Use FIMS Export Files or Saved Report Files to Create a Formatted Report in Word

You can create reports in Microsoft Word that link to data files exported from FIMS or saved FIMS report files. Each time the data file is overwritten with new data, you can refresh the report in Word to update the information (without having to repeat the formatting in Word).

The Insert Database technique is similar to using Word’s catalog mail merge feature to create a report (see Using Mail Merge to Create Custom Reports). However, it can automatically include column headings (field names) and retain table formatting (borders, colors, and fonts) when the data is refreshed.

Note: Whether you use this method or mail merge, to include a total line in your report, manually add the line each time the data is refreshed.

1. Run the desired report or export in FIMS. If you run an export, be sure to note the path and file name for the exported data file. If you run a report, save the report as a data file.

Note: Save your file with a .txt extension.

2. Open Microsoft Word.

 Below are instructions for adding the Insert Database Button if you don't already have it.

 How do I add the Insert Database button to Word's toolbar?

•  Right-click anywhere in your Word toolbar and select Customize the Ribbon from the menu.
•  In the Choose commands dropdown choose All Commands.
•  To add the command to the ribbon you will need to create a new group in the Customize the Ribbon pane on the right.
•  Click on the Mailings menu item and then click on New Group.  Give the new group a name.  In the screenshot below it is titled Insert Database (Custom).

•   In the All Commands pane, click View Field Codes and add it to the desired location on your toolbar. In the screenshot below it was added to the Mailings Tab.

3. On the Mailings toolbar, click Insert Database. 

4. Click Get Data, and then browse to select your data file. Once you select a file, you return to the Database window. The name of the selected data file is displayed in the Data Source section and the Query Options and Insert Data buttons become active.

5. Click the Query Options button. The Query Options window opens. You can use this window to filter and sort record from the data file. You can also select the columns that you want to appear in the report.

6. Do the following to select the fields you want to include in your report:

• Click the Select Fields tab.
• Click the Remove All button.
• In the Fields in Data Source section, select the fields that you want to include.

Note: You can select more than one field by holding down the Ctrl key on your keyboard while you select the fields.

• Click the Select button.

8. When you are finished selecting the desired fields, click OK to return to the Database window.

9. Click the Table Autoformat button. The Table AutoFormat window opens.

10. In the Formats section, select a style for the report. A sample of the selected style appears in the Preview section.

11. Select any other formatting options, and then click OK to return to the Database window.

12. Click the Insert Data button. The Insert Data window opens.

13. Select the Insert data as field checkbox – this allows you to refresh the report with new data – and then click OK. The formatted report opens in Word.

Example:  Formatted Report in Word

14. Save the Word document.