|Forest Service Forms
|Shana Import, Export, Mail Merge
Use File, Export to create a tab delimited text file containing Shana data. You can export all of just some of it. You can export just one record or all the records (a collection). The names of the fields are created from the Shana form field names.
If you want to see what the field names are, you can view the field list (also called cells) while in the Export function noted above (File, Export). Another way to see the field list is, after creating the text file (the .txt), open it with Notepad, and the top of the file will have the field names listed. Or import it into Excel and the 1st row will be field names.
Much like above, use File, Import to import data from a tab delimited text file. If the field names match, like above, then the Shana form will be populated with the imported data.
Mail Merge using Word
One useful example to illustrate is how to take form data out of Shana and use it to generate a form letter. Assuming you know how to use Word's Mail Merge functions already, this is rather easy. The steps are as follows:
You can have many letters (as created in step #1) each use the same data source as created in step #2 (the .txt file). For example, 12 letters can all use the one .txt file. Then use any of the letters you need. Click here for another sample .doc that uses the same .txt above.
A tip, to easily create new letters, rather than reenter word mergefields, one can either: make one letter #1 and revise same and save-as letter #2, or start a new letter #2 and copy/paste in parts or form fields from letter #1.
For more information, contact the ministry Forms Office using this Feedback link.
Revised: October 31, 2001, fb