Use Mail Merge to Create Mailing Labels with Exported FIMS Data

1. From the Profile Management module in FIMS, select Reports > Export to Word Processing, and then click the Affiliations tab in the FIMS Report Selections window.

FIMS Report Selections Window (Affiliations Tab)

2. Choose the desired Selections and Sorting criteria on the Selections and Sorting tabs.

3. Select the desired Affiliation code(s) on the Affiliation tab, and then click the Mailing tab.

FIMS Report Selections Window (Mailing Tab)

4. Select the type of salutation, and the address type that you want to use for your labels, and then click the Send To tab.

5. Confirm the path and file name for the export file (for example, c:\Profile.txt), and then click the Defaults tab.

6. (Optional) Go the Saved Reports tab and click the Add button and enter a description for the export. You can then load this default the next time you want to run the export instead of re-selecting all of the criteria each time.

7. Click the Run Report button.

8. When the export is complete, open Microsoft Word.

9. Select Mailings > Start Mail Merge > Step by Step Mail Merge Wizard. The Mail Merge wizard opens.

Mail Merge Wizard (Step 1)

10. Select Labels, and then click Next: Starting Document on the bottom to move to Step 2.

Mail Merge Wizard (Step 2)

11. Select the document that you want to use to create the labels, and then click Label options to select the label size you want to create.

12. When you are finished, click Next: Select recipients to move to the next step and select recipients.

Mail Merge Wizard (Step 3)

13. Select Use an existing list, and then click Browse to select the data file you exported from FIMS. Once you select the file, the Mail Merge Recipients List opens.

Mail Merge Recipients List

14. Verify the list of recipients (you can exclude a recipient by clearing the checkbox next to his or her name), and then click OK.

15. In the Mail Merge wizard, click Next: Arrange your labels to move to the next step.

Mail Merge Wizard (Step 4)

16. Click Address block to set up the fields you want to include in your labels and the salutation you want to use.

Insert Address Block Window

17. Once you have set up the label, click the Update All Labels button to copy the layout to all of your labels.

18. Click Next: Preview your labels to move to the next step and preview your labels in Word.

Mail Merge Wizard (Step 5)

19. In the Preview your Labels section, use the buttons to scroll through all of your labels one by one, or click Edit Recipient List to make any changes to your labels.

20. When you are finished, click Next: Complete the Merge. You are given the option to either print the labels or edit individual labels. Select one of these options to complete the process.

Note: The next time you want to use this label, run the export from FIMS to update the data (make sure you save the export file under the same name), and then click the Merge to New Document button on Word’s Mail Merge toolbar.