How to Format and Print Labels using ARTS and Microsoft Office

NOTE: If you have already created an extract file using ARTS Extract Creator, skip to step 3.

1. Open up the ARTS main screen. Select ARTS, Download Transcript Data, and then ARTS Server.

   

2. The ARTS Server Download Screen will appear. Select your KUID list from the KUID/KUID List dropdown box. Click on "Go Get It!" to run the download process. Note any KUIDs not found in your list. Click on "Cancel" after the download is complete.

   

3. Using the ARTS Main Menu again, select Utilities, then Format Address Labels. If you have a download from the Computer Center, Select it in the "Name of Address(Input) File:" dropbox.

   

4. The Format Address Labels Screen will appear. Select whether you want Local(1) or Permanent(2) addresses. Select whether you want the KUID, address, or both to appear on the labels. Click on the button to the right of the "Name of Label(Output) File" dropbox to select where you want your output file to be.

   

5. You can select where you want your output file to be here, and type the name you want to call it..  This example uses the desktop, but you can put it anywhere--just as long as you remember where it is. If you are using Excel to set up your data source, I recommend saving it as a .txt file. Click on "Open" when you are finished.

   

6. Click on "Format" to format the labels. You can observe how many students are being included by looking at the Count box in the lower right hand corner of this screen. Click on "Cancel" to close the Format Address Labels Screen when it is finished.

   

7. Open Microsoft Excel.
   • Click on the "Open File" toolbar button.
   • Make sure "Files of Type" at the bottom is set to "All Files".
   • Locate your text file that was created (this example uses the desktop) and click on it once to highlight it.
   • Click "Open", or double-click on the file to open it.

   

8. This will start the Text Import Wizard. Excel will do much of the work for you here, so you can hit "Next".

   

9. Read the instructions about how to add and remove column breaks. Make sure that your text is delimited properly by moving the arrows around. Make sure that no stray characters from the name field show up in the address field, etc. Click "Next", then "Finish".

   

10. The file should now appear on an Excel spreadsheet. Don't worry if the names and addresses appear truncated, you don't need to resize the columns.

    

11. Insert a row at the top and type in the names of your columns.

    

12. Save the file as an Excel Spreadsheet file by selecting "Microsoft Excel Workbook(*.xls)" in the "Save As Type" dropdown list.

    In this example, the desktop is used. You can save it anywhere, just remember where you saved it.

    Close out of Excel.

    

13. Open Microsoft Word. Select "Tools", then "Mail Merge".

    

14. This will bring up the Mail Merge Helper. Select "Create", then "Mailing Labels".

    

15. Click on "Active Window".
    • Then click on "Get Data" (Step 2 of the Mail Merge Helper), then "Open Data Source".
    • Make sure "Files of Type" at the bottom is set to "MS Excel Worksheets".
    • Find your Excel spreadsheet you saved in Step 11.
    • Click on "OK" when "Entire Spreadsheet" is highlighted.

    

16. Click on "Set Up Main Document".

    

17. Configure your printer information (Laserjet is already selected) and Label information. Most people use Avery Standard #5160 labels.

    

18. Insert your Merge Fields. Use carriage returns to go to the next line of the label, and two to three spaces between the address, state, and zip code. Click on "OK" when finished.

    NOTE: don't worry about the underscores or other strange characters that show up here, they will go away later.

    

19. Click on "Merge...", which is Step 3 of the Mail Merge Helper.

    

20. Select whether you want to merge directly to the printer or to a new document. If you select printer, make sure you have a label sheet loaded in the printer's appropriate tray you selected in Step 15. Once you click "Merge", the  labels will begin printing.

    If you would like the data to appear Proper (only the first letter of each word capitalized), Click Here for instructions.