How do I create a school directory in Publisher 2000?

[melamb]

I am trying to create a school directory listing all families in our school,
sort of like an address book. I would like to use the mail merge feature,
but can't figure out how to make the merge work. Every time I merge (whether
in the preview or actual printing) it prints the first listing in the
database over and over, so that the first family is the only family in the
directory and none of the other families are included. The second copy
contains only the family listed second in my database, and so on. Please
help!

 

[Mary Sauer]

You can setup your page as if they were labels. Determine how many names you
want per page. In page setup. Assume each directory setting is 6.5 wide and 2
inches in height. Select custom in the page setup, type the numbers. There will
be one long label on your screen. Do the merge. When you go to print, adjust the
margins and gaps. If you use the sample numbers, you will type .5 top, 1 inch
side, zero gaps. This will put 5 directory listings per sheet.

 

[Rob Giordano \(Crash\)]

I got roped into doing several school directories. The way I did them was
first in Excel so I could alphabetize them and also search for dupes. Then
put the tables into Pub. and did all the pretty stuff in Pub. Works great,
the only hard part was getting the information from the school &
teachers...THAT nearly drove me nutso.



|I am trying to create a school directory listing all families in our
school,
| sort of like an address book. I would like to use the mail merge feature,
| but can't figure out how to make the merge work. Every time I merge
(whether
| in the preview or actual printing) it prints the first listing in the
| database over and over, so that the first family is the only family in the
| directory and none of the other families are included. The second copy
| contains only the family listed second in my database, and so on. Please
| help!

 

[melamb]

Ok, except that I wanted it to print out as a booklet, so that the pages
would layout correctly and it could be stapled together. Is there a way to
do this?

 

[melamb]

Thanks for your help! It sure would be nice to keep it all in Publisher--not
sure it can be done, especially since I want it to print as a booklet. I
can't set them up as labels, as was suggested by someone else, and still
print a booklet. Your suggestion seems to be the only way to get it done and
I really appreciate your help!

 

[Rob Giordano \(Crash\)]

It worked for me. There's probably several other ways to do it, but given
all the junk the teachers gave me...Word files, Wordperfect, Excel, straight
text, handwritten scraps of paper...blah blah blah. Starting off fixing all
that junk made sense to me in Excel.

Set it up as a booklet in Pub and bring in each class's table of names, the
use pub to make everythang pretty.

I probably did 8 like that and it worked fine. I could slap the teachers
though for not following my instructions.


| Thanks for your help! It sure would be nice to keep it all in
Publisher--not
| sure it can be done, especially since I want it to print as a booklet. I
| can't set them up as labels, as was suggested by someone else, and still
| print a booklet. Your suggestion seems to be the only way to get it done
and
| I really appreciate your help!
|
| "Rob Giordano (Crash)" wrote:
|
| > I got roped into doing several school directories. The way I did them
was
| > first in Excel so I could alphabetize them and also search for dupes.
Then
| > put the tables into Pub. and did all the pretty stuff in Pub. Works
great,
| > the only hard part was getting the information from the school &
| > teachers...THAT nearly drove me nutso.
| >
| >
| >
| > | > |I am trying to create a school directory listing all families in our
| > school,
| > | sort of like an address book. I would like to use the mail merge
feature,
| > | but can't figure out how to make the merge work. Every time I merge
| > (whether
| > | in the preview or actual printing) it prints the first listing in the
| > | database over and over, so that the first family is the only family in
the
| > | directory and none of the other families are included. The second
copy
| > | contains only the family listed second in my database, and so on.
Please
| > | help!
| >
| >
| >

 

[me04984]

Did you do the labels in Word first and them transfer them into PUblisher?
Or can you make a directory with labels right in Publisher?

 

[Rob Giordano \(Crash\)]

No, I created the listings in Excel as much as I could then brought the
tables into my Publisher design (Word tables don't cut it for me).


--

Rob Giordano
Microsoft MVP - FrontPage





| Did you do the labels in Word first and them transfer them into PUblisher?
| Or can you make a directory with labels right in Publisher?
|
| "Rob Giordano (Crash)" wrote:
|
| > It worked for me. There's probably several other ways to do it, but
given
| > all the junk the teachers gave me...Word files, Wordperfect, Excel,
straight
| > text, handwritten scraps of paper...blah blah blah. Starting off fixing
all
| > that junk made sense to me in Excel.
| >
| > Set it up as a booklet in Pub and bring in each class's table of names,
the
| > use pub to make everythang pretty.
| >
| > I probably did 8 like that and it worked fine. I could slap the teachers
| > though for not following my instructions.
| >
| >
| > | > | Thanks for your help! It sure would be nice to keep it all in
| > Publisher--not
| > | sure it can be done, especially since I want it to print as a booklet.
I
| > | can't set them up as labels, as was suggested by someone else, and
still
| > | print a booklet. Your suggestion seems to be the only way to get it
done
| > and
| > | I really appreciate your help!
| > |
| > | "Rob Giordano (Crash)" wrote:
| > |
| > | > I got roped into doing several school directories. The way I did
them
| > was
| > | > first in Excel so I could alphabetize them and also search for
dupes.
| > Then
| > | > put the tables into Pub. and did all the pretty stuff in Pub. Works
| > great,
| > | > the only hard part was getting the information from the school &
| > | > teachers...THAT nearly drove me nutso.
| > | >
| > | >
| > | >
| > | > | > | > |I am trying to create a school directory listing all families in
our
| > | > school,
| > | > | sort of like an address book. I would like to use the mail merge
| > feature,
| > | > | but can't figure out how to make the merge work. Every time I
merge
| > | > (whether
| > | > | in the preview or actual printing) it prints the first listing in
the
| > | > | database over and over, so that the first family is the only
family in
| > the
| > | > | directory and none of the other families are included. The second
| > copy
| > | > | contains only the family listed second in my database, and so on.
| > Please
| > | > | help!
| > | >
| > | >
| > | >
| >
| >
| >

 

[me04984]

Lets say you have Name, address, phone #, email in columns in Excel. How do
you then get them into a format in Publisher where the name is the first
line, address on 2nd, phone on 3rd and email on 4th line? If you have a
thousand to do and don't want to copy and paste?

 

[Mary Sauer]

In page setup, click special size, leave the 8.5 and type however large you
want the entry for your directory. Assuming you have an one inch margin all
around, divide the remaining space into one inch spaces. When you go to print
adjust the gaps by clicking the custom options.
This will take some tweaking but it works okay.

 

[Mary Sauer]

The above is assuming you are using mail merge.

 

[me04984]

Just last night I learned that I could mail merge in Publisher and am
checking it out. It seems a bit different than in Word so I may be back with
more questions. Thanks for both of your help.

 

[TerriN]

I would like to do this as well but I have Publisher 2002. I understand about
entering all the data in Excel but then how do you set up Publisher in a
booklet format to look like a directory. Can someone explain that to me step
by step. I am a bit confused.Could you email me a sample page perhaps so I
understand the formatting you used. I have tried this and the same entry
appears over and over again even though I have let say 20 entries. PLease
advise.

 

[Mary Sauer]

The catalog feature is not available in Publisher 2002. You can setup a
directory about the same way you would set up labels. Create a database. You can
do this in Word, Access, Excel or in Publisher.

Mail Merge is about the same in 2003, this article will help.
Create a mail merge
http://office.microsoft.com/en-us/publisher/HP052584251033.aspx

You can only have one entry on your screen when you do a merge. Did you actually
print or did you do a print preview? It is a Publisher bug that shows all the
entries the same in print preview.

 

[TerriN]

I am looking to do the directory in landscape orientation, with one listing
after the other like a personal telephone book. Any suggestion to what label
to use for this? Is this something that can be done? The final directory
will be in a booklet format and stapled in the center. Did you put all the
data in excel then import/merge into publisher?

 

[me04984]

I think I've got it! But there is a lot to learn before it looks like a
professional directory, of course. Is there a way to have one line right
after another. Some of my names have email address, some don't. So instead of
leaving a blank line, how can I get the next line to print up one?
Many thanks.

 

[TerriN]

But how do I set up the labels? I am doing a friend finder directory for my
daughter's school that includes all information that a personal address book
would. I thought by being able to mail merge I could keep them in
alpabeticall order as well it would automatically flow from page to page. I
am looking to do it like a personal address book, printed landscape with one
entry under another. Can you suggest a label to use? Or How to format a label
for the size I need? I am familiar with doing a mail merge in excel, word or
publisher but by looking at the other posts excel would be my best bet. So
that is easy. But the actual format is what I am stumped on. Making each
entry the same size,making sure each entry has all the info and getting about
6 entries to a 1/2 page - 12 total for one page with the booklet being
stapled in the middle. Can you advise me how to pull this off? I'd appreciate
it.

 

[Rob Giordano \(Crash\)]

I set it up landscape on 8.5 x 11 but I kept my columns as name, address,
grade, phone, email in tables on each facing page so I didn't have to try to
cross the gutter. I think you're doing it differently from what I'm reading.
I found Excel to be the easiest to set the tables up, because I could
search/replace, alphabetize and do some conditional formating .

I did this 4 years running for my daughter's middle school. The worst part
was getting the info from the teachers (computer dummies compared to the
kids!) I had to create all the ads as well because it seems no one
understands what camera-ready means. It was fun but frustrating at the same
time.

The covers were spot color so that I did as separate pub doc. Everything
inside was b&w.

--

Rob Giordano
Microsoft MVP - FrontPage





|I am looking to do the directory in landscape orientation, with one listing
| after the other like a personal telephone book. Any suggestion to what
label
| to use for this? Is this something that can be done? The final directory
| will be in a booklet format and stapled in the center. Did you put all the
| data in excel then import/merge into publisher?
| --
| Terri N.
|
|
| "TerriN" wrote:
|
| > I would like to do this as well but I have Publisher 2002. I understand
about
| > entering all the data in Excel but then how do you set up Publisher in a
| > booklet format to look like a directory. Can someone explain that to me
step
| > by step. I am a bit confused.Could you email me a sample page perhaps so
I
| > understand the formatting you used. I have tried this and the same entry
| > appears over and over again even though I have let say 20 entries.
PLease
| > advise.
| > --
| > Terri N.
| >
| >
| > "me04984" wrote:
| >
| > > Did you do the labels in Word first and them transfer them into
PUblisher?
| > > Or can you make a directory with labels right in Publisher?
| > >
| > > "Rob Giordano (Crash)" wrote:
| > >
| > > > It worked for me. There's probably several other ways to do it, but
given
| > > > all the junk the teachers gave me...Word files, Wordperfect, Excel,
straight
| > > > text, handwritten scraps of paper...blah blah blah. Starting off
fixing all
| > > > that junk made sense to me in Excel.
| > > >
| > > > Set it up as a booklet in Pub and bring in each class's table of
names, the
| > > > use pub to make everythang pretty.
| > > >
| > > > I probably did 8 like that and it worked fine. I could slap the
teachers
| > > > though for not following my instructions.
| > > >
| > > >
| > > > | > > > | Thanks for your help! It sure would be nice to keep it all in
| > > > Publisher--not
| > > > | sure it can be done, especially since I want it to print as a
booklet. I
| > > > | can't set them up as labels, as was suggested by someone else, and
still
| > > > | print a booklet. Your suggestion seems to be the only way to get
it done
| > > > and
| > > > | I really appreciate your help!
| > > > |
| > > > | "Rob Giordano (Crash)" wrote:
| > > > |
| > > > | > I got roped into doing several school directories. The way I did
them
| > > > was
| > > > | > first in Excel so I could alphabetize them and also search for
dupes.
| > > > Then
| > > > | > put the tables into Pub. and did all the pretty stuff in Pub.
Works
| > > > great,
| > > > | > the only hard part was getting the information from the school &
| > > > | > teachers...THAT nearly drove me nutso.
| > > > | >
| > > > | >
| > > > | >
| > > > | > | > > > | > |I am trying to create a school directory listing all families
in our
| > > > | > school,
| > > > | > | sort of like an address book. I would like to use the mail
merge
| > > > feature,
| > > > | > | but can't figure out how to make the merge work. Every time I
merge
| > > > | > (whether
| > > > | > | in the preview or actual printing) it prints the first listing
in the
| > > > | > | database over and over, so that the first family is the only
family in
| > > > the
| > > > | > | directory and none of the other families are included. The
second
| > > > copy
| > > > | > | contains only the family listed second in my database, and so
on.
| > > > Please
| > > > | > | help!
| > > > | >
| > > > | >
| > > > | >
| > > >
| > > >
| > > >

 

[TerriN]

Sounds like exactly what I would like to do the same. Could you email me a
page from both Publisher and excel to see what the end result was? I am
starting from scratch so any help would be a big help. So if I understand you
type the info in Excel and then just pasted it in publisher???? In a booklet
format?

 

[me04984]

My question on spaces got lost in a sidetrack. how would I make it so that
the names and addresses that don't have any data in a line won't print like
there is a big space there? In other words, how can I get the next line to
move up one?
thanks for your help!