This article will explain how to generate mailing labels from the Family Record Excel download file. You will learn how to download the file and sort the data so that you can print labels for multiple family statuses and/or print labels for a single family status. In this particular example we will create labels for families with a status of Active, Contributors, and Visitor.
Generating The Data Source
1. Go to Family > Family Search > Reset > Search. In the Family Search Box change the status from Active to All. Click the search button. All your families will be listed.
2. Once all the families have been selected you will click on the download button. This will download All the families in your database. Before downloading you can choose to select to csv* or xlsx* file. This file will automatically download into your download file and will automatically be given the name "families". You can rename the file prior to hitting the download button.
*Tip: If you are formatting your download file you may want to save your file as an (*. xlsx) file which will save content and any formatting changes you made.
3. When the file has downloaded click on enable editing. You can now open the file and sort the data by status. To do this select the entire data-base (including the headers). Your entire database should be highlighted. Go to Sort & Filter and select custom sort.
4. You will want to sort your file by status. Be sure you check "My data has headers". You want the headers to remain in place as headers.
5. Once the data has been sorted scroll through the database to see what statuses exist in your database and choose which ones you want to print labels for. In this example we have (6) statuses. We are going to print labels for Active (Active), Contributor (Contributr) and Visitor (Visitor). Note: You will notice the status name in parenthesis is how the status is labeled in the download. Make note of this because you will have to use these exact names when you are doing the label merge.
Alternate Method: The other statuses that are included in this particular download are Deceased, Inactive and Moved. We do not want to send labels to these families. If you want to delete the Deceased, Inactive and Moved (by highlighting the rows that contain these statuses and hit delete rows) you can do this at this time. Be sure to save the edited file. When you are merging the data source with the Word Label document you can use the entire data source because you have already deleted them.
Once you have made edits to the file be sure to save it and remember where it is located on your computer.
Microsoft Mail Merge To Create Labels
4. Go to Label Options and a label option box will pop-up. Select 30 per page and be sure to select the label that has the height of 1" and the width of 2.63" on 8.5" x 11" page size. This is the standard 30 per page label.
5. Now you are going to select your source document. This is the file that contains your family names and addresses that you will be using to create your mailing labels. You are going to use an existing document and you will click on Browse... A select data source box will pop-up. You will now have to locate where you saved the file and you will have to know the name of the file you are looking for. Once you find it and select you will click open.
If you want to filter out certain parishioners click on Filter when the Mail Merge Recipient box pops up. Fill in statuses you identified earlier. In this example we want to print labels for Active (Active), Contributor (contributr) and Visitor (visitor). Be sure to use the status name that appears in the excel file. Be sure to use the "OR" and not "AND". Click OK.
8. Click on Step 4 of 6 and arrange your labels. Be sure your cursor is set in the Upper Left Box (the blank box). Click on address block and the following screen will pop up.
9. You can see in this particular example the label contains all the correct fields for a mailing label. If it was missing the address you would click on the Match Fields Box and select the field that was missing and hit OK. If your label looks correct hit OK and click the Update all labels box. If you do not hit this button and you go to the next step the remaining labels will not populate.
10. A common request is to add the Budget number to the mailing label. Place your cursor in the first line prior to adding the Address Box and click on More items. Select budget and hit insert. Move your cursor to the next line and click on the address block. Click Update All Labels.
11. Complete the merge (this creates all your labels) and click on Edit Individual Labels. A merge to a new document box pops up. Select all and hit ok. A new word document has been created with all your labels. The final step would be to Save As (name the file and be sure you know where you saved it to). This label file has been permanently saved and you can edit the file as you would any other word file.