1. Creating a Label Spreadsheet
The GoTour system allows you to take all the customers you have booked on a tour and use their information to create mailing, name tag and bag tag labels. This way you do not have to re-enter information into another database. Once it's in the GoTour system, you're set. In order to start you need to find the tour you would like to print labels from. Once you are at the main tour screen, select the 'TourPassengerData' option and click the button. Below is an example of the main tour screen with the correct report highlighted.
Figure 1. Main Tour Screen
Once you have selected the right report you will now be brought to a screen that looks like the following.
Figure 2. Tour Passenger data
As you can see this creates a file that contains the names of all the customers on that tour. Also these names are all delimited by pipes. Now you need to save this file to your computer. So, select FILE and then SAVE AS from the pull down menu at the top of your browser. Then you will be brought to the standard save menu pop up. Below is an example window.
Like always you are able to select any folder you would like to save the file in. Make sure you save it someplace where you can find it again. It may be best if you create a folder specifically for this purpose. Also the default file name is com.rbs.gotour.servlets.Servlet.htm. You might want to select something that is more identifiable with the tour you are using. However, you must keep the .htm file extension. Also make sure you select the Web Page, HTML only option.
Once you have saved the file you will need to go through My Computer to find the directory you saved it in. Once you find the file highlight it by left clicking once and then right click. Select the Open With option and select Notepad. Now your file will be displayed with each entry on a sepreate line. Now since you need this file to be listed as a text document, use the SAVE AS option under the FILE menu once again. You can use the same file name as before, but make sure you delete the .htm from the name. Now when you save the file it was be in a txt document format. Now that you have saved the file you can exit out of it.
Now open Microsoft Excel and select: Data, Import External Data, Import Data. Below is an example of the screen.
Figure 4. Microsoft Excel Screen
Now a new screen will pop up. You will need to locate your file and double click on it. Now you will be brought to the Import Wizard. Below is step one
Figure 5. Import Wizard, Step 1
In this step you need to select the 'Delimited' option. This is was tells the import wizard how to decode your text file. Then click the NEXT button. Now you will be at step 2.
Figure 6. Import Wizard, Step 2
Now in this step, check the 'Other:' option and fill in a pipe symbol in the box. A pipe is the character that is usually above the enter key, use the shift key to access it. This will tell the wizard that your file is delimited with pipe characters. Once you have done that, click the NEXT button. The last step is for options dealing with dates. Since there aren't any dates involved, click the FINISH button. Next a small window will pop up asking where you would like to import the data. Make sure the 'Existing Worksheet' option is checked and then click the OK button. Now all that information from the text file will be inserted into an excel file for you.
Once you have your data inserted into an excel file, there are several options you have. With excel you can sort the spreadsheet by whatever column you would like. In order to sort begin by highlighting the A1 cell by left clicking. then hold the shift key down and go to the cell at the bottom right hand corner of your spreadsheet and right click. This will select all the cells in your spreadsheet. Now, select the Data pull down menu and select Sort. Below is an example.
Now a new box will pop up that lets you pick what column you would like the spreadsheet sorted by. For this example, if you choose 'Bus' then the spreadsheet will be sorted by the bus. This is helpful if you have a tour with multiple buses. So, highlight 'Bus' and click OK. Once it is sorted you will need to save it. So, use the drop down FILE menu and select 'Save As'. As before you can use the save file name, just make sure the file extention is set to .xls format.
2. Using MS Word to Create Labels
Once you have obtained the spreadsheet in excel you can use that with Microsoft Word to create mailing labels. So, in order to begin you must first open MS Word. Once there, go to Tools, Letters and Mailing and then Mail Merge. Below is an example.
Now you will see the 'Mail Merge' helper. This will guide you through the process of creating labels from your excel spreadsheet. Since you want mailing labels, select the Labels option. Then click Next at the bottom of the screen.
At the next screen you want to select 'Label Options'. Now a new screen will show up. Below is an example.
Usually you will always want to use the mini lables that are 3 across and 10 down. So, scroll down until you are highlighting type 5160. If you have different label type you can change the format. After you click OK, you will notice that the document page is broken up into sections for labels now. So, to move on, click the 'Next: Select recipients' at the bottom right of the screen. Now you will need to select the source for you label data. So, click the 'Browse' link under the 'Use an Existing list' section in the mail merge helper. Now a file browser will appear. Now you will need to find where you put your excel document. Remember its the file with the .xls extension. Double click on the file then click the Open button. Below is an example to guide you.
Figure 10. Browse for Excel File
If you have more than one sheet to choose from in that excel file you will be prompted to select the sheet you want. Once you do that, click OK again to continue. Now a box showing all the entries will be shown. You can select the ones you would like made into labels. You are also able to sort the labels. By clicking on any of the headers you will sort the labels by that type. For example, clicking the last name header will sort your labels by the customer's last name. Below is an example.
Figure 11. Mail Merge Recipients
Once you have selected all the entries you want click the OK button. Now you need to advance to step 4. So click the 'Next: Arrange your labels' link at the bottom of the mail merge helper page. Now you will need to select how you would like to set up the labels. So, click the 'Address block' link at the top of the mail merge helper. Now you will see the following screen.
The default settings are mostly likely what you want for your labels. So, click the OK button to continue. If you would like you can play around with the different settings at a later date. Now, you need to configure all the labels to fit that address setup. So, click the button. This will configure all the blank labels for you. Now you are ready to move onto step 5. This step allows you to preview a specific label. Since we want to merge the excel spreadsheet and see the finished labels, we need to move onto step 6. So, click the 'Next: Complete the merge' link at the bottom of the mail merge helper page. Now, the mail merge is complete. So, in order to view your finsihed labels, click the 'Edit individual labels' link in mail merge window. Now a new window will appear asking if you would like to edit all. Select OK to continue. Now your new labels will appear in a new window. You can save them right away or print them out onto your blank label sheets.