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Creating Mailing Labels by Class

Create mailing labels for sending out student letters or postcards by downloading the student name/address info from MaineStreet.  If a class has more than one section, such as an ITV, VC, UM-online class or any cross-listed class, you use the combined section id number to get all of the students enrolled in the class.  If the class has only one section, you get all of the students enrolled in the class by using the class_nbr.

Download Data from MaineStreet to Excel

  1. Locate the appropriate query in MaineStreet's Query Viewer
    • UC_CLASS_LABELS_CLASSNBR
      • use for non cross-listed on-site or non-UM online classes
    • UC_CLASS_LABELS_CMBNSECTID
      • use for ITV, CV, cross-listed or UM-online classes
  2. Click "Run to Excel"
  3. Fill in prompt fields (you can obtain combined section id or class_nbr from UC_CLASS_SECTIONS_ALL)
  4. Click "View Results"
    • Excel must be installed on your machine
    • If Excel doesn't open:
      • In I.E., go to Tools - Internet Options - Security tab
      • On the Internet Web content zone, click Custom Level...
      • Scroll down to the downloads section
      • Make sure "Automatic prompting for file downloads" is Enable
  5. Click Open - click Yes when Excel warns you that the file you are trying to open is in a different format...

Prepare Excel file for Mail Merging

  1. Delete top row (right-click on the row - "Delete..." - entire row)
  2. Save file
    • Path:  X:\Common Files\Course Labels\<semester (e.g. Fall 2008)>
    • File name:  course_date (e.g. buaa211_080208)
  3. Close Excel file

Mail Merge in Word

  • Use either the 5160labels.docx template or create a new template using a different label style (see Notes)
  1. Open 5160labels.docx:
      • Path:  X:\Common Files\Course Labels
      • File is "read-only" so that the template is not accidentally overwritten
  2. Click "Select Recipients" in the "Start Mail Merge" group on the "Mailings" tab of the ribbon
  3. Click "Use Existing List..."
  4. Browse to the Excel class file
    • path should be X:\Common Files\Course Labels\<semester e.g. Fall 2008>
  5. Select class file - Open
  6. In the "Select Table" dialogue box, "First row of data contains column headers" should be selected - OK
  7. You should see the properly-formatted list of students/addresses
    • If not, click "Update Labels" in the "Write & Insert Fields" group
    • If you printed the list earlier and need to remove some names from the list:
      1. Click "Edit Recipient List" in the "Start Mail Merge" group - de-select the ones you do not want to print
  8. Print labels
    • Verify printer properties to make sure that the Paper Source is the Manual Feed tray of your printer

NOTES:
  • If this is not the first time you printed this class list, make sure you change the file name's date so that you will be able to proof it against the previous list and ensure that you do not print the same mailing label more than once.
  • To create new label template:
    1. Click "Start Mail Merge" in the "Start Mail Merge" group of the "Mailings" tab of the ribbon
    2. Click "Labels..." - select label from Label Options dialogue box - OK
    3. Select recipients - Follow Steps 2-6 above
    4. Click "Insert Merge Field" in the "Write & Insert Fields" group of the "Mailings" tab
      1. Add fields, commas and spaces so that the name/address appears as you wish
      2. Click "Preview Results" in the "Preview Results" group
      3. Once you are satisfied with the format, click "Update Labels" in the "Write & Insert Fields" group
      4. Click "Preview Results" again for a final check
    5. You may wish to save it as a template so that you can reuse the file.


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