Creating the Kesler Newsletter

• Newsletter Template:

The Newsletter Template is located in G: Divinity/Kesler/Newsletter/template.doc.
Open this document, choose File from the toolbar and option "save as" and save it in the appropriate year folder with a name that reflects the months covered, such as 4-698.doc.

• Recent Acquisitions Reports

1. Library Technology places the recent acquisitions report for the previous month in the G:Everyone location under the file "newdiv.txt" at the beginning of each month.  An e-mail notice alerts you that it is there.  Move this file to the workfile in G: Divinity/Kesler/Newsletter/draft/. 
2. Edit the file automatically by removing the line titles and extra spacing.  Open the file in Word.  From the Toolbar, select Edit and choose the option to "find."  Enter "Title: " in the dialog box.  Choose the "replace" tab in the dialog box.  Enter nothing.  Select the "Select All" button.  The program automatically removes all of the "title: " entries in the report.  Follow the same directions for:   "description: ", "@", "Held by: Divinity", "publication info: " (and anything else you want to remove automatically).  
3. From the toolbar menu, select edit and "select all."  Make the font ARIAL and 12 pt. 
4. Remove all materials in foreign languages and edit out materials not appropriate for the Kesler library.  Try to select a range of items from different call numbers. 
5. Save the file as a word document with the month/year as its name in G: Divinity/Kesler/Newsletter/draft  example: "798.doc".
6. When two or three months of individual lists have been edited, copy these into the working newsletter. 

• Create the mailing lables for the Kesler mailing. In Microsoft Access database open:

• Click on the Microsoft Access 97 Icon in the NAL window.
• A dialog box appears with the default set to "Open exisiting Database." Click on the database that is named: E:/data/Access97/KCLdata and click the "ok" button.
• Filter out the RAL records:
  • In a field on a form, subform, or datasheet, find one instance of the value you want records to contain in order to be included in the filter's results.  In this case, we want to select or highlight "RAL" so that we include all of the folks who need to receive the newsletter. 
  • Click Filter By Selection on the toolbar. How you select the value determines what records the filter returns.
  • Click on the Zipcode label and select the Sort option on the toolbar.  Sort in either Ascending or Descending order so that the mailing labels are in order for the bulk mailing.
• Create mailing  labels
  • In the Database window, click the Reports tab.
  • Click New.
  • In the New Report dialog box, click Label Wizard
  • Click the table or query that contains the data for the labels, and then click OK.
  • Follow the directions in the wizard dialog boxes.
  • If the resulting label report doesn't look the way you want, you can delete the report and run the Label Wizard again.
  • Watch out for the labels that don't fit right and write in the information.
  • Print a test copy on the back of the label sheed to make sure that the labels fit.   Put the label paper in the printer tray right side up.  Print one sheet.
  • If all goes well, print the whole batch.  Place several sheets in the tray wrong side up. 

• Obtain an 1180 from Donna to copy the list at Kinko's.  Be specific on the 1180 about number of copies, types of copies and instructions.  Create a sample of the list for Kinko's and include this with the originals.  Have the newsletter delivered to the library.

• When lists are ready to be mailed, ask Donna to do a bulk mailing request from printing services and take the lists to her office. 

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Documentation by Julie Owen
Last Updated: March 29, 2002