CMS People - How to Edit a Directory in Microsoft Word

You can print a Compact Directory directly from CMS that will produce a booklet style Directory.  However, you may want to add some pages, covers, index, etc. to the directory that will alter the page numbers.

In this case, you may want to export the Directory out of CMS and bring it into Microsoft Word to edit and print.

From CMS Membership, click Directories.  

The Picture and Two Column Directory is the only one that uses a different font for the first line of each family, we will need either directory as a base.

Click the Change Directory Format button and select either the Picture or Two Column Directory.  Click OK.

Click the Member Status and Participation Status buttons on the left side of the Directory Selections Screen and make selections for who you want on the directory.  For example, you may not want to include those members who have passed away or moved away, so remove the codes for Deceased and Transferred/Moved.  Click OK.

You can choose to print a variety of items on the Two Column Directory.  You can choose to print:

  • Unlisted Phone/Email
  • Year of Birth for Youth
  • Employer Name and Phone for Adults
  • Personal Phone and Email for Adults
  • Group Code
  • Household Titles
  • Phone Number 2
  • Household Email Address
  • Different Last Name Cross Reference
  • Membership Directory Code

You can choose to print a variety of items on the Picture Directory.  You can choose to print:

  • Unlisted Phone/Email
  • Year of Birth for Youth
  • Phone Number 2
  • Household E-Mail Address
  • Membership Directory Code

Place a checkmark next to the items you would like to print on the directory and click Print.

From the Print-To-Screen Screen, click the Export button (envelope with red arrow) at the top of the screen. 

Click the down arrow at Format and choose Word for Windows Document.

Click the down arrow at Destination and choose Disk File.  Click OK.

At the Choose Export File display, click the down arrow at Save IN and choose Desktop.  

Click into File Name and change the File Name to Directory for Editing and click Save.

Once complete, exit out of CMS and go back to your Windows Desktop.  You should now have a new Word icon called Directory for Editing.  Double click this icon to open the directory in Word.

When you open the directory in Word, you will notice that it is now reverted into one column (which is okay), and the spacing between the names is lost (which is not okay!).   

To correct this, click Edit | Select All | Edit | Replace.  Click the More button on the Locate and Replace Display.  Click into the Find What field.

At the bottom of the Locate and Replace Display, click the Format button and choose Font.

Choose the Times New Roman | Bold | 9 font for the Picture Directory, 9.5 font  for the Two Column Directory (you will need to click into the Size and type in 9.5).  Click OK.

Click into the Replace With field.  Click the Format button at the bottom of the Locate & Replace display and choose Font.



Again, choose the times New Roman | Bold | 9.5 font (you will need to click into the Size and type 9.5).  Click OK.

Click Format one more time and choose Paragraph. 

Click the up arrow at Spacing Before and choose 12 pt.  Click OK.

Click the Replace All button. 



The system will analyze the document and find the Times New Roman Bold font and replace it with the same font, but just a bit more spacing before each grouping of names!  It will tell you how many replacements were made.  Click OK and Close when it's complete.

Click Format | Columns and set the directory back to two columns for the Two Column Directory, or three columns for the Picture Directory.

You can now edit the directory as needed!

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