CMS People - How can I create Name Tags of a Different style Than What CMS Offers?

PROBLEM: You'd like to create name tags for your members, but the labels you have are not one of the Avery labels provided by CMS.

SOLUTION:  You can use your CMS and Microsoft Word to perform a Mail Merge to create those different size labels.

From CMS Membership, click Process | Merge/Export File | New Report | give it a name, such as Data for Name Tags and click OK.

From the Merge File Selection Screen, click the down arrow at File Type and select Person.

Click the Member/Participation Status buttons and select those people whom you would like to include in this set of labels.  For example, you may not want to include those people marked as Deceased or Transferred/Moved.  Click OK.

Make any other selections as you would a set of labels (Activities, Classes, etc.).

Check the box in the lower right corner at Field Names in First Record.

If you have a lot of "Snowbirds", you may also want to check the box at Use Alternate Addresses if in Effect.

You can create personalized form letters using CMS and Microsoft Word!  

While you can export data from the Contribution, Attendance, and Outreach modules, these instructions will help you merge from the Membership System.

From CMS Membership, click Process | Merge/ Export File | New Report | give it a name, such as Data for Form Letters and click OK.

If you are sending one letter per family, leave the File Type at Household.  If you would prefer to send one letter per person, change the File Type to Person.

Click the Member/Participation Status buttons and select those people whom you would like to include in this file.  For example, you may not want to include those people marked as Deceased or Transferred/Moved.  Click OK.

Make any other selections as you would a set of labels (Activities, Classes, etc.).

Check the box in the lower right corner at Field Names in First Record.

If you have a lot of "Snowbirds", you may also want to check the box at Use Alternate Addresses if in Effect.

Click the Browse button and enter the correct file name and location if you would like to change the file location of the data. Make a note of the File Destination in the upper left corner of the screen, as this is where your data will go.  You'll need to know this in a few minutes!

 

 

 

If you plan on reusing this mail merge for name tags in the future, you may want to change it to C:\CMS4WIN\NameTags.CSV to ensure it is not overwritten.

If burning the data to a CD-R/CD-RW, click the Browse button and save the file to the Windows Desktop.  Then using your CD writing application to burn the file to a CD.You may also choose to click the View File button on the right side of the screen to print up the information included in the file.

If burning the data to a CD-R/CD-RW, click the Browse button and save the file to the Windows Desktop.  Then using your CD writing application to burn the file to a CD.You may also choose to click the View File button on the right side of the screen to print up the information included in the file.

You may also choose to click the View File button on the right side of the screen to print up the information included in the file.

 

Click the Output File button on the right side of the screen.

Once complete, exit out of CMS and open Microsoft Word.

You can access Microsoft's step-by-step instructions Word Mail Merge: A Walk Through the Process by clicking here.

From a new blank document, click Tools | Letters and Mailings | Mail Merge.

A mail merge helper screen should display on the side of the screen.  

At Step 1 of 6, Select Document Type, choose Labels and click the Next link in the lower portion of the display.

At Step 2 of 6, Select Starting Document, choose Change Document Layout and click the Label Options link.

Select the correct style of labels or name tags you are attempting to print.  Our example will use the Avery 5390 - .

Click Next.

At Step 3 of 6, Select Recipients, choose Use an Existing List and click the Browse link.

This is where you'll need to refer to the File Destination from your CMS Merge/Export File.  You'll need to find where your data is located. In our example, the File Destination was C:\CMS4WIN\NAMETAGS.CSV.

Click the down arrow at Look In: [My Data Sources] and select the C: drive or network drive letter and select the CMS4WIN folder.

 

Click the down arrow at Files of Type and choose Text Files.

Select the NameTags.CSV file (or whatever file name you may have used if you redirected/renamed the export file).

From the Mail Merge Recipients listing display, click OK.

Click Next.

At Step 4 of 6, Arrange You Labels, click the More Items link.

Highlight the Fist Name field and click the Insert button on the keyboard.  Then click Cancel.

Again, click the More Fields button and highlight the Last Name field and click Insert.  Click Cancel.

With your mouse, highlight the First Name and Last Name merge fields and right-click.  Select Font.

You can now set the font to whatever size and style you prefer. Click OK.

Right click the highlighted First and Last Name merge fields again and choose Paragraph to Center Align the fields on the Name Tag. Click OK.

Click the Update All Labels button to carry your changes forward to all the labels.

Click Next.

At Step 5 of 6, Preview Your Labels, take a look at the labels to be sure the names and addresses look just how you'll want them to appear on the label.

If there is something you would like to change, click the Previous link to make any necessary changes.

If the labels look good, click File | Save and give the labels a name, for example, Pre Merged Name Tags and click Save.  You'll then be able to re-use these labels in the future!

Click Next.

At Step 6 of 6, click the Edit Individual Labels link and Word will now merge the data onto the shipping labels.

Preview the completed merge to ensure all names and addresses fit properly on the label.  If not, you can make changes as needed.

Load your printer with labels, then click File | Print and print your labels!

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