Can you help me with printing list(s) from ED that is divided by each project, and the member within each project by division for that project?  We'll use them to check in projects at the fair.

 

From the Main Menu press the 4H button then the Find button.

Click in the Age Cal. field then click on the Symbol drop-down list

and select the = exact match option.

Type: 18 in the same field the Age Cal. Field.

Type: 2004 in the Yr field, (the field beside the Teuure field).

Click the Continue button.

Click on Main then Print Outs button.

Click on the Orange Project/Affils button (this is the Transfer Find button).

Choose Yes on the transfer your find screen.

Enter 2004 in the Project/Affiliations field on the Limiting or expanding the Find screen if you want only the 2004 projects lists, leave blank if you want all the years project for this 4-H’er.

Click on the Continue button.

Click on the Count Members button if you want a total count on the last page of the printouts. (this step optional).

Click on the Sort button if you want to sort your find, otherwise;

Click on the Project button (will turn green and is located in the Print out box).

Enter a title for your report in the Report label field.

Select Yes for include address and No for Page Breaks and Straight to Print Outs.

Click on the Project button.

 

There are three new Project Groups available to use in the Extension Database that the State 4-H Department has authorized for us to use.  They are: BCAC is Scrapbook, GBMZ is Llamas, and GCCC is Master Gardner.  You will have to be the ED Administrator to create these Project Groups.  Once they have been created then your office can create multiple Project Codes/Descriptions for these Project Groups. Follow the directions below to create a new Project Group.

 

Log in as ED Administrator.

Click on the"Setup" button from the Main Menu.

Click on the"Project Prefix" button. (Found under the “Administrator” button list, in the lower right box on the screen).

Check the alphabetical list to make sure you do not already have any of the above 3 Project Groups created.

Select the"New Record" menu option from the Records Menu (on the Standard tool bar). DON’T type in a record that already has text in it.

Click inside the"BLANK Project Prefix "field. (The black bar will be displayed beside the record showing this is the active record).

Enter the "Project code", i.e. BCAC.

Press the "Tab" key to enter the "Description" field, i.e, Scrapbook.

Repeat the above steps for the remaining two Project Groups.

Click on the"Blue Main"Button to return to the Setup menu.

Now you can click on the Projects button in the Setup menu to create Project Codes and Descriptions.

 

Refer to Lesson 8 in your Ed Reference Guide for steps to create Project Codes.

 

Reminder: Do not create any type of Project Group unless they have been authorized by the 4-H Department.

Question:  Once a month I need to send out a newsletter to about 16 different mailing groups. I know I can do a combined find each month for the mailing groups. That's fine, I just feel I could save time each month if I could some way combine the 16  mailing groups into one mailing group called "Monthly Newsletter".

 

Susan Blanton, Decatur County

 

Answer: Yes, you can accomplish this by creating a "Group Enroll" operation. This is a one-time setup procedure. For this procedure we will create a mailing group called "Monthly Newsletter". Follow the steps below to create a "Group Enroll:

 

1. Go to the"Mailing Group" button in the "Set-Up" screen and make a new mail group called "Monthly Newsletter".

2. Go"Back" to the "Main Menu" and select the "Mail Groups" button.

3. Click on the"Find" button.

4. Click on the Mail Group drop-down list field and select a mailing group you want to place in the combined group.

5. Click on the"Duplicate" button.

6. Click on the Mail Group drop-down list field again and replace the current mailing group with another mailing group.

 

Note: Notice the Rolodex now has two records, this will increase by one each time you select another mailing group to find.

 

7. Repeat steps 4, 5, and 6 for each of the mailing groups you want to include in the"Monthly Newsletter". Jot down the number of records foun

Note: If you don't first do a find or a combined find, you will give every record in the database this mail group.

 

8. Click on the gray"Find" button found in column one.

9. Click on the"Group enroll" field (located at the bottom on the Mail Groups screen and under the "Mail Groups" fields). Replace the text in the field with your Group Enroll name from the drop-down list. (For this example we are using "Monthly Newsletter" as our mailing group.)

10. Click on the blue"Group Enroll" button. You will notice each of the records will be updated.

11. A dialog box opens stating"Are you sure you want to enroll this Find in this mailgroup?" Click on the "OK" button.

 

Note: You can scroll through the rolodex and notice the"Monthly Newsletter" mail group has been added to your records in the rolodex.

 

12. Now when you find a set of labels for your newsletter you only need to use the"Monthly Newsletter" mailing group to get all 16 individual groups.

 

Note: For new people you want to add to any of the original mailing groups, remember to also individually add them to the"Monthly Newsletter" mailing group.

 

Thank you, Susan for a great question.

 

Question: Your tip on mailing “Group Enroll” for Mailing Groups was great, it saved me lots of time.  Now I would like to incorporate a few CFS affiliations, and 4-H Leaders on this mailing group.

 

Susan Blanton, Decatur County

 

Answer: Susan, another great question. Yes, you can include 4-H, CFS, ANR

people into this mailing group using the group enroll feature. To complete this

procedure we will again use the mailing group “Monthly Newsletter” as our mailing group example and “Club President” as the CFS affiliation.

 

1. Select the CFS button from the Main Menu.

2. Click on the “Affiliations” button.

3. Select from the affiliation drop down list “Club President”. (Use your own

affiliation if you do not have Club President and for future “Group enroll”

procedures).

4. Click on the “Continue” button in column one.

5. Click on the yellow “Mail Groups” button.

6. Click on the “Group enroll” field (located at the bottom on the Mail Groups

screen and under the Mail Groups fields). Replace the text in the field with your

Group Enroll name from the drop-down list. For this example we are using

“Monthly Newsletter” as our mailing group. You can use one of your own mail

groups.

7. Click on the blue “Group Enroll” button. You will notice each of the records will

be updated.

8. A dialog box opens stating “Are you sure you want to enroll this Find in this

mailgroup?” Click on the “OK” button.

 

Note: You can scroll through the rolodex and notice the “Monthly Newsletter” mail

group has been added to your records in the rolodex.

 

9. Now when you find a set of labels for your newsletter you only need to use the

“Monthly Newsletter” mailing group to get all 16 individual groups.

 

Note: For new people you want to add to any of the original mailing groups,

remember to also individually add them the “Monthly Newsletter” mailing group.

Question: I have an ED question. I need to print individual reports for 2 different interest for this year sorted by last name.

 

Thanks,

 

 

Answer: From the Main menu select the Print Outs button.

Select Member button.

Select the CFS Affils/Club button.

Click on the Interest field to bring up the drop down list.

Scroll and select the Interest you need.

Click in the Year field (blue area) and type in the year you are looking for, i.e. 2002.

Click on the Continue button.

Answer the No Mail and Inactive questions, i.e. usually No.

Click on the Continue button.

Click on the Sort button.

Again, answer the No Mail and Inactive questions.

Click on the continue button.

Click on the Last Name button.

Enter a Repot Name in the general Label field.

Click on the General List button.

Choose one of the reports you need, i.e. General List/E-Mail button will list any email address if entered.

The General List will display name, Phone, township and Tenure.

You can print the report or click on the Continue button to choose another type of report button.

Repeat the steps above for the next Interest report you need.

 

 

This and other PC Tips are available on the web at:

 

 

Click on Support and Training ->Tips -> Extension Database

 

Question: I have an ED question. I just updated the tenure on two of our

Extension Homemaker clubs, but when I print out a general listing of all

Current homemakers that information does not transfer and the numbers

Are not correct. Can you tell me what I'm doing wrong?

 

Thanks,

Karen Capper - Marshall County

 

Question: I have updated some tenure in CFS but it won't reflect them on

a sheet I printed out. Kathy Green, Vigo County

 

Answer: Make sure you have the Tenure and the Year (for the number of

years in this CFS) fields entered. Below is one way to get the report

printed.

 

From the Main menu select the Print Outs button.

Select the Member button.

Select the CFS Affils/Club button.

Enter in the Tenure field:>=51  (replace the 51 with the whatever years of

tenure you need for your report). Another example would be if you were

looking for CFS members with 45 to 50 years service. Enter 40...50 in the

Tenure Field.

Enter 2001 in the year field.

Press the Continue button beneath the Rolodex in column one.

Press the Continue button beneath the Rolodex in column one again.

Select the General List button.

Select the CFS Tenure button.

Note: If you press the Tenure button and not the CFS Tenure button you

will not get the CFS Tenure years displayed.

 

This message has been sent to multiple mailing groups. If you receive

more than one copy it is because you are on more than one mailing list.

Please delete any un-needed copies. Thank you

 

Information provided herein is a compilation of questions from clientele of

Purdue University school of Agriculture and Purdue University

Cooperative Extension Service. Answers are primarily provided by all staff

members of AgIS, Purdue, primarily provide answers and clientele thereof

have contributed to this document.

 

 

You can use this procedure to generate and export label fields/records from Extension Database and then to create labels using the merge feature in MSWord.

1. From the"Print Outs" menu, select "Member" button,

2. Choose any button on the"Find" screen; i.e. "General Find" button.

3. If you get the"transfer your find" or the "Eliminate" screen click on "No" then the "Continue" button.

4. Enter your criteria for your find then press the Continue button.

5. If you get the"Include Inactive Member" or "No mail" screen, click on "No" then the "Continue" button.

6. Click on the yellow"Sort" button.

7. If you get the"Include" or "No mail" screen click on "No" then the "Continue" button.

8. Choose the"Last Name" button.

9. Click on the"Pre-Print" button and choose "Export Name/Address" button.

10. Change the"Save in" field to your P drive.

11. Enter a filename in the"File name:" field. Make a note of the filename for later use.

12. Change the"Save as Type:" field to "*.mer".

13. Click on the"Save" button to display the "Specify Field Order for Export" dialog box.

14. You can now">>Move>>" additional fields from the list on the left into the right list (Field Order) or clear fields in the "Field Order" list.

15. When all the fields you need are in the right-hand list, click on the"Export" button.

16. Minimize ED to the task bar.

 

The file is now exported and saved. You are ready to open MSWord to create a merge label document. The merge process takes three steps; creating the form letter, working with the FileMaker exported (list) file, and merging these two files into a merged label file.

 

1. Open MSWord to a blank document.

2. Give the document a filename and save it to the P drive.

3. Select the"Tools"menu, then "Mail Merge" option.

4. Click on"Create" (step1) and select "Mailing Labels…".

5. Click on the"Active Window" button.

6. Click on"Get Data" (Step 2) and choose "Open Data Source".

7. Change the"Files of Type:" field to "all files(*.*)".

8. Highlight the Filemaker Pro file you exported (.mer extension) and"Open" the file.

9. Click on the"Set Up Main Document" button to open the "Label Options" dialog box.

10. Choose a label form from the"Product Number" list and click the "OK" button.

11. Click on the"Insert Merge Field" drop-down list to open the "Create Labels" dialog box.

12. Choose one of the fields to insert where you have placed your cursor.

Hint: If you need to increase the font size or use the bold style, highlight the text and press the right mouse button, and choose the font option.  Make your changes and click the OK button.

13. Choose and insert any other fields you need for this label. When you are finished click on the"OK" button.

14. Click on the"Close" Button to display the labels template you chose; i.e. 4013 for a single label, or a postcard for 2 cards per page, or 5160 labels for three- across by 10 rows.

15. Note: now is the time to highlight any field (i.e."First_name") and change the font, font size, or format; i.e. Bold, Center, etc. You will need to do this for every field on this sheet that is alike. For example, all the first name fields.

16. When finished remember to save your file before going to the next step.

17. Select the"Tools"menu, then "Mail Merge" options again.

18. Select"Merge" (step 3).

19. Make sure"New Document" is in the "Merge to:" field.

20. Click on the"Merge" button.

 

You can now scroll the new document to make sure the merge was successful.

Save the file if you want before printing.

Exit MSWord when finished.

 

Thank you to Donna Southard, AGIS and Loretta Byrne, Harrison County for testing these procedures.

Question:  I need a report for all clubs with all projects for 2001

and the report printed by project by division description. We will use this

as a check-in guide at the County fair.

 

Connie, Grant County

 

Answer: Click on the Print Outs button.

Click on the Project/Affils button.

Choose No at the"Do you want to transfer your find? question, then click

on the Continue button.

Click on the County Master button.

Select 4-H for the Type of Member field.

Enter 2001 at the Project year field.

Press the Continue button.

Enter 2001 again at the Limiting and Expanding the Find Screen.

Click on the General (Yellow Print outs) button to go to the General

Screen.

Type in your report title at the Report Label field.

Don’t forget to choose an option for Include address and Page Breaks.

Choose No for the Straight to Print outs.

Select Project as the main sort option.

Click on the Division Description button to display the report.

Use the rolodex to display each page if needed before printing.

Use the File, Print to print the report.

 

Thank you Connie, for providing a good question.

Question: I'm trying to get a list from ED of all 4-Hers enrolled

this year who are in their last eligible year of 4-H. Some are

seniors and some are post high school. All will be 19 sometime

in 2001. How can I get this list?

 

Thank you, Charlotte Hunter, Dubois County

 

Answer: From the Main Menu press the 4H button --> Find button.

Click in the Age Cal. field then click on the Symbol drop-down list

and select the = exact match option.

Type in 19 in this same field, (Age Cal. field).

Type in 2001 in the Yr field, (the field beside the Teuure field).

Click the Continue button.

Click on Main then Print Outs button.

Click on Project/Affils button.

Choose Yes on the transfer your find screen.

Enter 2001 int the Project/Affiliations field on the Limiting or

expanding the Find screen.

Click on the Continue button.

Click on the Sort button if you want to sort your find, otherwise;

Click on the General button to go to the General Lists Print Outs Screen.

Enter a title for your report in the Report label field.

Select Yes for include address and No for Page Breaks and Straight to Print Outs.

Click on the Age button.

Look at other buttons on this General Lists Print Outs screen for

different formats for your find.

Question: I would like to get  5-10-15-year CFS/Homemakers lists for tenure

awards. How do I go about getting this info?

Thanks--

Joyce Melton, Brown County

 

Answer: From the Main Menu choose Print Outs.

Member button. (Yellow)

General Find button. (Blue)

CFS button. (Yellow)

Enter 5 in the Tenure field, in the Year field (to the right of the tenure field)

enter 2001.

Choose the Duplicate button. (Blue)

Notice the Rolodex now has 2 records.

Change the 5 to a 10.

Duplicate button. (Blue)

Change the 10 to a 15.

Notice the Rolodex now has 3 records.

Choose the Continue button in column one.

Say No to the Inactive member and mail flags questions and click on the

Continue button.

Click on the General List button. (Yellow).

Enter a title in the General Label field.

Click on the CFS Tenure button. (Yellow)

Browse the rolodex before printing if you choose.

Question: Is there an easier way to print club lists, a list of all members.

We would also like a list of just current clubs on 1 or 2 pages. We have

several clubs in Lake County and it is taking alot of steps and typing

each clubs name to identify the print out.

 

Just wondering.

 

Rae Ann French

Lake County

4-H Secretary

 

 

Answer:

From the Main Menu press the:

Print Outs button

Project/Affils button

Select NO at the transfer find screen

Press the Continue button

Select the General Find button

Enter at the Type of member field: 4-H

Enter at the Club Description field (not the orange club box):>0

(i.e. the>greater than symbol and the 0 Zero numeric)

Enter in the Project year field: 2001

Press the Continue button

Select the Sort button

After the sort, press the Find button to go back to the find screen.

Click on the Count Members button

Click on the Sort button to go to the Sort screen.

Click on the Club button

Click on the General button to go to the General screen.

Click Yes at the short form question

Click No at the Include address question

Click No at the page preaks question

Type in the Report Label Field: Club Master List

Click on the Club list button.

 

Now you can use the Rolodex to view the report page by page before printing.

This and other PC Tips are available on the web at:

 

 

Click on Support and Training ->Tips -> Extension Database

 

 

 

Question: Can you tell me how to printout the 4-H'ers who did not re-enroll

this year?

 

Answer: These procedures were provided to us by Richard Fox, 4-H

Department.

 

From the Main Menu click on 4-H.

Click on the Affiliations button to display the Member Affiliations screen.

Click the Find button.

Enter 2000 in the Year field for the Projects.

Click on the New button.

Enter 2001 in the Year field for the Projects.

   * Look at the rolodex there are now two requests made.

Click on the Continue button in column one.

Click on the Script menu option. (Found at the FileMaker Pro Menu bar, at

the very top of the window).

Click on the Update 4-H member tenure menu option.

Click on just the YEAR button.

Click on the Find button.

Enter<10 in the tenure field. (Found under the Birthday field).

Enter 2000 in the year field. (Found under the Birthday Field).

   *This will find anyone who had less than 10 years in 4-H and who had a

project for 2000.

Click on the Continue button in column one.

   *The result is all 4-H'ers who are not re-enrolled for this year.

 

If you want to sort these records, click on the Sort button then the Tenure

button.

 

Now you can print the records, for example click on the Print button,

Member button, General List (Yellow) button to go to the General List screen.

Click the Tenure button to display the report before printing.

Question: I need to print labels for all members who were enrolled in 2000 and did not re-enroll in 2001. How can I do this?

 

Answer: Find all members and designate inactive members (did not re-enroll in 2001). You may then do another"Find" for the latter and print labels for that group.

Question:  I need a list of 2001 4-Hers, sorted by last name, which shows

what club they are in.....can you help?

Barbara Robinson - Sullivan County

 

Question: Each Child is sent a report of all their information and all projects

they are taking this year. This is like the Member Master report in CODB.

Do we now have that same report?

Susan Blanton - Decatur County

 

Answer: The answer to these requests can be found using the same

steps listed below.

 

Go to the Print Outs screen

Select the Project/Affils button.

Select No at the"transfer your find" screen, click the Continue button.

Select the County Master button.

Select 4-H in the Type of Member field.

Enter 2001 (or current year) in the Year field on the same line as the

Project field.

Click the Continue button.

Enter 2001 (or current year) in the"What years do you want? Project/Affiliation.

Click the Continue button.

Click on the Yellow Sort button, sort by Last Name Project on the

Project sort screen.

Click on the Yellow Project button.

Type in a title in the"Report Label" field, answer Yes to "Include address",

No to"Straight to Print Outs". You determine wheather you want pages

breaks or not. Click on the"Project/Parent" button.

Click through the Rolodex to see other reports to determine if this is

the report you need, then print the report when you are ready.