data management seminar, 8-11th july 2008, hamburg 1 winw3s - translation of forms and labels (mail...
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Data Management Seminar, 8-11th July 2008, Hamburg1
WinW3S - Translation of Forms and Labels (Mail
Merge)
Data Management Seminar, 8-11th July 2008, Hamburg2
1. Introduction2. Requirements3. Mail Merge Process with WinW3S
a) Adaptation of the Mail Merge Templatesb) Creation of the Mail Merge Data Sourcec) Creation of the final Mail Merge Document
Table of ContentTable of Content
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Mail Merge - OverviewMail Merge - Overview
1. Introduction2. Requirements3. Mail Merge Process with WinW3S
a) Adaptation of the Mail Merge Templatesb) Creation of the Mail Merge Data Sourcec) Creation of the final Mail Merge Document
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IntroductionIntroduction
The Mail Merge procedure…– Provides another option to create and print
forms and labels– May be more suitable to your needs than the
PDF procedure, if layout adaptations of the forms and labels are necessary
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DefinitionDefinition
Mail Merge allows the creation of tracking forms and labels from an MS WordTM template merged with data from an MS ExcelTM or text fileMail Merge process consists of three elements:– Mail Merge Document Templates– Mail Merge Data Source– Mail Merge Document
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The following templates are available in WinW3S:
– Class Listing FormClassListingMailMerge.doc
– Student Listing FormStudentListingMailMerge.doc
– Student Tracking FormStudentTrackingMailMerge.doc
– Teacher Listing FormTeacherListingMailMerge.doc
– Teacher Tracking FormTeacherTrackingMailMerge.doc
– Test Administration FormTestAdministration.doc
– School Labels SchoolLabelsMailMerge[size].doc
– Student LablesStudentLabelsMailMerge[size].doc
– Teacher LablesTeacherLabelsMailMerge[size].doc
Available TemplatesAvailable Templates
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Template LocationTemplate Location
The templates are stored at the following locations:
Export
Forms
Mailmerge
Program Files
IEA
WinW3S_ICCS09_MS
MailMergeTemplates
Within the Program Directory:
Within the Project Directory:
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Template: ExampleTemplate: Example
Static Layout Element Data Placeholder Element
School Label in MS WordTM
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Mail Merge Data SourceMail Merge Data Source
You can create data sources for the Mail Merge templates in two different formats:– CSV (Unicode) Files– MS Excel (XLS) Files
When working with non-Latin character sets, such as Arabic or Chinese, MS ExcelTM is recommended to be used
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Data Source: ExampleData Source: Example
School Label in MS ExcelTM
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Mail Merge Document Template
Mail Merge Data Source
Merge ProcessMerge Process
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Document: ExampleDocument: Example
School Label in MS WordTM
Layout Elements
Data Elements
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Mail Merge - OverviewMail Merge - Overview
1. Introduction2. Requirements3. Mail Merge Process with WinW3S
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Requirements – Office SystemRequirements – Office System
MS Word 97 or higher must be installed in order to open and display the Mail Merge templates.MS Excel 97 or higher must be installed on the system in order to create MS Excel data source files.
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Requirements – Macro SettingsRequirements – Macro Settings
In MS Word, the Macro - Security – Level must be defined as Low or Medium, in order to run the Macros implemented in the mail merge templates.
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Setting the Macro Security Setting the Macro Security LevelLevel
Menu «TOOLS» in MS WordTM
Screenshot: Word 2003
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Mail Merge - OverviewMail Merge - Overview
1. Introduction2. Requirements3. Mail Merge Process with WinW3S
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Mail Merge ProcessMail Merge Process
1. Adaptation of the Mail Merge Templates2. Creation of the Mail Merge Data Source3. Creation of the final Mail Merge
Document
Data Management Seminar, 8-11th July 2008, Hamburg19
Mail Merge ProcessMail Merge Process
1. Adaptation of the Mail Merge Templates2. Creation of the Mail Merge Data Source3. Creation of the final Mail Merge
Document
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Decide which templates need adaptations:- Templates within the program directory (only before starting a new project), or
- Templates within the project directoryModify the templates and save your changes
Adaptation of the TemplatesAdaptation of the Templates
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Adaptation: ExampleAdaptation: Example
School Label in MS WordTM
Change Layout Elements:- Labels- Borders- Alignment - etc.
Do not change content of Data
Elements!
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Mail Merge ProcessMail Merge Process
1. Adaptation of the Mail Merge Templates2. Creation of the Mail Merge Data Source3. Creation of the final Mail Merge
Document
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Menu «SCHOOLS»
Select Forms and Labels in the «SCHOOLS» menu
Creation of the Mail Merge Data SourceCreation of the Mail Merge Data SourceScreenshot: Word 2003
Select all schools, or only those selected in the School List View
Select desired forms and labelsSelect desired Mail Merge data source file formatSelect Output to create data files
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Mail Merge ProcessMail Merge Process
1. Adaptation of the Mail Merge Templates2. Creation of the Mail Merge Data Source3. Creation of the final Mail Merge
Document
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Creation of the Mail Merge Creation of the Mail Merge DocumentDocument
Menu «PROJECT»
Select the desired Tracking Forms ... or Labels ... in the «PROJECT» menu, option Open Mail Merge ...
The selected template will be opened in MS Word
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Message appears warning you about viruses and asking you for dis- or enabling macros (if macro security level is set to medium)
Document: ExampleDocument: Example
Screenshot: Word 2003
Choose Enable Macros to allow for mail merge
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Document: ExampleDocument: Example
Completed Mail Merge document will be opened and saved in <project location>\Export\Forms
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School Selection ListSchool Selection List
Mail Merge allows to create all forms and labels for more than one school at onceOnly available if source data for more than one school created beforeSelect single school or Select multiple schools using the „select all in list option“ or using the „Ctrl“ or „Shift“ key
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Saving Mail Merge DocumentsSaving Mail Merge Documents
Teacher Labels and School Labels for more than one school will each be placed in ONE Mail Merge document For all other forms and labels Mail Merge will create one document per school/classCompleted Mail Merge documents for only one school will be opened automaticallyAll completed Mail Merge documents are saved automatically in <project location>\Export\Forms
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What you will have to do translating Mail Merge forms and labels– Adapt Mail Merge templates for student label in …
– Create your Mail Merge data source (Menu «SCHOOLS» Forms and Labels … Export Data for Mailmerges To MS Excel (XLS) File)
– Create your Mail Merge document (Menu «PROJECT» Open Mailmerge … Labels/ Forms etc.)
Hands-On TrainingTranslate Forms and Labels
What you will need– Your WinW3S database
– If you did not complete the previous task open LEVEL4.MDB
45 min
<project location>\Export\Forms\MailMerge
What you will have to do translating PDF forms and labels
– Choose student label to translate in language ” Afrikaans ” – Use the PDF Translation Editor to translate the desired form or label into your
target language (Menu: «TOOLS» Translate Forms and Labels)– Create a PDF output of the translated document (Menu: «SCHOOLS» Forms and
Labels)