Texas Skyward User Group Conference Data Mining - TSUG

Texas Skyward User Group ConferenceData Mining – Labels and Mail MergeTom StephensEducation Service Center Region 12

Data Mining – Labels and Mail MergeIn this session, users will learn how to Create a simple Data Mining report that can be used to createMailing/Address Labels Use a Data Mining Report to create Information Labels Use Data Mining to create a Mail Merge document2

Data Mining – Labels and Mail MergeGeneral Reminders about Data Mining: Data Mining is used to report on fields found on STUDENTS Users must know the location from which the data is “editable” to accurately pull data Data Mining fields are restricted by security. That is, if the security group to which the useris attached will not allow at least “viewing” the field, the user will not be able to extract thatinformation Data Mining is not Entity specific. All users who have access to Data Mining can see allother users’ reports that have been created. However, as noted above, the user may not beable to extract data if the security levels prohibit. In addition, a Data Mining report createdfor one Entity will yield results for another Entity (or at the District level) as long as theranges and filters within the report are not restrictive3

Data Mining – Labels and Mail MergeMailing/AddressLabelsThe only field “required” is the Other ID (really!), but it isrecommended that additional fields be added (i.e., Grade, Name,etc.) to help verify the students who are being reported in the results4

Data Mining – Labels and Mail MergeMailing/AddressLabelsIn the label export options screen, select the label type to be used.(Avery 5160 is most common). Be sure to review the default information(may need to be changed if you are using a different label type8

Data Mining – Labels and Mail MergeMailing/AddressLabelsSample ResultsLink to are/696987 Family Census Report.pdf9

Data Mining – Labels and Mail MergeInformation LabelsInformation Labels can be used to create labels withspecific information from a Data Mining Report, such asName, Grad Year, etc. Information labels can be useful forlabeling student folders or other documents for quick andeasy identification10

Data Mining – Labels and Mail MergeInformation LabelsStep 1: Create your Data Mining Report (be sure to includeall of the fields for which you want data)Step 2: Print the report, either in PDF or Excel, to determine ifthe report is producing reasonable resultsStep 3: Click the Information Labels button11

Data Mining – Labels and Mail MergeInformation LabelsStep 4: After clicking the Information Labels button, clickAdd to create a template. In the Information LabelsMaintenance screen, you will select the specific field(s) youwant, and place them on the line(s) desired12

Data Mining – Labels and Mail MergeInformation LabelsStep 5: Similar to creating Mailing/Address Labels, click theLabel Setup button to select the label being usedSave the Label Options screen, then Saveand Print13

Data Mining – Labels and Mail MergeInformation LabelsSample Information Labels report14

Data Mining – Labels and Mail MergeInformation LabelsUser Defined Fields (UDF) may be added to the Data Mining Report to adddescriptions (i.e., “Name,” “OtherID,” etc.) to your data when creatingInformation Labels.In the Data Mining Report fields, select UDF fields. Save and Modify Ranges15

Data Mining – Labels and Mail MergeInformation LabelsIn the Ranges, add the text for the field label in the“Comment” field. Save.16

Data Mining – Labels and Mail MergeInformation LabelsAs previously suggested, run the report (either in PDF orExcel) to verify reasonable results17

Data Mining – Labels and Mail MergeInformation LabelsAdd UDF fields (identifiers) to Label Maintenance screen18

Data Mining – Labels and Mail MergeInformation LabelsSelect Label Setup, select Label to be used, Save and Print19

Data Mining – Labels and Mail MergeInformation LabelsSample ResultsLink to are/WS ST DM 1011292 100 T.htm20

Data Mining – Labels and Mail MergeMail MergeFields found in a Data Mining Report can be used to create a Mail Merge Document.Step 1 (suggested): Compose a sample document (letter) in Microsoft Word or otherword processing program. Be sure to include everything you want in the letter (as ifyou were typing one from scratch).Step 2: Create a Data Mining Report, adding any applicable fields that can bepopulated “in mass” for every student21

Data Mining – Labels and Mail MergeMail MergeStep 3: Click on the Mail Merge button. Click Add to create a document.Step 4: Copy/Paste your word document into the template.22

(Avery 5160 is most common). . Step 2: Print the report, either in PDF or Excel, to determine if the report is producing reasonable results Step 3: Click the Information Labels button . – Labels and Mail Merge. Information Labels. Step 4: After clicking the Information Labels button, click Add to c