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How do you go from here

Howto: Mail Merge from the CAPR databaseHow do you go from hereto herewithout tearing your hair completely out?6/22/2008 Page 1 of 34


Table of ContentsHowto: Mail Merge from the CAPR databaseTable of Contents..................................................................................................2Getting Started......................................................................................................3Connecting With Word..........................................................................................4Getting the MySQL connector for your computer................................................26Set Up an ODBC Connection to the CAPR Database ........................................326/22/2008 Page 2 of 34


Howto: Mail Merge from the CAPR databaseGetting StartedThis document is designed to show you how to access the CAPR database fromMS Word (Version 2003 on XP) or Excel or other programs that support ODBC(Open DataBase Connectivity). The database server runs software call MySQL.You must have the correct MySQL connector driver on your machine in order toconnect to the server. This document is PC centric (my apologies to the MACfolks, but I don’t have access to one) but the general concepts apply to the MACor LINIX. If you have not previously set up a MySQL connection on yourcomputer, go to the Getting the MySQL connector for your computer section ofthis document to install the connector.6/22/2008 Page 3 of 34


Howto: Mail Merge from the CAPR databaseConnecting With WordNow you are ready to connect to the database. We’ll start with Word.We will start with a new document and turn it into a set of mail merge envelopes.Pretty good trick, eh?6/22/2008 Page 4 of 34


Howto: Mail Merge from the CAPR databaseYou probably should name and save your document at this point so you don’tlose all your hard work. File Save As6/22/2008 Page 5 of 34


Howto: Mail Merge from the CAPR databaseTools Letters and Mailings Mail Merge should get us a screen similar toClick on Envelopesand then on Next:6/22/2008 Page 6 of 34


Howto: Mail Merge from the CAPR databaseSelect ODBC DSN and then Click on NextSelect CAPR data and then click Next6/22/2008 Page 9 of 34


Howto: Mail Merge from the CAPR databaseSelect propri3_capr then select contributors and then click NextYou could select one of the other tables but for this exercise we will work withcontributors.By entering the data shown you will be able to reuse this file in the future andsave a couple of step in this process. Click Finish when you are done filling outthe fields.6/22/2008 Page 10 of 34


Howto: Mail Merge from the CAPR databaseYou will end up at a screen like this. You can change the size by dragging theedges if you wish.This screen contains all the columns in the donation view. You can change thewidth of a column by dragging here:This screen has lots of power. I will just demonstrate the things to use for thisproject. You can explore other functionality on your own.6/22/2008 Page 11 of 34


Howto: Mail Merge from the CAPR databaseWe need to select a subset of these contributors for whom to print envelopes.We are going to select all 2008 members. The member column is to the right, outof sight, so you will need to scroll to find it. You may need to make it a little wideralso. Click on the little triangle and a list will drop down. It will include all uniquedata in the column as well as some other choices. Click on 2008 and the screenwill reorganize with only records for 2008 members. Pretty cool!Click on the zip column label to sort by zip. Bulk mail must be sorted by zipcode.Click OK.6/22/2008 Page 12 of 34


Howto: Mail Merge from the CAPR databaseClick on Next6/22/2008 Page 13 of 34


Howto: Mail Merge from the CAPR databaseOn this next screen make sure that the Mail Merge toolbar is checked. The pathis View Toolbars Mail Merge.6/22/2008 Page 14 of 34


Howto: Mail Merge from the CAPR databaseGo to Insert Text Box and draw a text box in the area where the address willgo.6/22/2008 Page 15 of 34


Howto: Mail Merge from the CAPR databaseClick on the icon for Insert Merge fields6/22/2008 Page 16 of 34


Howto: Mail Merge from the CAPR databaseClick on fname then Insert to add the fname field to the text box.Insert the cname field next. The cname field is the contact name on the table. Ifthe record is for an individual or couple the cname field will be the same aslname. It the record is for a business, the cname field will be the business name.6/22/2008 Page 17 of 34


Howto: Mail Merge from the CAPR databaseCancel the Insert Merge Field popup.Add one space here so there will be a space between the first name and lastname.Add an Enter Key here so that we start a new line.Add fields address1, city, state, zip and format appropriately with a commaafter city and two spaces after state.6/22/2008 Page 18 of 34


Howto: Mail Merge from the CAPR databaseAdd the CAPR return address in the upper left corner.Place the text cursor hereThen go to Insert Picture From File and find the appropriate logo to insert.6/22/2008 Page 19 of 34


Howto: Mail Merge from the CAPR databaseClick on the logo, grab the bottom right corner handle and resize the logo smallerRight click the logo and click on Format Picture6/22/2008 Page 20 of 34


Howto: Mail Merge from the CAPR databaseClick on the Layout tabThen click on the Advance buttonClick on SquareAnd then Right OnlyThen OKAnd OK at the next window6/22/2008 Page 21 of 34


Howto: Mail Merge from the CAPR databaseYou should end up looking something like this.Right click on the box surrounding the address fields and choose Format TextBox. Note: that you must right click on the lines of the box, not inside the box.The format field will appear and you can set Colors and Lines Lines to NoLine so that the box does not appear around each address.Click on Next to preview6/22/2008 Page 22 of 34


Howto: Mail Merge from the CAPR databaseClick on Next: Complete the merge6/22/2008 Page 23 of 34


Howto: Mail Merge from the CAPR databaseClick on PrintAnd then All or one of the other optionsAnd then OK6/22/2008 Page 24 of 34


Howto: Mail Merge from the CAPR databaseChoose your printer, set its options appropriately for envelopes, and print away.You may want to print just the Current Record (see the previous screen) first totest to be sure you have the envelopes load into the printer correctly.Now wasn’t that easy?If you are using a different version of Windows or a different version of Word, youwill have to figure out the differences from these versions. After you figure it out,please add a section like this for others to use.6/22/2008 Page 25 of 34


Howto: Mail Merge from the CAPR databaseGetting the MySQL connector for your computerTo get the MySQL connector for your machine do the following:Point your browser to http://mysql.com/downloads/Click on Connectors.6/22/2008 Page 26 of 34


Howto: Mail Merge from the CAPR databaseClick on Connector/ODBCClick on 3.516/22/2008 Page 27 of 34


Howto: Mail Merge from the CAPR databaseClick on Download on the Windows MSI Installer (x86) line6/22/2008 Page 28 of 34


In the popup box click on RUNHowto: Mail Merge from the CAPR databaseThe software will start downloading and begin installing. If you get a securitywarning box about an unknown publisher just click on run. Then the followingscreen should pop up. Click Next.6/22/2008 Page 29 of 34


Howto: Mail Merge from the CAPR databaseLeave Typical selected and click Next.Click Install.6/22/2008 Page 30 of 34


Howto: Mail Merge from the CAPR databaseYou will get a window showing the install activity and then this final popup. ClickFinish.You are done installing the MySQL ODBC connector.You can close your browser now.Now you must set up an ODBC connection to the CAPR database.6/22/2008 Page 31 of 34


Howto: Mail Merge from the CAPR databaseSet Up an ODBC Connection to the CAPR DatabaseTake the following path through windows:Start Control Panel Administrative Tools Data Sources (ODBC)which should lead to a popup that looks similar to this:It won’t look exactly like this because it depends on what ODBC items you haveset up. Click Add.On this popup find the MySQL ODBC 3.51 Driver line and select it – then clickFinish.6/22/2008Page 32 of 34


Howto: Mail Merge from the CAPR databaseThe following window will popup. Fill it in as shown. The password is volunteer.You can test the connection and if it is ok then click OK. Please do not give thepassword to the database to anyone with no need for it. The more people thatknow how to access the data, the more likely someone will scramble the data.You will come back to this screen and can click OK.6/22/2008 Page 33 of 34


Howto: Mail Merge from the CAPR databaseYou are done with this section so you can close the window. Go back to the frontof this document to do the actual mail merge.6/22/2008 Page 34 of 34

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