WinW3S - Translation of
Forms and Labels (Mail Merge)
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Data Management Seminar, 8-11th July 2008, Hamburg
Table of Content
1. Introduction
2. Requirements
3. Mail Merge Process with WinW3S
a) Adaptation of the Mail Merge Templates
b) Creation of the Mail Merge Data Source
c) Creation of the final Mail Merge Document
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Data Management Seminar, 8-11th July 2008, Hamburg
Mail Merge - Overview
1. Introduction
2. Requirements
3. Mail Merge Process with WinW3S
a) Adaptation of the Mail Merge Templates
b) Creation of the Mail Merge Data Source
c) Creation of the final Mail Merge Document
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Data Management Seminar, 8-11th July 2008, Hamburg
Introduction
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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Data Management Seminar, 8-11th July 2008, Hamburg
Definition
Mail Merge allows the creation of tracking forms
and labels from an MS WordTM template merged
with data from an MS ExcelTM or text file
Mail Merge process consists of three elements:
– Mail Merge Document Templates
– Mail Merge Data Source
– Mail Merge Document
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Data Management Seminar, 8-11th July 2008, Hamburg
Available Templates
The following templates are available in
WinW3S:
– Class Listing Form
ClassListingMailMerge.doc
– Student Listing Form
StudentListingMailMerge.doc
– Student Tracking Form
StudentTrackingMailMerge.doc
– School Labels
SchoolLabelsMailMerge[size].doc
– Student Lables
StudentLabelsMailMerge[size].doc
– Teacher Lables
TeacherLabelsMailMerge[size].doc
– Teacher Listing Form
TeacherListingMailMerge.doc
– Teacher Tracking Form
TeacherTrackingMailMerge.doc
– Test Administration Form
TestAdministration.doc
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Data Management Seminar, 8-11th July 2008, Hamburg
Template Location
The templates are stored at the following locations:
Within the Program Directory:
Within the Project Directory:
Export
Program Files
Forms
IEA
WinW3S_ICCS09_MS
Mailmerge
MailMergeTemplates
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Data Management Seminar, 8-11th July 2008, Hamburg
Template: Example
School Label in MS WordTM
Static Layout Element
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Data Placeholder Element
Data Management Seminar, 8-11th July 2008, Hamburg
Mail 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 Management Seminar, 8-11th July 2008, Hamburg
Data Source: Example
School Label in MS ExcelTM
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Data Management Seminar, 8-11th July 2008, Hamburg
Merge Process
Mail Merge Document Template
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Mail Merge Data Source
Data Management Seminar, 8-11th July 2008, Hamburg
Document: Example
School Label in MS WordTM
Layout Elements
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Data Elements
Data Management Seminar, 8-11th July 2008, Hamburg
Mail Merge - Overview
1. Introduction
2. Requirements
3. Mail Merge Process with WinW3S
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Data Management Seminar, 8-11th July 2008, Hamburg
Requirements – 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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Data Management Seminar, 8-11th July 2008, Hamburg
Requirements – 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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Data Management Seminar, 8-11th July 2008, Hamburg
Setting the Macro Security Level
Menu «TOOLS» in MS WordTM
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Screenshot: Word 2003
Data Management Seminar, 8-11th July 2008, Hamburg
Mail Merge - Overview
1. Introduction
2. Requirements
3. Mail Merge Process with WinW3S
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Data Management Seminar, 8-11th July 2008, Hamburg
Mail Merge Process
1. Adaptation of the Mail Merge Templates
2. Creation of the Mail Merge Data Source
3. Creation of the final Mail Merge Document
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Data Management Seminar, 8-11th July 2008, Hamburg
Mail Merge Process
1. Adaptation of the Mail Merge Templates
2. Creation of the Mail Merge Data Source
3. Creation of the final Mail Merge Document
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Data Management Seminar, 8-11th July 2008, Hamburg
Adaptation of the Templates
Decide which templates need adaptations:
- Templates within the program directory
(only before starting a new project), or
- Templates within the project directory
Modify the templates and save your changes
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Data Management Seminar, 8-11th July 2008, Hamburg
Adaptation: Example
School Label in MS WordTM
Change Layout Elements:
- Labels
- Borders
- Alignment
- etc.
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Do not change content
of Data Elements!
Data Management Seminar, 8-11th July 2008, Hamburg
Mail Merge Process
1. Adaptation of the Mail Merge Templates
2. Creation of the Mail Merge Data Source
3. Creation of the final Mail Merge Document
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Data Management Seminar, 8-11th July 2008, Hamburg
Creation of the Mail Merge Data Source
Menu «SCHOOLS»
Screenshot: Word 2003
Select Forms and Labels in the «SCHOOLS»
menu
Select all schools, or only those selected in
the School List View
Select desired forms and labels
Select desired Mail Merge data source file
format
Select Output to create data files
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Data Management Seminar, 8-11th July 2008, Hamburg
Mail Merge Process
1. Adaptation of the Mail Merge Templates
2. Creation of the Mail Merge Data Source
3. Creation of the final Mail Merge Document
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Data Management Seminar, 8-11th July 2008, Hamburg
Creation of the Mail Merge Document
Select the desired Tracking Forms ... or Labels ... in the
«PROJECT» menu, option Open Mail Merge ...
Menu «PROJECT»
The selected template will be opened in MS Word
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Data Management Seminar, 8-11th July 2008, Hamburg
Document: Example
Message appears warning you about viruses and asking you for
dis- or enabling macros (if macro security level is set to medium)
Choose Enable Macros to allow for mail merge
Screenshot: Word 2003
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Data Management Seminar, 8-11th July 2008, Hamburg
Document: Example
Completed Mail Merge document will be opened and saved in
<project location>\Export\Forms
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Data Management Seminar, 8-11th July 2008, Hamburg
School Selection List
Mail Merge allows to create all
forms and labels for more than one
school at once
Only available if source data for
more than one school created
before
Select single school or
Select multiple schools using the
„select all in list option“ or using
the „Ctrl“ or „Shift“ key
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Data Management Seminar, 8-11th July 2008, Hamburg
Saving 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/class
Completed Mail Merge documents for only one school will be
opened automatically
All completed Mail Merge documents are saved
automatically in <project location>\Export\Forms
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Data Management Seminar, 8-11th July 2008, Hamburg
Thank you!
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Data Management Seminar, 8-11th July 2008, Hamburg
Hands-On Training
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Data Management Seminar, 8-11th July 2008, Hamburg
Hands-On Training
Translate Forms and Labels
What you will need
45 min
– Your WinW3S database
– If you did not complete the previous task open LEVEL4.MDB
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)
What you will have to do translating Mail Merge forms and labels
– Adapt Mail Merge templates for student label in …
<project location>\Export\Forms\MailMerge
– 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.)
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Data Management Seminar, 8-11th July 2008, Hamburg
Result should look like as follows
307
309
311
315
317
319
313
321
1011
838
869
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Data Management Seminar, 8-11th July 2008, Hamburg