Word 2007 —

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

5. Click the Mailings tab above the ribbon and select Start Mail Merge.

 

 

Start Mail Merge

 

Step 1. Select document type from the menu.

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

• E-mail messages (See Word Help for information.)

• Envelopes or Labels if printing mailing labels or envelopes. With either option a window opens in which to define your envelope/label format.

 

 

• Directory if creating a custom report or directory with multiple records on the same page, allowing the length of each record to adjust to the amount of data.
Then click Select Recipients on the Mailings ribbon.

Step 2. Select recipients. Identify the source for the individual/family data that you will merge into your document.

• Use an existing list – Select this option in order to use the data exported from Logos.

 

 

• In the Select Data Source window, click the Computer icon  and then browse to locate (\logoswin\logos\export\filename) the data file created by Logos. Highlight it and then click the Open button.

Step 3. Edit Recipient List. Select Edit Recipient list on the Mailings ribbon to open the Mail Merge Recipients window, showing the exported records. You may –

 

 

• Sort the list by
clicking on a column
header.

• Filter the list by
clicking the arrow in a
header and selecting from
the drop-down menu.

• Delete some records
by clicking the check box.

• Select OK to accept:

Step 4. Write your letter / Arrange your directory

 

 

If you have not previously done so, type the text of your form letter or report. At any point where you want to insert data from a person’s record, click on the Insert Merge Field text label on the Mailings ribbon. From the drop-down list, select the data field that you want to use. Repeat for each additional field. (If you click the Insert Merge Field icon above the text label, a window opens from which to select the same fields.)

 If you use the Address Block or Greeting Line options, you must click the Field Matching button to identify which Logos fields match the items in the block. Once you define a block, subsequent merges can use these definitions. (If you use a variety of Logos export options, some of these definitions will need to be redone each time, as routines export data in different structures and with different field names.)
Position the Merge fields as you want them on the page

 Insert a space, comma, Tab, or other character or text to separate fields on the same line;

 Press Enter before a field that you want to place on the next line.

 You may re-select the Insert Merge Fields list at any time to insert other fields. Any fields not inserted will be ignored.

 At any time while inserting merge fields, you can select Preview Results on the Mailings ribbon to see the data from the first record. Use the arrow icons to scroll through the records to verify how the data displays for different records. Or use Find Recipient to locate a specific record in the list.

• If creating a 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 Rules button on the Mailings ribbon. Select If…Then…Else… (See the explanation for this feature below.)

Directory Note: Insert two blank lines at the end of the data record to separate it from the next record in the merged directory document. Highlight the lines with text, click on the Page Layout tab. On the Paragraph panel, select the icon to open the Paragraph dialog box. On the Lines and Page Breaks tab, set the Paragraph Text Flow to Keep with Next. This keeps all data for a record on the same column or page, so breaks occur only between records.

You may format any or all fields to a specified font. Highlight the field(s), click on the Home tab 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.

Step 5. Finish & Merge
Select Finish & Merge on the Mailings ribbon. Select one of these options:

• Edit Individual Documents… lets you merge your data and document into a new document, which you can then edit before you print. The Merge to New Document window opens, giving you the choice of merging All records, the Current record, or a range of records.

• Print Documents… lets you merge your data and document and go directly to printing the results. The Merge to Printer window gives the same selection options as above.

• Send Email Messages… See Word Help for information on this feature.
If creating 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 Page Layout ribbon.

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

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

To print the letters or other document, click Print.

Rules > If…Then…Else…

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. For every 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:”}

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 Rules button on the Mailings ribbon and then select 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.

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