Card List

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1. What is it?
The card list page allows you to have the list on screen, or export it to a TAB file suitable to be used in Microsoft
Excel, OpenOffice Calc, or as a data source for mass mailings. The list contains the card information, including
name, address, phones, e-mail, card balance and the date the card was last used. A card is considered active if it
was used at least one time in the last year.
This document explains how to use this list to create a mass mailing list.

2. Overview
1. What is it? .............................................................................................................................................................. 2
2. Overview ................................................................................................................................................................ 2
3. Accessing the Card List .......................................................................................................................................... 3
4. Exporting the List of Contacts to Outlook .............................................................................................................. 4
Step 1: Exporting from Excel............................................................................................................................ 4
Step 2: Importing into Outlook ........................................................................................................................ 4
Importing into Outlook 2010 ............................................................................................................. 4
5. Exporting the List of Contacts to Mail Merge ........................................................................................................ 5
Step 1: Prepare the Worksheet Data in Excel for the Mail Merge .................................................................. 5
Step 2: Configure the Labels for the Mail Merge in Word ............................................................................... 5
Interrupt and Resume a Mail Merge ................................................................................................. 6
Step 3: Link the Worksheet Data to the Labels in the Mail Merge .................................................................. 6
Step 4: Define the List of Recipients that you want to Include on the Labels ................................................. 7
Step 5: Populate the Labels with Placeholders for Address Information ........................................................ 8
What Happens when you Merge ....................................................................................................... 9
Working with Fields: Examples .......................................................................................................... 9
Map the Mail Merge Fields to your Data File .................................................................................... 9
Type the Content and Add the Fields .............................................................................................. 10
Format the Merged Data ................................................................................................................. 11
Step 6: Preview and Print the Labels ............................................................................................................. 11
Preview the Mail Merge .................................................................................................................. 11
Complete the Mail Merge ............................................................................................................... 12
Step 7: Save the Labels for Future Use .......................................................................................................... 12

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3. Accessing the Card List
The Card List page is where you can get the mass mailing list data.
1. Select Card List under Players.
Figure 1: Players Section

The Card List page displays.

Figure 2: Card List Page

2. Location: Select a location for which the list will be created.

3. Show only Active Cards: Check this option to list only the cards that are currently active.
4. Show Blacklisted Cards: Check this to include the cards that are currently not allowed to be played.
5. Card Category: Select the category(ies) you want displayed in the list.
6. Card Type: Select the type(s) you want displayed in the list.
7. Click the Export List to TAB (Excel) File button.
8. Once the file has been created, click the Download Report File link at the bottom of the page.

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4. Exporting the List of Contacts to Outlook
The list of contacts contained in the Microsoft Excel spreadsheet is not readily accessible to Microsoft Outlook or
to other programs that may access the Address Book. To overcome this obstacle, you can export and then import
the list into Outlook by using the procedure described below.

Step 1: Exporting from Excel

1. Open the Excel file created in Accessing the Card List.
2. On the File menu, click Save As.
3. Choose a folder to save to from the Save in drop-down list, type a name for the file, such as "Contacts,"
in the File name box, and in the Save as type drop-down list, click CSV (Comma delimited).
4. Make a note of the folder location, and then click SAVE.

Step 2: Importing into Outlook

1. If you are importing into an existing Contacts folder, skip to step 3. To create a new folder in Outlook,
click Folder List on the View menu, unless the Folder List is open already.
2. Right-click the Contacts folder, and then click New Folder, type a name for the new folder, and then
click OK.
3. On the File menu, click Import and Export, click Next, click Comma Separated Values (Windows), and
then click Next.
4. If the file that is displayed is not the correct file, click Browse, browse to the folder noted in step 3, and
then double-click the file to select it.
5. If you are importing into a new folder, the Options settings is irrelevant because there are no
duplicates. If not, choose the most logical selection. Click Allow duplicates if you are not sure, and then
click Next.
6. Click the Contacts folder, or other contacts-type folder that you have created, to import into, and then
click Next.
7. If you are not sure that the column names in the first row of the spreadsheet will map correctly to the
Outlook fields, click Map custom fields to verify them.
NOTE: If Map custom fields is unavailable, you have chosen a non-contact-type folder to import into.
Click Back, and then choose the correct folder. If you are satisfied with the mapping, click OK to close
the Map Custom Fields dialog box, and then click Finish.

Importing into Outlook 2010

1. If you are importing into an existing Contacts folder, skip to step 4.
2. Create a new folder in Outlook 2010
3. Right-click the Contacts folder, click New Folder, type a name for the new folder, and then click OK.
4. Click the File tab in the Ribbon, and then click Open on the menu.
5. Click on Import tab. The Import and Export Wizard opens.
6. If the file that is displayed is not the correct file, click Browse , browse to the folder that is mentioned in
step 3, and then double-click the file to select it.
7. If you are importing into a new folder, the Options settings are irrelevant because there are no
duplicates. If you are not importing to a new folder, choose the most logical selection. Click Allow
duplicates if you are not sure, and then click Next .
8. Click the Contacts folder or another contacts-type folder that you have created, and then click Next.

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 9. If you are not sure that the column names in the first row of the spreadsheet will map correctly to the
Outlook fields, click Map custom fields to verify them.

5. Exporting the List of Contacts to Mail Merge

To send a mass mailing to the address list that you just exported to an Excel file, you can use a Microsoft Office
Word mail merge. The mail merge process creates a sheet of mailing labels that you can print, and each label on
the sheet contains an address from the list.
To create and print the mailing labels, you must first prepare the worksheet data in Excel and then use Word to
configure, organize, review, and print the mailing labels.

Step 1: Prepare the Worksheet Data in Excel for the Mail Merge
In Excel, your address list must match the tabular structure that mail merge requires.
1. Include only rows and columns that contain data. Do not include blank rows or columns in the address
list, because the list of labels that is created might not be complete beyond the blank rows and columns
when you set up the labels for the mail merge in Word.
2. To help locate and select the address list during the mail merge, do the following to define a name for
the address list:
a. On the worksheet, select the whole address list, including the cells that contain column headers.
b. On the Formulas tab, in the Defined Names group, click Define Name.

c. In the Name box, type a name for the address list, such as Player_Cards, and then click OK.
The first character of a name must be a letter, and you cannot use a space between words.
Instead of a space, use an underscore character (_).
3. Save and close the workbook.

Step 2: Configure the Labels for the Mail Merge in Word

You configure the layout of the labels just once, for all the labels in the mail merge. In a mail merge, the document
that you configure for the layout is referred to as the main document for labels (or label main document). In this
document, you can also configure any content that you want repeated on each label, such as a company logo or
your return address on shipping labels.
Chances are that you already have a package of label sheets from one of the label sheet suppliers such as Avery,
AOne, or Formtec. Each label sheet is a certain size and contains a certain number of labels with specific
dimensions.
To configure the label main document, you match its dimensions with the dimensions of the labels on the
worksheets that you plan to use.
1. Start Word.
By default, a blank document opens. Leave it open. If you close it, the commands in the next step are
not available.

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 2. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.

3. Click Labels.
4. In the Label Options dialog box, you have several choices to make.

a. The type of printer that you are using to print the labels.
b. The supplier that produced your label sheets.
c. The number that corresponds to the product number listed on your package of label sheets.
5. After you select the label options that you want, click OK.
Word creates a document that uses a table to lay out the labels. If you do not see lines separating the
labels in the layout, click the Layout tab under Table Tools, and then in the Table group, click View
Gridlines.

Interrupt and Resume a Mail Merge

If you need to interrupt your work on a mail merge, you can save the label main document as you would any other
document and resume the merge later. Word retains the data source and field information in the document that
you save. If you were using the Mail Merge task pane when you stopped working on the merge, Word returns to
your place in the task pane when you resume the merge.
1. When you are ready to resume the merge, open the label main document that you saved.
Word displays a message box that asks you to confirm that you want to open the document and run an
SQL command (the SQL command connects Word to your Excel source file).
2. Click Yes to connect to your Excel source file and retrieve your address list.
The text of your label main document, along with any fields that you inserted, appears.
3. Click the Mailings tab, and resume your work.

Step 3: Link the Worksheet Data to the Labels in the Mail Merge
To merge the address information into your labels, you must connect the labels to the worksheet that contains
your address list.
1. If this is the first time that you have ever connected to a worksheet, do the following:
a. Click the Microsoft Office Button or the File menu, and then click Word Options.

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 b. Click Advanced.
c. Scroll to the General section, and select the Confirm file format conversion on open check box.
d. Click OK.
2. With the mail merge main document open, in the Start Mail Merge group on the Mailings tab, click
Select Recipients, and then click Use Existing List.

3. Locate the Excel worksheet in the Select Data Source dialog box, and double-click it.
4. In the Confirm Data Source dialog box, click MS Excel Worksheets via DDE (*.xls), and then click OK.
Note: If you do not see MS Excel Worksheets via DDE (*.xls) in the list, select the Show all check box.
5. In the Microsoft Office Excel dialog box, for Named or cell range, select the cell range or worksheet that
contains the information that you want to merge, and then click OK.
Note: The labels are now connected to the worksheet data, but the sheet of labels is still blank. If
needed, you can define the list of recipients as described in step 4, or you can start populating the
labels with placeholders for the address information, as described in step 5.

Step 4: Define the List of Recipients that you want to Include on the Labels
Word generates a label for each address in your mailing list. If you want to generate labels for only certain
addresses in your mailing list, you can choose which addresses (records) to include.
To narrow the list of recipients or to use a subset of the records in your data file, do the following:
1. On the Mailings tab, in the Start Mail Merge group, click Edit Recipient List.

2. In the Mail Merge Recipients dialog box, do one of the following:

o Select individual records: This method is most useful if the list is short. Select the check boxes
next to the recipients that you want to include, and clear the check boxes next to the recipients
that you want to exclude.
If you know that you want to include only a few records in your merge, you can clear the check
box in the header row and then select only those records that you want. Similarly, if you want to
include most of the list, select the check box in the header row, and then clear the check boxes
for the records that you do not want to include.
o Sort records: Click the heading of the column that you want to sort by. Word sorts the list in
ascending alphabetical order (from A to Z). Click the column heading again to sort the list in
descending alphabetical order (Z to A).
To specify more advanced sorting options, click Sort under Refine recipient list and select your
sorting preferences on the Sort Records tab in the Filter and Sort dialog box. For example, you
can specify that recipient addresses must be alphabetized by last name within each postal code,
and that postal codes are listed in numeric order.
o Filter records: This method is useful if the list contains records that you do not want to see or
include in the merge. After you filter the list, you can select or clear the check boxes to include or
exclude specific records.

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 To filter records, do the following:
a. Under Refine recipient list, click Filter.
b. On the Filter Records tab in the Filter and Sort dialog box, select the criteria that you want to
use to filter your records.
For example, to generate labels only for addresses in Australia, click Country or Region in the
Field list, Equal to in the Comparison list, and Australia in the Compare to list.
c. To further refine the filter, click And or Or, and then select more criteria.
For example, to generate labels only for businesses in Munich, you specify records whose City
field contains Munich and whose Company Name field is not blank. If you use Or instead of And
in this filter, your mail merge includes all Munich addresses in addition to all addresses that
include a company name, regardless of city.
Note: If you have installed address validation software on your computer, you can click Validate
addresses in the Mail Merge Recipients dialog box to validate your recipients' addresses.

Step 5: Populate the Labels with Placeholders for Address Information

When you perform the mail merge, the mail merge fields are filled with information from your address list.
After you connect your labels to your address list, you are ready to add placeholders that indicate where the
addresses will appear on each label. You can also type text that you want repeated on each label, such as a
company logo or your return address on a shipping label.
The placeholders for the addresses are called mail merge fields. Mail merge fields in Word correspond to the
column headers in the data file that you choose.

1. Columns in a data file represent categories of information. Mail merge fields that you add to the labels
are placeholders for these categories.
2. Rows in a data file represent records of information. Word generates a label for each record when you
perform a mail merge.
By putting a mail merge field in the original label that you configured in the label main document, you indicate that
you want a certain category of information, such as name or address, to appear in that location.

Note: When you insert a mail merge field into the label main document, the field name is always surrounded by
chevrons (« »). These chevrons do not show up on the final labels — they just help you distinguish the fields in the
label main document from the regular text.

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What Happens when you Merge
When you perform the mail merge, information from the first row in the data file replaces the fields in the first
label. Then, information from the second row in the data file replaces the fields in the second label, and so on.

Diego Arullo
5432 45th Avenue

Working with Fields: Examples

When you design labels, you can link any column heading from your data file to a field in a label.
For example, suppose you have a subscriber list to your newsletter and your data file includes a column, called
ExpireDate, that stores the date that each subscription expires. If you insert an «ExpireDate» field in the label main
document before you run the merge, that information is added to each mailing label.
You can combine fields and separate them with punctuation marks. For example, to create an address, you can
configure the fields in the label main document as follows:
«First Name» «Last Name»
«Address 1»
«City», «State» «Postal code»
For combinations that you use frequently, like address blocks and greeting lines, Word provides composite fields
that group a number of fields together. For example, the Address Block field is a combination of several fields,
including first name, last name, street address, city, and postal code.

Diego Arullo
Address Block 5432 45th Avenue
San Diego, California, 90321

You can customize the content in each of these composite fields. For example, in the address, you may want to
select a formal name format (Mr. Diego Arullo). In the greeting, you might prefer to use "To" instead of "Dear."

Map the Mail Merge Fields to your Data File

To make sure that Word can find a column in your data file that corresponds to every address element, you might
need to map the mail merge fields in Word to the columns in your data file.
To map the fields, click Match Fields in the Write & Insert Fields group on the Mailings tab.

The Match Fields dialog box appears.

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The elements of an address are listed on the left. Column headings from your data file are listed on the right.
Word searches for the column that best matches each element. As the graphic illustrates, Word automatically
matched the data file's Surname column to Last Name, but Word was unable to match other elements, such as
First Name.
In the list on the right, you can select the column from your data file that matches the element on the left. In the
graphic, the Name column is now matched with First Name. It is okay that Courtesy Title, Unique Identifier, and
Middle Name are not matched, because the mail merge label does not need to use every field. If you add a field
that does not contain data from your data file, it will appear in the merged document as an empty placeholder —
usually a blank line or an empty block of space.

Type the Content and Add the Fields

1. In the original label that you configured in the label main document, click where you want to insert the
field.
2. Use the Write & Insert Fields group on the Mailings tab.

3. Add any of the following:

o Address Block with name, address, and other information
o Individual fields

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 o Custom fields from Microsoft Office Outlook contacts
4. After you finish setting up the first label the way you want it, in the Write & Insert Fields group, click
Update Labels.
Word replicates the layout of the first label to all the other labels.
Notes
 You cannot type merge field characters («« »») manually or use the Symbol command on the Insert menu
in Word. You must use mail merge.
 If the merge fields appear inside braces, such as { MERGEFIELD City }, Word is displaying field codes
instead of field results. This doesn't affect the mail merge, but if you want to display the results instead,
right-click the field code, and then click Toggle Field Codes.

Format the Merged Data

Database and spreadsheet programs, such as Access and Excel, store the information that you type in cells as raw
data. Formatting, such as fonts and colors, that you apply in Access or Excel is not stored with the raw data. When
you merge information from a data file into a Word document, you are merging the raw data without the applied
formatting.
To format the data in the document, select the mail merge field and format it, just as you would format any text.
Make sure that the selection includes the chevron characters (« ») that surround the field.

Step 6: Preview and Print the Labels

After you have added the fields to the original label that you configured in the label main document, you are ready
to preview the mail merge results. After you are satisfied with the preview, you complete the mail merge and print
the labels. You can then save the label main document for future use.

Preview the Mail Merge

You can preview your labels and make changes before you actually complete the mail merge.
To preview, do any of the following in the Preview Results group of the Mailings tab:

 Click Preview Results.

 Page through each label by clicking the Next Record and Previous Record buttons in the Preview Results
group on the Mailings tab.
 Preview a specific label document by clicking Find Recipient.
Note: Click Edit Recipient List in the Start Mail Merge group on the Mailings tab to open the Mail Merge
Recipients dialog box, where you can filter the list or remove recipients from the merge if you see records that you
do not want to include.

Note: Word uses a table to lay out a sheet of labels on the page. As you page through the labels, the active record
is displayed in the first cell of the table, with the following records displayed in subsequent cells.

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Complete the Mail Merge
To print the labels, do the following:
1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Print Documents.

2. Choose whether to print the whole set of labels, only the label that is currently visible, or a specific
subset of the labels.
To change individual labels, do the following:
1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Edit Individual
Documents.

2. Choose whether you want to edit the whole set of labels, only the label that is currently visible, or a
specific subset of the labels. Word saves the labels that you want to edit to a separate file.

Step 7: Save the Labels for Future Use

Remember that the merged labels that you save are separate from the original label that you configured in the
label main document. It is a good idea to save the label main document itself if you plan to use it for another mail
merge.
When you save the label main document, you also save its connection to the data file. The next time that you open
the label main document, Word will prompt you to choose whether or not to merge the information from the data
file into the label main document again.
 If you click Yes, the document opens with the information from the first record that was merged in.
 If you click No, Word breaks the connection between the label main document and the data file,
reformats the label main document as a standard Word document, and replaces the fields with the
unique information from the first record.

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