Data Management Seminar, 8-11th July 2008, Hamburg 1 WinW3S - Translation of Forms and Labels (Mail Merge)

Data Management Seminar, 8-11th July 2008, Hamburg1

WinW3S - Translation of Forms and Labels (Mail

Merge)


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


Mail Merge - OverviewMail Merge - Overview


a) Adaptation of the Mail Merge Templatesb) Creation of the Mail Merge Data Sourcec) Creation of the final Mail Merge Document


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


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


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


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:


Template: ExampleTemplate: Example

Static Layout Element Data Placeholder Element

School Label in MS WordTM


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


Data Source: ExampleData Source: Example

School Label in MS ExcelTM


Mail Merge Document Template

Mail Merge Data Source

Merge ProcessMerge Process


Document: ExampleDocument: Example


Layout Elements

Data Elements





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.


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.


Setting the Macro Security Setting the Macro Security LevelLevel

Menu «TOOLS» in MS WordTM

Screenshot: Word 2003





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




Document


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


Adaptation: ExampleAdaptation: Example


Change Layout Elements:- Labels- Borders- Alignment - etc.

Do not change content of Data

Elements!




Document


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




Document


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


Message appears warning you about viruses and asking you for dis- or enabling macros (if macro security level is set to medium)


Screenshot: Word 2003

Choose Enable Macros to allow for mail merge



Completed Mail Merge document will be opened and saved in <project location>\Export\Forms


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


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


Thank you!Thank you!


Hands-On TrainingHands-On Training


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)


Result should look like as follows

315

319

321

1011

838

869

307 309 311

317

313