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University of Wyoming

FairPlus!
Registration Form

[pdf version]  [sample registration form]
[video - Create 4HPlus mail merge file: length 2 minutes 6 seconds]
[video - Use Word sample registration form: length 2 minutes 35 seconds]

A customized registration form can be set up using a mail merge file from the 4HPlus! program and a mail merge form developed in Microsoft Word.  Using this method allows the registration form to show the current projects for 4-H members.  Also, different registration forms can be created for different types of entries such as static exhibits or livestock.

4HPlus! Mail Merge File

Create the mail merge file in 4HPlus! using the Member's SQL section.  Decide what information is needed on the registration form prior to running the SQL request.

  1. Open the 4HPlus! program.
  2. Click Go to > Members > SQL > Request > Mail Merge.
  3. Select the criteria to generate the mail merge file.  For example, it can be all current active members or all active members in certain projects.
  4. Next, select the fields being used.  For example, this can include first name, last name, street, city, state, zip, phone, age, primary club, and projects.
  5. Select the sort order.  Usually, sorting by last name first and first name second works well.
  6. After processing the request, a message displays showing the location of the mail merge file.  See Figure 1.

Figure 1. Mail Merge File Location

Figure 1.  Mail Merge File Location
  1. Click OK, and close the program.

Sample Mail Merge Form

A sample template can be downloaded and modified to make setting up the mail merge form easier.  It includes the mail merge fields.  This is a good way to see how the process works.  Changes can be made to the template prior to completing the mail merge, if desired.

CautionBe sure a 4HPlus! mail merge file has been created and saved in the C:\CKV\4HPlus\WY\Files folder.  Otherwise, this sample template will not work.  It must include the following fields:  first name, last name, street, city, state, zip, phone, age, primary club, and the 20 project fields.

  1. Download the file and save it on the hard drive.  Make a note of where the file is saved.  As a suggestion, it can be saved in the My Documents folder.
  2. Open Microsoft Word.
  3. Click File > Open.
  4. Navigate to the location of the sample template file.
  5. Highlight the file and click Open.
  6. Click Yes at the message, "Opening this document will run the following SQL command."
  7. Click View > Toolbars > Mail Merge.
  8. Click the Merge to New Document icon on the mail merge toolbar.  See Figure 2.  Click the image to enlarge it.

Figure 2. Merge to New Document

Figure 2.  Merge to New Document

Create a New Registration Form

Following are the directions to start a registration form from scratch.

  1. Set up a form in Microsoft Word with the desired information.  Customize it to meet the needs of the registration form.  More than one registration form can be used, if needed.
  2. Click Tools > Letters and Mailings > Mail Merge.  The mail merge wizard displays in the task pane.
  3. Select the Letters radio button.
  4. Click the Next: Starting document link.
  5. Select the Use the current document radio button.
  6. Click the Next: Select recipients link.
  7. Select the Use an existing list radio button.
  8. Navigate to the C:\CKV\4HPlus\WY\Files folder.
  9. Change the Files of type to All files (*.*).
  10. Locate the 4HPMail.dat.
  11. Click Open.
  12. Click Windows (default) radio button in the File Conversion window and click OK.
  13. Click OK at the Mail Merge Recipients window.

Write the Letter

  1. Click the Next: Write your letter link.
  2. Take these steps to insert the fields for the registration.
    1. Click the More items link.
    2. Highlight the field to be inserted.  For example, highlight First to insert the first name.
    3. Click Insert.
    4. Click Close.
    5. Repeat this process for each field.

NoteThere are 20 projects fields and each one is inserted separately so that all a member's projects print on the registration form.

  1. Click the Next: Preview your letters link.
  2. After previewing the letters, click the Next: Complete the merge link.
  3. Click the Edit individual letters link.
  4. Click OK at the Merge to New Document window.
  5. Save the merged letters in a separate file and print them.

Ed.  06/05/2006

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Updated on 06/27/2006