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Last Updated: 3/27/15

Output Wizard

The Elexio Database Output Wizard allows you to quickly and easily output information from your reports in various formats. We have created the Output Wizard to make your job much easier when it comes to printing a quick mailing list, labels, envelopes, and name tags.  It’s also very helpful for creating a spreadsheet, doing a mail merge or sending an email to people listed on a report!  

  • The Output Wizard is accessible in every CS report, many of the FCR reports, and several “R” type reports like 1010, 1017, and 1018.

  • The Output Wizard is a button located at the bottom of the Reports screen.

      

  • The Output Wizard DOES NOT function the same way as the report.

  • The Output Wizard is not an output option for the entire FCR, it is just for The specific information designed for communication purposes. For example,  when you click on the Excel option in the FCR it does NOT MEAN that the whole FCR will be exported to Excel. But if you want all the fields from the FCR, don’t use the Output Wizard.  Use the Data Grid, and click the Export to Excel button at the bottom of the Data Grid.

  • You CANNOT insert specific fields into a mail merge by selecting and choosing the field.

Overview

First, select whether  you want the households and individuals. You can choose from:

  • Output one record per household using the household name  - This option will create one row or one piece of mail per unique address using the household name.  (e.g. John & Jane Doe)
  • Output one record per household using first and last names - This option will create one row or one piece of mail per unique address, but add first names together for everyone in the household that meets your report criteria. (e.g. John, Jane, Tommy & Sally Doe.  As long as every member of the family shares the same last name, the last name will only be used once at the end of the line.  If just one family has a different last name then all family members will be listed with both first and last names.)
  • Output a record for every person – This option will create one row for each person or mail to every person on the list using each contact's name. For example if you are printing labels, each person would receive a piece of mail even though they are in the same household.  (e.g. John Doe ; Jane Doe)

    The option you select will affect ALL output methods.   The first two options help you save on postage since they will create 1 mailing label per family.  But if you really want to see a list of individual names in a list format, then you’ll want to select the option to Output a record for every person.

Your selections in this option box affect almost ALL output options.   For example if you select the Output option of Excel Spreadsheets, you will get  a row of information for each Household OR each Individual.

Next, you need to select how you want the report to be filtered. You can choose from:

  • Sort by last name

  • Sort by postal code

  1. You can also choose whether or not to exclude incomplete records.

 The Output Wizard gives you the option to export content from your reports as Lists, Labels, Name Tags, Postcards, Envelopes, Excel documents, Mail Merge documents. You can also send email to the selected list of people in the report.

Once you have selected the output format that you want to use, you can click the "Preview" button to see how it will look.
When you are satisfied with it and ready to run the report, click Preview, and you will be taken to the Database document preview screen.

Lists


If you select this option, you can choose from a variety of list types.  For example, the list called Mailing List is a simple list that includes names, phone numbers, addresses and emails of the people on the list.  (For small groups the basic group information such as the meeting Time, Location, Directions to the host home, Childcare and Topic are also included.  The list will include the various levels of involvement such as the Coach, Leaders, Apprentices and Members.)  Another type is the Attendance Roster which is a report of weekly attendance records for the select group.

Select the Type of List:

  • Mailing List – this report produces a quick simple listing of people with basic contact info.   You have a limited selection of which  fields you want to include in your report: mailing address, default phone, all phones, default email. You can also choose to mask private information.   If you are using an FCR and you want to include all the fields in your report, then just click the Run Report button and don’t use the Output Wizard.

  1. Select your paper size. We have loaded the Output Wizard with every dimension of paper you should ever need. The default 8.5 x 11 is "letter"

  2. Select your page orientation: Portrait or Landscape

Ex.

  • Attendance Tally Sheet– this is a great report for when you need a quick method of taking attendance by checking people’s names off on a chart. 

  1. Select whether you want the sheet to show a single week or multiple weeks
  2. If selecting one week, choose the number of columns and the event date
  3. If selecting multiple weeks, choose the number of weeks, and whether you want to use week numbers or dates for headings
  4. If you choose to use dates, select a start date
  5. You can also select additional information to include in the sheet like bar code idea or kids notes
  6. Select your paper size. We have loaded the Output Wizard with every dimension of paper you should ever need. The default 8.5 x 11 is "letter"
  7. Select your page orientation: Portrait or Landscape

You can export To Excel and add your specific dates.  There is also R1113 small groups – Attendance Monthly Tally Sheet that will provide you with a quick report for a specific small group.  You will need to add your own specific dates to this report.

Ex.

 

Labels


Elexio Database offers the most popular mailing label sizes, name tags and postcards.  If you don't see the one you are looking for please send us a request for a new format and we'll consider adding it. 

  1. Select your label size. We have loaded the Output Wizard with every dimension you should need, and if you don't  see the size you want, we have given you options to adjust the presets. We have put in or create 5 of your own custom layouts.

  2. Select your Font and Font size. Database will remember your selections for future documents. 
    Select to make your address Upper Case

  3. Select to add a title to each address. This information will be pulled from the database, unless you select To the Parents of or Custom

  4. Select Skip Labels to choose how many blank labels you want to have at the beginning of your printout.

NOTE: If names are too long for the label, we suggest that you adjust the font size or use larger labels.

Ex.

Creating Labels using Formal Names

If you want to produce labels using formal names (Ex. Mr. & Mrs. John Doe), you must have the following options selected: 

  1. Output one record per household using the household name (under Households and Individuals)
  2. Formal Name (under Print Mailing Address)

Name Tags


  1. Select Label Size. We have loaded the Output Wizard with all the popular sizes, and if you don't see the size you want, we have given you options to adjust the presets. We have put in or create 5 of your own custom layouts.

  2. Select Font and Font Size for first and last names

  3. Select Skip Labels to choose how many blank labels you want to have at the beginning of your printout.

Ex.

Postcards


  1. Select whether you want your postcards to have a Return Address or Logo, both or neither

  2. Select Postcard size. We have loaded the Output Wizard with every dimension you should need, and if you don't see the size you want, we have given you options to adjust the presets. We have put in or create 5 of your own custom layouts.

  3. Select Font and font size

  4. Select Make Address Upper Case

  5. Select Add title to each address

  6. Select Skip Labels to choose how many blank labels you want to have at the beginning of your printout.

Ex.

Envelopes


Assuming your printer can handle envelopes, you can print mailing addresses right on the envelopes.  Elexio Database uses standard #10 envelopes, but if you need another size call us so we can add it.

  1. Select whether or not you want your envelopes to have a Return Address or Logo, both or neither

  2. Select envelope size

  3. Select font and font size
    Select Make Address Upper Case

  4. Select Add title to each address

Ex.

Excel


Any list can be created in an Excel Spreadsheet.  We support Microsoft Office from version 2000 or later on the Windows platform.  

  1. NOTE: You may need to expand the height of your Excel cells to view all information.

Mail Merge


This output option can be used in conjunction with Microsoft Word to create form letters, special envelopes or whatever kind of document you’d like to merge with
Elexio Database data.  We support Microsoft Office from version 2000 or later on the Windows platform

  • Once you’ve selected the list you’d like select Mail Merge as the Output Option, you will need to select what type of document you would like to merge the data with.  You can either let Database Create a Sample Form Letter for you or you can Use a Form Letter that already exists.  

    • We recommend that you allow Elexio Database to create the sample letter for you. You simply need to replace the body of the letter with your own content, make any formatting adjustments to the font or margins, then press Tools, Mail Merge, Merge, then Merge again or for Office 2007 users just select Finish & Merge.

    • Creating your own letter:  To put a person’s mailing address above the salutation, place your cursor two lines above the salutation.  Press the Insert Merge Field button and select FirstandLastName.  Press the Enter key to insert a hard return, then insert the merge field Mailing Address.  Position your cursor in front of the salutation Dear and insert the merge field FirstName.  For Office 2007 users, select Start Mail Merge and use the Mail Merge Wizard for step by step instructions.

    • If you aren’t sure how mail merges work, consult Microsoft’s user guide for Word or press the F1 key while in Word and search for mail merge.

  • In either case, Database will create a Word Mail Merge data document with a table in it that will contain all the names from the list you selected.  It will "attach” or connect this data document to your merge form letter.  If you selected a form letter or document that you already created, you can then insert the merge fields by pressing the button at the top of Word that says Insert Merge Field or Finish & Merge depending on your version of Office.  

  1. Tell the Output Wizard to create a sample form letter for you or use one that you have already created.

  2. You can also choose to use an existing follow up letter as the letter body

  3. Select whether or not to use Microsoft Word.  This option is only available to Windows users with Microsoft Word installed.

NOTE: Some Word users may not have "finish and merge" button, but may have to use the “merge to document” icon to merge letters. If you questions about how to use Word for a mail merge, do not hesitate to  look at the Word help guide.

Send Email


  1. Send Email will open the send email screen to allow you to send a mass email to those selected people. Include the recipient defining the settings listed below (private vs. personalized)


  • For more information about Previewing Documents, See: Previewing Reports

  • You can hover your cursor over items in the Output Wizard that you want more information about and a help tip will appear with more information

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