Then click ‘Active Window.’
Under ‘Get Data’ click on ‘Open Data Source…’
In the next window you must locate your data source on the computer.
You have to remember what you originally saved the data source as and double click the file name to open.
Click ‘Edit’ under the data source option, then the name of the data source file. This will open the data form containing all of your records.
To add a new record simply click on ‘Add New’ on the right hand side of the form.
This will create a blank form for you to add a new record!
Click here to open a blank record card.
Find A Single Record Card For A Specified Member
Make sure that the records in the data source have been merged with your document so all of your personalised member cards are created.
To find a specified member click on ‘Edit’ in the tool bar and then ‘Find'. (Keyboard shortcut - Control and F)
The Find and Replace window will then be displayed on your screen.
To search for a specified member enter the detail you are looking for in the space provided. E.g. Jones (Surname).
Click on ‘Find Next’.
That specific member card will then be displayed on your screen!
Find A Single Record Card For A Specified Member
After you have found the single record card that you require keep your cursor on that page.
From the tool bar at the top click on ‘File’ the on ‘Print…’ (Keyboard shortcut is control and P)
The Print window will then be displayed.
In the Page Range section click on the option ‘Current Page’ and then click on ‘OK’.
The computer will only print out the page that you have your cursor on.
Glossary
Data – Raw facts and figures. In this case the personal details of the gym members that are entered into the data source.
Data Source – The details of all the gym members that are saved as records, which can then be used to insert into the document via mail merge.
Mail Merge – A feature allowing data form a data source to be merged into a document to create personalised letters, member cards, etc.
Cursor – The pointer of the mouse (normally a white arrow) that is moved around the page or the blinking line symbol that is displayed when typing a document.
Toolbar – The top grey bar at the top of the page displaying a list of options. File, Edit, View, etc.
Trouble Shooting
Q. When I search for a member card it says that it was not found.
A. Make sure that the document has been merged with the records from your data source so it is displaying numerous personalised cards and it isn’t the document with just the field names inserted. Also make sure that the details you are entering are actually in one of the member cards. Check that your search word is correct.
Q. I can’t find my data source on the computer.
A. You have to remember what file name you saved your data source under and where it is saved on the computer. When you ask it to open the data source you can browse through all files on the computer to locate it. If you still can’t find it, you can do a search on the computer for it. Click the ‘Start’ button in the bottom left corner of the screen and then search.
Q. It keeps printing out the wrong or too many member cards.
A. Make sure that your cursor is on the member card and that ‘Current Page’ is selected in the printing options.
Q. I have added too many records.
A. In the mail merge options under ‘tools’, go to the option to edit your data source. Once the record card is displayed, find the card you don’t want using the arrows on the screen and simply click ‘delete’ which is located on the right hand side.
For further help and queries. You can email the HFT technical support help desk.
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