oracle discoverer mail merge
TRANSCRIPT
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HR: Capstone
Student Guide
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Copyright © 2000 University of Virginia and Oracle Corporation. All rights reserved.
HR: Capstone Table of Contentsi
Table of Contents
Course Overview - HR: Capstone ..................................................................................................................1-1 Course Overview - HR: Capstone .................................................................................................................1-2
Generating Reports .........................................................................................................................................2-1
Generating Reports........................................................................................................................................2-2 Generating Reports ....................................................................................................................................2-4 Discoverer - Opening a Pre-Defined Report ..............................................................................................2-10
Summary........................................................................................................................................................2-17
Using Reports...................................................................................................................................................3-1 Using Reports ................................................................................................................................................3-2 Summary........................................................................................................................................................3-20
Creating Mailing Labels..................................................................................................................................4-1 Creating Mailing Labels ................................................................................................................................4-2 Creating Mailing Labels ................................................................................................................................4-3
Discoverer - Export Mailing Label Information to Excel ..........................................................................4-4 Creating Mailing Labels Using MS Word 2000 ........................................................................................4-8
Creating Mailing Labels Using MS Word 2003 ........................................................................................4-16 Summary........................................................................................................................................................4-29
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HR: Capstone Table of Contentsii
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Course Overview - HR: CapstoneChapter 1 - Page 1
Course Overview - HR:Capstone
Chapter 1
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Course Overview - HR: CapstoneChapter 1 - Page 2
Course Overview - HR: Capstone
Responsibilities
Having been assigned the IS responsibility listed below, you are required to attend this workshop
HR: Capstone.
This course is for the following responsibilities:
• UVA HRMS Specialist
• UVA HRMS Faculty/Staff Reviewer
Performance Objectives for HR: Capstone
At the completion of this workshop, you should know the following:
• Generate a Report in IS
• Generate a Report in Discoverer
• Review and interpret data on specific HR reports.
• Determine appropriate actions from viewing report results.
• Generate the IS.HR_Employee Information for Labels report.
• Export label data to Microsoft Excel.
• Perform a mail merge in Microsoft Word to create mailing labels.
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Generating ReportsChapter 2 - Page 1
Generating Reports
Chapter 2
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Generating ReportsChapter 2 - Page 2
Generating Reports
Section Objectives
At the end of this section, you should be able to:
• Generate a Report in IS
• Generate a Report in Discoverer
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Generating ReportsChapter 2 - Page 3
Generating Reports
Generating Reports In IS
Generating reports in IS follows the same procedure, regardless of the report. Each report,
however, has its own parameters or search criteria.
Reports may be viewed on screen or printed to your IS printer or via your web browser. Printing
using an IS printer is the preferred printing method; the reports were designed for IS printers. Ifyou choose to print via the web, the report may not fit on the page properly, and you may need to
change the page orientation from portrait to landscape.
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Generating ReportsChapter 2 - Page 4
Generating Reports
Submit Request
IS HRMS
N → Submit Processes and Reports → Submit Processes & Reports
Submit a New Request
1. Select Single Request and click on the [OK] button.
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Generating ReportsChapter 2 - Page 5
Select Report Name
2. Use the list of values to select the report name in the Name field.
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Generating ReportsChapter 2 - Page 6
Complete the Parameters Form
3. Complete the Parameters form.
The Parameters form is different for each report. The example above contains common
search criteria such as Effective Date and Organization. You may use any of the fields on
the Parameters form to enter search criteria. For some reports to run correctly, certain parameters may be required.
4. Click on the [OK] button.
Print Using an IS Printer
You may review the report online or print it out. If you wish to print it out and you have anIS printer, follow the steps in this section. If you wish to view the report online or print
using a non-IS printer, skip to the Viewing and Printing Using Your Web Browser section.
5. Click on the [Options...] button.
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Generating ReportsChapter 2 - Page 7
6. Complete the Print the Output To region of the Upon Completion... form.
− Printer: Enter your printer name or use the list of values to select a printer name.
− Copies: Enter the number of copies of the report to print. To print any copies, you
must enter a number greater than 0.
If your printer name is not found, contact your LSP or the ITC Help Desk to get an IS
printer set up.
7. Click on the [OK] button.
8. Click on the [Submit Request] button.
9. Close the Requests window.
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Generating ReportsChapter 2 - Page 8
Viewing and Printing Using Your Web Browser
10. When the report is finished running, the Phase field will say "Completed" and the Status
field will say "Normal". If the Phase field does not say "Completed", click the Refresh Data
button occasionally to see the current status on screen.
11. Click on the [View Output] button.
The report will open in a web browser window in which you may view the report.
12. To print, click your browser's print function.
13. Close the browser window and the Requests window to return to the Navigator.
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Generating ReportsChapter 2 - Page 9
Generating Reports
Generating Reports in Discoverer
IS Discoverer is used to run reports in the Operational Data Store (ODS). The ODS is a nightly
copy of the IS database. Custom reports are created in Discoverer and may be run by anyonewith access to the ODS.
The ODS is a nightly copy of the Production database. Information viewed in Discoverer reportswill be one day old. Changes made in IS will not appear in Discoverer reports until the next day.
Logging In to Discoverer
To access Human Resources reports in Discoverer, you must log in using a special username.This special username name limits access to private human resources data to those users with a
human resources responsibility in IS. Use the login information below.
−Username: userid :UVA ODS Specialist-Limited
− Password: your IS password
− Connect: ods
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Generating ReportsChapter 2 - Page 10
Discoverer - Opening a Pre-Defined Report
Discoverer
B → Open an Existing Workbook
B→ Database
Workbook Wizard
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Discoverer - Opening a Pre-Defined Report
1. Click the button: Open an existing workbook.
2. Click the button: Database.
3. Select the Pre-Defined Report you want to run.
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Generating ReportsChapter 2 - Page 12
Discoverer - Opening a Pre-Defined Report
4. Click the button: Open.
5. Select 'Open the workbook in the current database account'. The Parameter Wizard appears.
Notes on the Parameter Wizard
NOTE: Some reports will not present this selection. This screen appears only when you are
opening a Pre-Defined report created in a user account other than your own.
The user may also inhibit this screen from appearing regardless of who created the report by
Navigating to TOOLS/OPTIONS/ GENERAL tab and un-checking the ‘Display warningwhen opening workbook saved in a different database account’.
NOTE: The Parameter wizard defines the selection criteria for producing the results set.
These parameters may be modified and new parameters can be defined. Users learn tomodify and create parameters in ODS 1, Creating User Defined Reports.
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Generating ReportsChapter 2 - Page 13
Discoverer - Opening a Pre-Defined Report
• All Pre-Defined reports may not display this Parameter Wizard. If it displays, you mayselect from the List of Values (LOV) indicated by the black triangle at the far right of the
field. You may also key the value. If there is no LOV you must key in the desiredvalue.
NOTE: The report might allow multiple values or a single value for a given report.
NOTE: The description box shows the format masks for the values. Parameters must be
keyed in conformity with the format (i.e. case sensitivity, punctuation such as quotationmarks surrounding characters, number of digits in year, etc.).
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Generating ReportsChapter 2 - Page 14
Discoverer - Opening a Pre-Defined Report
6. Select [Finish].
The report window opens with this message:
NOTE: Select [No], only if you want to modify the report before running it, or you want to
open a different worksheet tab. The report will then open with no results. You can then
either modify the worksheet or change worksheet tabs.
7. Select [Yes]. The report will open to the sheet indicated in the message.
8. You may open more than one Pre-Defined Report at a time. Use the File Menu (File → Open) to select any other report(s) you wish to review.
9. With more than one report open use the Window menu to choose the report you want to see.
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Generating ReportsChapter 2 - Page 15
Discoverer - Opening a Pre-Defined Report
10. You may close one report at a time by selecting the report you want to close from the
Window menu (previous example) then, selecting
File → Close.
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Generating ReportsChapter 2 - Page 16
Discoverer - Opening a Pre-Defined Report
11. When you have finished reviewing all reports you may close Discoverer and any reports still
open by selecting File → Exit.
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Generating ReportsChapter 2 - Page 17
Summary
Summary
Having completed this section, you should be able to do the following:
• Generate a Report in IS
• Generate a Report in Discoverer
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Generating ReportsChapter 2 - Page 18
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Using ReportsChapter 3 - Page 1
Using Reports
Chapter 3
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Using ReportsChapter 3 - Page 2
Using Reports
Section Objectives
At the end of this section, you should be able to:
• Review and interpret data on specific HR reports.
• Determine appropriate actions from viewing report results.
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Using ReportsChapter 3 - Page 3
Using Reports
Introduction
The course is intended to review Human Resources reports used by departments. These reports
will be used to assist departments by alerting departments to:
• changes in employee information which may need to be verified or corrected.
• employee information which may need to be updated, such as appointment or leave end
dates.
• outstanding official documents that must be submitted to University Human Resources.
Summaries of the reports include the following information:
• Name: Name of the report.
• Worksheet: Name of the worksheet if there are multiple worksheets in a Discoverer
report. Worksheets appear as tabs in the lower right corner of the Discoverer screen.
• Purpose: Why the report is used.
• Frequency: How often the report is run. May include a recommended and a requiredfrequency.
• Critical Fields: The fields in the report to be reviewed which may trigger an action.
• Action: Any steps to be taken based on the information in the report.
• Additional Information: Any additional information or hints about running orviewing the report.
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Using ReportsChapter 3 - Page 4
Using Reports
Reports in IS
Name UVA HR Personnel Data Change Form
Worksheet N/A
Purpose Displays information entered into the Integrated System
for a person. Facilitates verification and changes.
Frequency As needed.
Critical Fields All data.
Action Employee or department may verify information. Enter
changes on the paper form. Submit paper form to theUVA HRMS Specialist to enter into the Integrated
System.
Name UVA HR Faculty Detail Report
Worksheet N/A
Purpose Displays information about faculty members.
Frequency As needed.
Critical Fields All data.
Action As determined by department administrator.
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Using ReportsChapter 3 - Page 5
Using Reports
Employee Maintenance Reports (Discoverer)
Name IS.HR_Tenure Review Information
Worksheet Tenure Review
Purpose Identify faculty whose Projected Tenure Eligibility End
Date is approaching.
Frequency Required monthly.
Critical Fields Projected Tenure Eligibility End Date
Action Ensure tenure review is conducted one year prior to
Projected Tenure Eligibility End Date.
Maintain the Tenure Info EIT.
Refer to Maintain - Tenure Information instructions.
Additional
Information
When entering a date in the Parameters Wizard, enter a
date at least one year in the future.
Name IS.HR_Leaves End Date Expiration Report-Departments
Worksheet Leave End Dt Expiration
Purpose 1. Review imminent returns from leave or suspension.
2. Verify that leave or suspension end dates are not later
than appointment end dates.
Frequency Daily
Critical Fields End Date
Action 1. Extend leave or suspension end date or return
employee from leave or suspenstion.
2. Change end date to a date prior to or matching the
appointment end date.
Refer to Maintain - Employee on Leave or Suspension
instructions.
Additional
Information
To view one organization at a time, move theOrganization of Primary Assignment to the Page Items
axis.
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Using ReportsChapter 3 - Page 6
Using Reports
Name IS.HR_Next Performance Review
Worksheet Next Performance Review
Purpose Identify performance reviews that must be conducted.
Frequency Recommended monthly.
Critical Fields Review End Date
Action Conduct performance review, discuss with employee,submit performance review to University Human
Resources. UHR enters rating into the Integrated
System.
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Using ReportsChapter 3 - Page 7
Using Reports
Appointment Expiration (Discoverer)
Name IS.HR_Appointment Expiration
Worksheet (1) Primary Appointments
Purpose Identify primary appointments to be renewed or
terminated.
Frequency Monthly
Critical Fields Appointment End Date
Action Extend appointment end date for faculty. Refer to
Maintain - Extend Appointment instructions.
Give notice to faculty member.
Terminate classified employee or faculty member.
Maintain - Terminate Employee instructions.
Contact UHR to extend position end date, then extendappointment end date for classified employee. Refer to
Maintain - Extend Appointment instructions.
Name IS.HR_Appointment Expiration
Worksheet (2) Secondary Appointments
Purpose Identify non-primary appointments to be renewed orterminated.
Frequency Monthly
Critical Fields Appointment End Date
Action Extend appointment end date for faculty. Refer to
Maintain - Extend Appointment instructions.
If renewing a non-primary appointment, consult with
the organization of the primary appointment.
Terminate classified or faculty. Maintain - Terminate
Employee instructions.
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Using ReportsChapter 3 - Page 8
Using Reports
Name IS.HR_Appointment Expiration
Worksheet (3) Administrative Appointments
Purpose Identify administrative appointments to be renewed or
terminated.
Identify administrative appointments where theExpected End Date is later than the appointment end
date of the employee.
Frequency Monthly
Critical Fields Administrative Appointment Expected End Date,Appointment End Date of Primary Assignment
Action If department or school policy requires approval to
renew administrative appointments, obtain approval to
renew administrative appointment.
Extend administrative appointment end date. Refer to Maintain - Administrative Appointment instructions.
Allow administrative appointment to expire.
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Using ReportsChapter 3 - Page 9
Using Reports
Name IS.HR_Appointment Expiration
Worksheet (4) Endowed Chair Appointments
Purpose Identify endowed chair appointments to be renewed or
terminated.
Identify endowed chair appointments where theExpected End Date is later than the appointment end
date of the employee.
Frequency Monthly
Critical Fields Expected End Date, Appointment End Date of PrimaryAssignment
Action If department or school policy requires approval to
renew endowed appointments, obtain approval to renew
endowed appointment.
Extend endowed chair appointment end date. Refer to Maintain - Endowed Chair Information instructions.
Allow endowed appointment to expire.
Name IS.HR_Appointment Expiration
Worksheet (5) Committee Appointments
Purpose Identify endowed chair appointments to be renewed orterminated.
Identify endowed chair appointments where the
Expected End Date is later than the appointment end
date of the employee.
Frequency Monthly
Critical Fields Expected End Date, Appointment End Date of Primary
Assignment
Action If department or school policy requires approval torenew endowed appointments, obtain approval to renew
endowed appointment.
Extend endowed chair appointment end date. Refer to
Maintain - Endowed Chair Information instructions.
Allow endowed appointment to expire.
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Using ReportsChapter 3 - Page 10
Using Reports
Outstanding Official Documents (Discoverer)
Name IS.HR_Outstanding Official Documents
Worksheet Missing I9
Purpose Identify employees who have not submitted an I-9 form
to ensure compliance with Federal regulation.
Frequency Daily
Critical Fields Start Date, I-9 Status
Action If status is "No" or blank, send I-9 form with appropriate
documentation to UHR within 3 days of hire.
If status is "Pending", check with employee to obtain a
copy of the Social Security card.
Name IS.HR_Outstanding Official Documents
Worksheet Visa Expiration
Purpose Identify employees whose visas will expire within 90
days to ensure compliance with Federal regulation.
Frequency Daily
Critical Fields Visa Expiration Date
Action Inform employee to begin process of renewing visa three
months before end date.
If visa extended, forward extension information to UHR.
If visa expires, UHR will take appropriate action.
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Using ReportsChapter 3 - Page 11
Using Reports
Name IS.HR_Outstanding Official Documents
Worksheet Selective Service
Purpose Identify employees who have not submitted a selective
service form to ensure compliance with Federalregulation.
Frequency Daily
Critical Fields Selective Service Indicator
Action Ensure selective service from has been completed and
submitted to UHR.
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Using ReportsChapter 3 - Page 12
Using Reports
Audit Report General Information
Audit reports record all changes to specific information in the database. The purpose of these
reports is to alert users to changes so that the changes may be verified as correct.
All audit reports contain a date and time stamp and the user id of the person who made the
change. If there is a question about why the change was made, you may wish to contact the person who made the change for further information.
When running audit reports, the parameters will include a date range. You may specify a rangeof dates since the last date that you viewed the report.
Audit Group 1 (Discoverer)
Name IS.HR_Audit Reports - Group 1
Worksheet New Hires and Rehires
Purpose Review information about new hires and rehires to
ensure that the hire is appropriate.
Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields All data on report.
Action Review data to ensure that it is approprate.
Faculty/Staff Reviewer may run the IS.HR_Approvalsfor Hires and Salary Changes report. Refer to Salary
Approval - Generating the IS.HR.Aprovals for Hires and
Salary Changes Report instructions.
Contact HR for assistance if the person should not be
hired.
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Using ReportsChapter 3 - Page 13
Using Reports
Name IS.HR_Audit Reports - Group 1
Worksheet Terminate Employee
Purpose Review terminations where the employee has been
terminated.
Frequency Recommended daily. Required prior to each HRdeadline.
Critical Fields Actual Termination Date, Reason
Action If terminated in error, reverse the termination. Refer to
Maintain - Reverse a Termination of an Employee
instructions.
If termination data incorrect, reverse the termination and
terminate again using correct information. Refer to
Maintain - Reverse a Termination of an Employee and Maintain - Terminate Employee instructions.
Name IS.HR_Audit Reports - Group 1
Worksheet Terminate Assignment
Purpose Review terminations where one or more of an
employee's assignments has been terminated, but the
person remains an employee.Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields Actual Termination Date, Reason, Organization
Action If the assignment termination is in error and payroll hasnot been run since the termination, you may undo the
termination by date tracking to the day before the
termination and delete future changes.
If payroll has been run, you will have to create a newassignment to replace the assignment that was
terminated. Refer to Maintain - Change Assignment instructions.
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Using ReportsChapter 3 - Page 14
Using Reports
Name IS.HR_Audit Reports - Group 1
Worksheet Leaves of Absence
Purpose This report records changes made to leave of absence
data. Review changes for accuracy.
Frequency Recommended daily. Required prior to each HRdeadline.
Critical Fields Dates, Reason
Action Maintain employee record to correct any errors. Refer to
Maintain - Employee on Leave or Suspension
instructions.
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Using ReportsChapter 3 - Page 15
Using Reports
Audit Group 2 (Discoverer)
Name IS.HR_Audit Group 2
Worksheet Key Flexfield Changes
Purpose Review any changes made to key flexfield data.
Includes changes to People Group, Job, Position, andGrade key flexfelds.
Frequency Recommended daily. Required prior to each HRdeadline.
Critical Fields People Group, Job, Position, Grade, Payroll, and
Location
Action If incorrect, maintain data.
Compare people group data with the standardconditions data (hours per week) in Integrated System.
Refer to Maintain - Change Assignment instructions.
Name IS.HR_Audit Group 2
Worksheet Salary Change
Purpose Review any changes made to salary data.
Frequency Recommended daily. Required prior to each HRdeadline.
Critical Fields Effective Date of New Annual Salary, Old Salary Rate, New Salary Rate, Old Salary Basis, New Salary Basis,
Frequency, Working Hours, Salary Change Reason
Action If incorrect, delete Salary Proposal record. Enter a new
Salary proposal. New salary proposal will be subject toapproval process. Refer to Maintain - Changing Salary
instructions.
Compare salary to minimum and maximum of pay band.
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Using ReportsChapter 3 - Page 16
Using Reports
Audit Group 3 (Discoverer)
Name IS.HR_Audit Group 3
Worksheet Appointment Dates Changes
Purpose Review any changes made to appointment begin and end
dates.
Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields Old Appointment Start Date, New Appointment StartDate, Old Appointment End Date, New Appointment
End Date.
Action If incorrect, maintain dates. Refer to Maintain - Change Assignment instructions.
Name IS.HR_Audit Group 3
Worksheet Hire Date Changes
Purpose Review any changes made to hire dates.
Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields Old Hire Date, New Hire Date
Action For faculty, compare dates with dates on offer letter. If
incorrect and payroll has not been run, maintain date inthe Integrated System.
If incorrect and payroll has been run, contact UHR for
assistance.
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Using ReportsChapter 3 - Page 17
Using Reports
Audit Group 4 (Discoverer)
Name IS.HR_Audit Group 4
Worksheet Degree Change
Purpose Review any changes made to degree information in order
to fulfill commitment to faculty contract.
Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields End Date, Qualification Type, Attendance
Action Maintain faculty data as needed. Refer to Maintain -Update Education instructions.
Name IS.HR_Audit Group 4
Worksheet Tenure Info Change
Purpose Review any changes made to tenure information.
Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields Tenure Status, all tenure dates, Total Time on TenureTrack, Appointment End Date
Action If incorrect, maintain Tenure Information EIT. Refer to
Maintain - Tenure Information instructions.
Ensure that Projected Tenure Eligibility End Date is notlater than the Appointment End Date.
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Using ReportsChapter 3 - Page 18
Using Reports
Name IS.HR_Audit Group 4
Worksheet Endow. Chair Info Change
Purpose Review any changes made to endowed chair
information.
Frequency Recommended daily. Required prior to each HRdeadline.
Critical Fields Effective Date, Expected End Date, BOV Chair,
Endowed Chair
Action If incorrect, maintain Endowed Chair Information EIT.
Refer to Maintain - Endowed Chair Information instructions.
Ensure that Expected End Date is not later than the
Appointment End Date.
Name IS.HR_Audit Group 4
Worksheet Admin Appt Change
Purpose Review any changes made to administrativeappointment information.
Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields Expected End Date, Appointment Type, Title
Action If incorrect, maintain Administrative Appointment SIT.
Refer to Maintain - Administrative Appointment
instructions.
Ensure that Expected End Date is not later than the
Appointment End Date.
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Using ReportsChapter 3 - Page 19
Using Reports
Name IS.HR_Audit Group 4
Worksheet EOP Ref Change
Purpose Review any changes made to EOP information.
Frequency Recommended daily. Required prior to each HR
deadline.
Critical Fields EOP Reference #, Exemption Reason, Exemption EndDate
Action If incorrect, maintain EOP Reference SIT.
Ensure that Expected End Date is not later than the
Appointment End Date.
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Using ReportsChapter 3 - Page 20
Summary
Summary
Having completed this section, you should be able to do the following:
• Review and interpret data on specific HR reports.
• Determine appropriate actions from viewing report results.
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Creating Mailing LabelsChapter 4 - Page 1
Creating Mailing Labels
Chapter 4
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Creating Mailing LabelsChapter 4 - Page 2
Creating Mailing Labels
Section Objectives
Having completed this section, you should be able to do the following:
• Generate the IS.HR_Employee Information for Labels report.
• Export label data to Microsoft Excel.
• Perform a mail merge in Microsoft Word to create mailing labels.
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Creating Mailing LabelsChapter 4 - Page 3
Creating Mailing Labels
Employee Labels (Discoverer)
The IS.HR_ Employee Information for Labels report retrieves address information from the HR
database. This information may be exported to Microsoft Excel and mail-merged to create labelsin Microsoft word. Instructions for the full process follow the report description.
Address information is to be used for official University business only. Any other use is aviolation of the User Responsibility Acknowledgement and Agreement signed by each Integrated
System user.
Name IS.HR_Employee Information for Labels
Worksheet Employee Label Information
Purpose Create employee labels for University business mailings.Frequency As needed.
Critical
Fields
All data.
Action Export data to Microsoft Excel, mail-merge with
Microsoft Word to create labels.
Additional
Information
The report parameters allow you to limit the address
information by your business need. There are many parameters to choose from and you must use the Next
button on the Parameters Wizard to see all parameters.
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Creating Mailing LabelsChapter 4 - Page 4
Discoverer - Export Mailing Label Information to Excel
Export Using the Toolbar Icon
If your system has MS-Excel installed, it is likely that you can use the following quick
method to export. If this method does not work for you, follow instructions in the Using the File Menu to Export section of this document.
1. With the report results on your screen, click the Microsoft Excel icon on the toolbar.
The Save As dialog box will not appear the first time you export the IS.HR_Employee
Information for Labels report. It will be automatically saved and immediately opened on
your screen. In that case, skip steps 2-4.
2. You will be asked to save the file. Choose a filename and location for the file.
3. Click the Save button.
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Creating Mailing LabelsChapter 4 - Page 5
Discoverer - Export Mailing Label Information to Excel
4. If you selected to use the default filename and location, you will be asked if you wish toreplace the existing file. Click Yes if you wish to overwrite an earlier version of this file, orselect No and give the file a new name.
5. The exported file opens in MS-Excel.
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Creating Mailing LabelsChapter 4 - Page 6
Discoverer - Export Mailing Label Information to Excel
Using the File Menu to Export
1. With the report results on your screen, select Export from the File menu.
3. Select "Current Sheet".
4. Select "Microsoft Excel Workbook" as the export format.
5. Choose the destination folder for the target file. Use the Browse button to select a location.
6. Click the Finish button.
7. Open the report in Microsoft Excel from the destination folder chosen in step 5.
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Creating Mailing LabelsChapter 4 - Page 7
Discoverer - Export Mailing Label Information to Excel
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Creating Mailing LabelsChapter 4 - Page 8
Creating Mailing Labels Using MS Word 2000
Edit Mailing Labels Source File
1. Using Microsoft Excel, open the file containing the data from the IS.HR_Employee
Information for Labels report.
If you specified a data directory when exporting the file, the file will be located where you
saved it. If you did not specify a directory, it will be saved in the default data directory forDiscoverer.
− Windows98 users look in c:\orawin95\discvr31\.
− Windows NT users, look in c:\orant\discvr31\.
2. Delete rows 1 and 2. Do not delete row 3, the row with the column headers such as "First
Name" and "Last Name".
• Highlight rows 1 and 2 by clicking on the row label for row 1 and dragging your mouse
to the row label for row 2.
•From the Edit menu, select Delete.
3. Save your work.
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Creating Mailing LabelsChapter 4 - Page 9
4. Close Microsoft Excel.
Create Mail Merge Document
5. Open Microsoft Word to a blank document.
6. From the Tools menu, select Mail Merge. The Mail Merge Helper window opens.
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Creating Mailing LabelsChapter 4 - Page 10
7. In step 1, click the Create button and select Mailing Labels from the list.
8. Click the Active Window button.
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Creating Mailing LabelsChapter 4 - Page 11
9. In Step 2, click the Get Data button and select Open Data Source.
10. Navigate to the location of the data file using the Look in drop-down list.
11. Select MS Excel Worksheets (*.xls) from the Files of type drop-down list.
12. Click on the data file, and click the Open button.
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13. Entire Spreadsheet is selected. Click the OK button.
14. Click the Set Up Main Document button.
15. Choose the appropriate label options.
− Dot matrix: Select this radio button to print on a dot matrix printer.
− Laser and inkjet: Select this radio button to print on a laser or ink jet printer.− Tray: Use the drop-down arrow to select the paper tray to use.
− Label Products: Use the drop down arrow to select the label products to view.
− Product Number: Locate the product number of your labels.
− Label Information: This section gives you the dimensions of the labels selected inthe Product Number field.
16. Click the OK button.
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Creating Mailing LabelsChapter 4 - Page 13
17. Click the Insert Merge Field button and select the first field to print on the labels. E.g.,First_Name.
18. Continue selecting fields to include on the labels until all fields you wish to print have been
selected.
− You must put a space between fields printing on the same line.
− You may type additional characters such as a comma.
− You may move to a new line by hitting the Enter button on your keyboard.
19. Click the OK button.
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Creating Mailing LabelsChapter 4 - Page 15
23. Print the labels from the new document.
24. If you wish, save your labels document and your mail merge document for future use.
25. Close Microsoft Word.
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Creating Mailing LabelsChapter 4 - Page 16
Creating Mailing Labels Using MS Word 2003
1. Open Microsoft Word 2003.
2. From the Tools menu, choose Letters and Mailing and then Mail Merge Wizard.
3. Select Labels for the document type.
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Creating Mailing LabelsChapter 4 - Page 17
4. Click on Next: Starting Document.
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Creating Mailing LabelsChapter 4 - Page 18
5. Click on Label options to ensure that the correct label product and size is selected.
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Creating Mailing LabelsChapter 4 - Page 19
6. Select the appropriate Label product, Product number and Printer Tray, and click on the[OK] button.
7. Click on Next: Select Recipients.
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Creating Mailing LabelsChapter 4 - Page 20
8. Click on Browse...
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9. Find the labels file and click on the [Open] button.
10. Click on the [Select All] button.
11. Click on the [OK] button.
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12. Optionally, click on Select a different list... or Edit recipient list....
13. Click on Next: Arrange your labels.
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Creating Mailing LabelsChapter 4 - Page 23
14. Click on Address block.
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Creating Mailing LabelsChapter 4 - Page 24
15. Select the format for the employee's name, and click on the [Match Fields] button.
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Creating Mailing LabelsChapter 4 - Page 25
16. Select the fields that you want to appear in the address block by clicking on the drop-down
arrow for that field.
The Address Line 2 and Address Line 3 are under the "Optional information" heading.
17. Click on the [OK] button.
18. Click on the [Update all Labels] button.
19. Click on Preview labels.
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Creating Mailing LabelsChapter 4 - Page 27
20. You can preview individual labels or make changes to the recipient list by clicking on Find a
recipient... or Edit recipient list.... respectively.
21. Click on Next: Complete the merge.
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Creating Mailing LabelsChapter 4 - Page 28
22. Select the All button to merge all records (labels), and click on the [OK] button.
23. Select the printer properties as appropriate and click on the [OK] button to print the labels.
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Creating Mailing LabelsChapter 4 - Page 29
Summary
Summary
Having completed this section, you should be able to do the following:
• Generate the IS.HR_Employee Information for Labels report.
• Export label data to Microsoft Excel.
• Perform a mail merge in Microsoft Word 2000 and/or 2003 to create mailing labels.
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