Guide to Print Meet Entry Postcards and Heat Sheets

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These are the directions for using MS Word templates and the mail merge function to create swim meet individual and relay entry cards which can be printed directly onto postcards that are compatible with Avery 8387 - Postcards (4 postcards to one 8½ x 11 sheet).

One template is for printing individual entries. The other is for printing relay entries. You will find the files in the attachments section at the bottom of this page.

A. Prepare meet entries for mail merge

  1. Prepare your entries using Team Manager (per usual)
  2. Export your entries to a zip file (per usual)
  3. Open Meet Manager and setup a new database for the new meet.  Make sure to change the meet name & date (select Set-up > Meet Set-up)
  4. Import your meet entries into Meet Manager; make adjustments if desired;
  5. Make sure you have defined teams (select Teams) and seeding preferences (select Set-up > Seeding Prefs > Dual Meets).
  6. Seed the meet events (select Seeding; Select-All; Start Seeting)
  7. Export your team’s entries from Meet Manager to a generic Access database (non-password protected)
    • Select File > Export > Generic Access Database
    • In the export window: Team=(your team); Export Type=Athletes/Teams/Entries
    • Click OK; save the file into the same folder where your entry templates are saved—preferably c:\swmeets\labels. The file name will be: GenericData-{meet name}{date}-###.mdb

B. Generate entry postcards for individual events

  1. Open the template "Meet Labels Individuals.doc" in MS Word. It will probably tell you that it can’t find the datasource, or else it will use the old datasource.  That’s okay.  Just continue.
  2. Once the template is open (assuming MS Word 2003), select Tools > Letters and Mailings > Mail Merge to show the Mail Merge take pane.
  3. In the Mail Merge task pane (right or left sidebar), go to step 3 and click Select a different list — point it to the Generic database you just created and then the Entries table inside it
  4. It will then present a window with all the meet entries.  In the 5th column labeled "Ind_rel", click the little down triangle and select I and click OK.  This is how you ensure that you will be handling only individual entries for this template.
  5. In the Mail Merge task pane (right or left sidebar), go to step 5 and use the Recipient << and >> buttons to step through several pages of entries to verify the data is what you expect.
  6. If you want to make changes to the template design, feel free to do so.  You need only change the top left label and then using the Mail Merge toolbar, click on the click on the 11th icon "Propagate Labels" to propagate that change to the other 3 label boxes.
  7.  Follow the steps to the end and print the labels

C. Generate entry postcards for relay events

  1. Open the template "Meet Labels Relays.doc" in MS Word. The rest is the same as Individual entries.
  2. Same as Individual entries
  3. Same as Individual entries
  4. Same as Individual entries, except that in the column labeled "Ind_rel", click the little down triangle and select R and click OK.  This is how you ensure that you will be handling only relay entries
    for this template.
  5. Same as Individual entries
  6. Same as Individual entries
  7. Same as Individual entries

D. Generate heat sheets for organizing bull pen

Since the events have already been seeded (step A-6), just generate the report by selecting Reports > Meet Program; Select All; Create Report

AttachmentSize
Meet Labels Individuals v3 01-24.doc58 KB
Meet Labels Relays v3 01-24.doc58 KB
01-26 Newton Individual Entry Postcards v1.pdf177.14 KB
01-26 Newton Relay Entry Postcards v1.pdf90.82 KB
GenericData-Natick at Newton-26Jan2008-002.zip30.78 KB

Comments

Success print of entry postcards and heatsheets!

I just tested these directions using the entries for our Natick @ Newton meet. They worked perfectly! In the main post above I’ve attached the mail-merge label templates, a zip of the Generic MBD that I exported from Meet Manager and PDFs of the resulting meet entry postcards.

Hope this helps dramatically reduce the time it takes to prepare for your meets.

Erik