RE: address database question
- From: jviren <jviren@xxxxxxxxxxxxxxxxxxxxxxxxx>
- Date: Sat, 1 Jul 2006 18:47:01 -0700
Your latest suggestion worked (checking "values" when pasting special).
Thanks! I think I'm okay so far, unless I have trouble printing the labels.
I have HOURS of typing to do, though. Thank you so much. --Jan
"JLatham" wrote:
If you can point me to the template you used, I can go take a look at it and.
give you advice on how to set your's up exactly like it.
But here's a trick that may work without having to do all of that. Start a
new workbook based on that template with all of its nice layout/formatting.
Go back to your old supporter list and again copy the information. But when
you go to paste it into the new document, choose Edit | Paste Special and
check the box next to the [Values] option. This should just paste the
information into the sheet without affecting the formatting of the rows and
cells.
Doing a straight copy and paste copies everything, including format, which
is what happened to you the first time.
"jviren" wrote:
Thank you so much for answering my question. I did first start out thinking
I should have separate columns for type and "x" in the appropriate one, so I
will stay with that. Also, I copied and pasted the old supporter list into
the new document (which is a template I found on the Microsoft Excel site).
The shading (every other line) and cell outlines (lightly around all edges
of the cell) didn't copy. How can I fix this? I have tried formatting it the
same but can't get the same color. The only thing I can think of is to copy
the columns and then paste special. Would that work?
--Jan
"JLatham" wrote:
I'm not sure there's a 'best' way to organize the data. But from past
experience and from what I hear you saying here, you are probably better off
having separate columns for your categories of people. I'd just use a simple
scheme of an X in the cell if they are in the category or leave empty if not.
To try to list all 5 possible categories and their combinations would be
cumbersome. If they could only be in one of the 5 it would be different, but
being able to be in multiple categories or needing to do a mail merge based
on being in one or more of the 5 categories will be easier this way, I think.
Each person's record should be complete in a single row on the sheet. I
would be very granular in laying it out: separate columns for first name,
middle name, last name, suffix (like M.D. PhD) and prefix (Mr. Ms. Dr.). One
for City, State and zip - those can be used to determine location in general
area or outlying. Check out the Excel Help topic "About Filtering" which
will lead to auto-filtering and advanced filtering to help you pick and
choose which records to use for a given mail merge.
You are right about being able to easily not print any fields during your
printings. Only the ones you choose will be used. Here's a link to an Excel
workbook that I put together for someone recently who was looking in to
setting up Excel to use as a data source for a Word mail merge and envelop
printing. You may find it helpful also:
http://www.jlathamsite.com/Teach/WordMailMergeWithExcelDataSource.xls
it documents the complete basic process.
"jviren" wrote:
I am setting up an address database in Excel 2003 that I need to be able to
use to make labels for mailings. I have people that are in different
"categories" and will want to group them by that category, depending on who I
am sending the mailing to. For instance, I have a person, Person A, who is a
general supporter, lives in the area, and sponsors a child. Person A is in
three of the possible 5 categories. Another person, Person B, might be
simply a general supporter (i.e., in one category). How can I best organize
the data - and the headings - so that I can make labels for just the general
supporters, for instance, or for the sponsors? Do I have to enter each
person's data once for each category they fit under with a column, "Type,"
with a code in that cell for the specific category? So - Person A would have
3 rows, all the same, except for the Type Code? Or can I put 3 or more "Type
Codes" under the category "Type," separated by commas or something, and then
organize them somehow when it comes to printing them out? And then...is
there a way to prevent from printing out that "Type" and "Type Code" when it
comes to printing the labels? I understand how to choose the fields I want
in the label, so maybe it's that simple for that part. I actually wanted to
only use Outlook for this - so I would only have to enter it in one place -
but I was never able to get the labels to print properly so I have to do it
this way, for now. Frustrating! Thank you so much for your help. --Jan
- References:
- RE: address database question
- From: jviren
- RE: address database question
- From: JLatham
- RE: address database question
- Prev by Date: RE: address database question
- Next by Date: Re: Help to Send as attachment.
- Previous by thread: RE: address database question
- Next by thread: Work hour logger?
- Index(es):
Relevant Pages
|
