Mail Merge Using COINS OA - files.ctctcdn.comfiles.ctctcdn.com/983ffb06be/301c6ee8-bcaf-454d-a1e3-796ba8591846.pdfMail Merge Using COINS OA Construction Industry Solutions, Nov 12

© 2015 Construction Industry Solutions

HOW TO...

Mail Merge Using COINS OA

Document Ref: PR-HT017

Date:

Nov 12 2015

Document Version:

1.0

Modules Affected: Payroll

Regions:

US

Earliest available version of COINS:

COINS OA 11.03

These notes are published as guidelines only.

This “How to…” Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work

as you require. Should you have any difficulties with this please contact the COINS USA Support Center or your account representative to arrange for some COINS consultancy.

Please note that you should not expect the Support team to conduct configuration changes for you.

HOW TO… Mail Merge Using COINS OA

Construction Industry Solutions, Nov 12 2015 Page 2 of 15

Contents 1 Purpose of this Document ............................................................................................... 3

2 Export Employee Names and Addresses in OA ................................................................. 4

3 Create Labels for Mail Merge ........................................................................................... 9



1 Purpose of this Document Mail Merge functionality is available in COINS OA v11.03 and higher. This document details the process involved in order to use this functionality in the OA Payroll module, including:

• Creating a custom column set in the Employee Maintenance section for employee names and addresses.

• From Employee Maintenance, exporting the employee names and addresses into Microsoft Excel®.

• Creating mailing address labels in Microsoft Word via a mail merge using the exported Excel file.



2 Export Employee Names and Addresses in OA Follow the steps in this section to export employee names and addresses in the OA Payroll module.

1. In Payroll > Employee Maintenance, click the Columns button, as shown in Figure 1.

Figure 1: Columns Button

2. On the System Column Sets screen, click the Add button, as shown in Figure 2.

Figure 2: System Column Sets Screen



3. On the Add Column Set screen, do the following:

a. Create a Column Set name and Description.

For example:

b. Frozen Columns equals 0:

c. Move the following fields from the Available column to the Selected column by using

the green arrow button:

• First Name (fname) • Middle Name (emp_mname) • Last Name (emp_lastname) • Suffix (emp_suffix) • Address (addr__1) • AddressLine2 (addr__2) • City (addr__3) • State (addr__4) • Zip Code (emp_pcode)

d. If there are other fields in the Selected column, deselect them by using the red arrow

button to move them to the Available column. e. After completing the above steps, you should now see a screen similar to the one shown

in Figure 3.



Figure 3: Completed Column Set

4. Select the Save button. 5. You are brought back to the Column Sets page and should see your newly created Column

Set available for selection, as shown in Figure 4.

Figure 4: Select Column Set

6. Click the Description link to view your new Column Set. 7. The columns are now the employees’ names and addresses, as shown in Figure 5.



Figure 5: Name and Address Columns

8. In Payroll > Employee Maintenance, select the Export button at the bottom of the page to export the names and addresses into an Excel document.

9. When prompted, select to Open the exported Excel file:

• For Internet Explorer, click the Open button, as shown in Figure 6. • For Chrome, double click or select the drop down, as shown in Figure 7.

Figure 6: Open Excel File Prompt for Internet Explorer

Figure 7: Open Excel File Prompt for Chrome

10. When Excel opens, you may be presented with the message shown in Figure 8; click Yes to continue.

Figure 8: Excel Warning

11. The exported Excel file contains the employees’ names and addresses, as shown in Figure 9.



Figure 9: Open Excel File with Data

12. Be sure to clean up the data, i.e., duplicates, test employees, etc.

• Be sure to check that Excel has not dropped the leading zero from Zip codes (such as, 04092 has become 4092).

13. Save the exported Excel document where it can be easily located later.

• Be sure to change the file type to .xlsx (Excel Workbook), as shown in Figure 10.

Figure 10: Save Excel File as .xlsx



3 Create Labels for Mail Merge The steps in this section explain how you can create labels using the exported Excel file from COINS OA.

1. In a new Word document, select the Mailings tab, click the Start Mail Merge drop down, and select Step by Step Mail Merge Wizard…, as shown in Figure 11.

Figure 11: Start Mail Merge

2. Once you have selected the Wizard, it appears on the right hand side of the document, as shown in Figure 12.



Figure 12: Mail Merge Wizard

3. Select the Labels option, then click the Next: Starting document link at the bottom of the

Wizard, as shown above in Figure 12. 4. The next Wizard screen defaults to the Change document layout option (Figure 13). Click

the link at the bottom of this screen to go to the Label Options window, as shown in Figure 14.

Figure 13: Mail Merge Wizard - Step 2 Screen



Figure 14: Label Options Window

NOTE:

The labels chosen above are for the sake of this demonstration – there are many options and vendors to choose from on this screen.

5. Select the label type you wish to use and click OK. 6. Your document should now resemble label paper (Figure 15). Click the

link at the bottom of the Wizard to continue to the next step.

Figure 15: Word Document (after label choice)

7. On the Step 3 Wizard screen (Figure 16), make sure Use an existing list is selected, then click

to select your earlier exported document (Figure 17).



Figure 16: Mail Merge Wizard - Step 3 Screen

Figure 17: Exported Document in File Directory

8. Select your document and click Open. 9. If you are presented with the Confirm Data Source window (Figure 18), click OK.

Figure 18: Confirm Data Source

10. You are then prompted with the Select Table window (Figure 19), and finally the Mail Merge Recipients window (Figure 20). Click OK in each window.



Figure 19: Select Table Window

Figure 20: Mail Merge Recipients Window

11. Each label in the Word document should now show «Next Record». Click the link at the bottom of the Wizard to continue to the next step.

12. On the Mail Merge Wizard Step 4 screen, click . You are brought to the Insert Address Block window (Figure 21) to select/preview the format of your addresses.



Figure 21: Insert Address Block Window

13. When you are satisfied with the format of the labels, click OK.

14. Click on the Mail Merge Wizard screen so that the labels in the Word document now read as follows: «Next Record»«AddressBlock».

15. Click the link at the bottom of the Wizard to continue. Your screen should now display the first page of your labels, as shown in Figure 22.

Figure 22: Label Preview



16. To complete the merge, click the link at the bottom of the Wizard. 17. You are given the option to either Print as is or Edit individual labels, as shown in Figure 23.

Figure 23: Mail Merge Wizard – Step 6 Screen

18. Regardless of which option you select, you are brought to the Merge to New Document window, as shown in Figure 24.

Figure 24: Merge to New Document Window

19. Select All and click OK. 20. Save the newly created label document.

Your labels are now ready! You can print as is or edit them to your liking.

Documents

Mail Merge Using COINS OA - files.ctctcdn.comfiles.ctctcdn.com/983ffb06be/301c6ee8-bcaf-454d-a1e3-796ba8591846.pdfMail Merge Using COINS OA Construction Industry Solutions, Nov 12