Using Ajera With Word

Have you ever wanted to get data out of Ajera and into another application, such as Microsoft Word?

You may have had several occasions when you wanted to export data from Ajera: when you needed to get client names and addresses into a letter, or when you had an open house and wanted to send out invitations to all of the contacts you have stored in Ajera. Using Microsoft Mail Merge, you are able to set up a form letter and import data from Ajera into the letter’s form fields (such as address block and recipient name).

For instance, you want to send a business letter to several of your clients, but you would prefer not to have to manually type the names and addresses for each recipient. You already have the names and addresses stored within Ajera, so it would be preferable to automatically insert that information into Word. Mail merge can help you do exactly that.

1. In Word, select Tools Letters and Mailings Mail Merge.
2. Select the document type from the list and then click Next.
3. Select the starting document and click Next.
   • If you have not yet typed anything, you might find it convenient to start a new document from a template, which will format the document for you. A letter template, for instance, adds a date, address line, salutation, and closing for you.
   • If you prefer to use an open document that you have already composed or an existing saved document, you may select one of those options.
4. For the Select Recipients step, select Use An Existing List and then click the Browse link.
5. In the Select Data Source window, click the New Source button.
6. Select Microsoft SQL Server as the data source, and then click Next.
7. Type the Server Name followed by \AXIUM (Example: Server name is Test. Type Test\AXIUM) and click Next.
   • If you have the Ajera database installed on your own computer rather than on a server, type localhost\AXIUM.
8. A window will prompt you to select the database. Select Ajera.
9. Select the table or view that you would like to use and click Next.
   • For the Contact information in Ajera, select Contact.
10. Click the Finish button.
11. In the Select Data Source window, select the new data source created and click Open
    • The name of the source will reflect the server name and the table or view that you selected. The Mail Merge Recipients window then appears.
12. In the list of Mail Merge recipients, select the check boxes for those recipients you want to receive the letter and clear the check boxes for those you don't.
13. To sort the list in the order you would like to print the letters, click the heading for the column you want to use for sort order. Click OK, and then click Next.
14. Select Address Block to select the format you would like to use. You can insert fields such as Address Block or Greeting Line into your document. If you used a template, the template may have inserted these fields for you.
15. Click the Match Fields… button to connect the database fields. For fields that already exist, right click them, select Edit, and then click the Match Fields… button.
16. For each required data type in the Match Fields window, such as first name, last name, and address, select a corresponding field of data from your data source. Click OK, then click OK again, and finally click on Next.
    • Note: For Company, select the cntDescription field.
17. You should see a preview of how each copy of the document will look with the data inserted into it. You can scroll through each copy using the arrow buttons. Click Next.
18. Now you can print the documents or edit individual copies to personalize them further before printing.