Query Developer User Group

Query Developer User Group June 21, 2006

Using Queries to Produce Mailing Labels • Queries • Mail merge in Microsoft Word

Using Queries to Produce Mailing Labels • The queries must contain name, street address, city, state, and zip

Using Queries to Produce Mailing Labels • There are two views that contain this data: • ADDRESSES • Has the name as one field in proper first, last order • NAME_REVERSED (19) • ADDRESSU • Has the name broken into first, last, and middle • NAME_FIRST (15), NAME_LAST (30), NAME_MIDDLE (15)

Using Queries to Produce Mailing Labels • Either view must be joined to other views to use selection criteria • Example SELECT NAME_REVERSED, LOCAL_STREET, LOCAL_CITY, LOCAL_STATE, LOCAL_ZIP FROM DATACOLL.ADDRESSES A, DATACOLL.STDT S WHERE S.SOC_SEC = A.SOC_SEC AND MAJ1_CURR='HIHI6' AND CURR_STDT='Y'

Using Queries to Produce Mailing Labels • Once the data is in Excel and saved, the process is pretty simple • Word has a wizard that walks you through the process

Using Queries to Produce Mailing Labels • Open a Word document • Under Tools, select Letters and Mailings and then select Mail Merge • The wizard opens on the right side of the window

Using Queries to Produce Mailing Labels • Select a document type of Labels and click Next: Starting document • Click Label Options and select the label type you’re using. Click OK and then click Next: Select recipients • You wan tot use an existing list so click Browse under Use an existing list

Using Queries to Produce Mailing Labels • From the window that opens, navigate to your spreadsheet. Select it and click Open. • A new window opens that allows you to select the sheet to use. Notice that there is a checkbox if the first row contains column headers. Select your sheet and click OK.

Using Queries to Produce Mailing Labels • The next window allows you to pick and choose the recipients. If you don’t want a recipient, uncheck that row. • You are given the tools to limit the list by clicking the down arrow next to the column name. • When you’re done, click Next: Arrange your labels

Using Queries to Produce Mailing Labels • Click Address block • Select the name format you want to use • Uncheck Insert Company name unless you’re using it • Click Match fields • Match the fields in the address block (left side) with the column names from the spreadsheet. Click OK when done.

Using Queries to Produce Mailing Labels • Click OK again • Click the Update all labels button • Click Next: Preview your labels • This gives you one page of labels where you can see what they will look like. You can make changes if you like. • Click Next: Complete the merge

Using Queries to Produce Mailing Labels • Click Print to print the labels and not worry about saving the labels • Click Edit individual labels to create a new document with all the labels present • You will get a new window allowing to select all the records, the current record, or a range of records

Query Developer User Group