Mailing address labels can be created from a Mailing Labels report in Neos using your firm's Mailing Lists (e.g., Birthday and Holiday Card). When the report is exported, Microsoft Word Desktop is used to configure your Mail Merge template. Once a template has been created, content from the Neos report can be inserted into the mailing labels template and printed as needed.
NOTE: A user must have Enabled permissions to General > Reports and Case, Provider, and/or Intakes to utilize the Mailing Labels Reports tab and reports.
Run/Export Report
Click the Reports icon on the left side pane in Neos.
Select the Mailing Labels tab in Reports or the Import/Export tab for Mailing List reports. You may also select the All tab to filter by report Name.
Choose the desired report filters on the Report Details tab for the selected report. The Mailing Labels for All Names report can be used for Birthday or Holiday Card mailings.
In the first screenshot below, the selected filters display names of people in the "Birthday" mailing list with a birthday in the month of October.
NOTE: If you wish to save a report, it is advised that you use the More > Save as New Report option to keep the original intact. This method is beneficial if your firm runs a birthday report each month, decreasing the chance of incorrect filters.
Holiday Mailing Labels can also be created using the same Mailing Labels for All Names Report.
Click Export > CSV and save the file in an accessible location.
Create Mail Merge
The information in the exported CSV file can then be mapped in Microsoft Word using a mail merge template. Addresses for the Mailing Labels report are historically used with Avery 5160 templates but can be used with any label vendor of your choice. This section walks through the Mail Merge Wizard in Microsoft Word Desktop.
NOTE: Mail Merge options are currently only available in Microsoft Word Desktop.
Open a new blank document in Microsoft Word Desktop.
Select the Mailings ribbon and choose Step-by-Step Mail Merge Wizard.
Select the Labels document type and click Next.
When you are configuring the mail merge from a blank document, choose the Change document layout option.
NOTE: Once the label option has been selected, the document layout will change to "Use the current document".
Select the Label options link. Choose the Label vendor and Product number for the exact labels you wish to use. Click OK to insert the template of the selected label in the current document. Click Next to select recipients.
Choose the Use an existing list option from the Select recipients section. This will be the report you exported as a CSV from Neos.
Next, select the Browse link to locate the saved CSV file.
The list of names from your exported CSV Neos report will display in the Mail Merge Recipients window. Use the checkboxes to unselect any names you do not wish to merge as a mailing label. Click the Find duplicates link to locate duplicate names from your file and only select the names you wish to include. To edit individual recipients, select the Data Source and click the Edit button. A Data Form window will display where you can edit each record and add additional records. Click OK to insert all selected records.
NOTE: Use this step to ensure that all names have full addresses listed.
When the selected recipients have been added to the mail merge, your document will look like the example below. Click Next to arrange your labels.
Select the first blank label on the template. This cell will be used to lay out your label. Select the Address block option for mailing labels.
On the Insert Address Block window, choose the address format you wish to display each recipient's name. Use the Preview section to see the format used for all recipients.
If information is missing or out of order, click the Match Fields button to manually map each field from your CSV file. The right column contains headings from your Neos CSV report. Select the check box to remember the selected field mappings on this computer. Click the OK button when complete.
When you have finished arranging your labels, click the Update all labels button to copy the address block layout to the other labels on the page. Your document will now look like the example below.
NOTE: Before completing the merge, you may wish to modify paragraph spacing so content will not be cut off when printing the labels.
Click Next to preview your mailing labels.
The addresses from the CSV of the Neos report will display in the selected format. Any labels with missing content can be corrected with the instructions in step 8 or directly within the label preview.
When the labels are satisfactory, click the Next link to complete the mail merge. On the final step in the wizard, choose to either Print the document (e.g., your printer or PDF) or Edit individual labels, which opens a new Word document with your merged labels.
Save the original document you used to create the mail merge (e.g., Birthday Mail Merge). The next time your firm needs to generate mailing labels from a Neos report, open this saved document and select Mailings > Select Recipients > Use an Existing List. This will retain the format and quickly insert new names and addresses.
