Creating Box Labels from ArchivesSpace Label Export .tsv

Initial Setup: Setting Up Mail Merge Files

1. Request a copy of the Word file “Arch Box Label Template Merge” and the Excel file “Box Label Data Template.”
2. SAVE files on your local machine within the directory of your choice. You will use this workbook and document each time you generate labels.
3. OPEN the Word file “Arch Box Label Template Merge.”
4. A dialogue box will open asking, “Opening this document will open the following SQL command:  […].”  CLICK No.
5. CLICK on the Mailings tab.
6. CLICK on the Select Recipients drop down menu.
7. SELECT “Use an Existing List.”
8. NAVIGATE to the Excel file “Box Label Data Template.”
9. SELECT appropriate tab on the Excel file. CLICK OK.
10. CLICK  Save.

*NB: you will need to repeat steps 4-10 if you wish to sync the mail merge to a different tab in the Excel file, or another file, in the future.

Process: Creating Labels

In ArchivesSpace:

1. From open resource record NAVIGATE to Export >> Download container labels  (runs a background job)

2. Once the job completes, CLICK the green button to refresh the page.

3. CLICK “File” hyperlink under the “File” page section to download the .tsv  of container data.

In Excel:

4. You can either click the .tsv file to Open with >> Excel from your download directory. Alternatively, you can import the .tsv into a new tab in the Excel template workbook using the route Data >> From Text/CSV.

5. The .tsv label sheet, as exported, has unneeded information. DELETE columns  for “Series archival object title”, “Archival object profile” and “Sub-Container.”  

*NB: You can manually edit, or create an Excel macro to refine the sheet to just those data points needed for the labels per local practice.  

6. PASTE the Resource name, Resource identifier, and top container columns from the collection .tsv into the previously selected tab in the  “Box Label Data Template.”

7. SAVE changes to  “Box Label Data Template.”

In Word:

8. Open the Word file “Arch Box Label Template Merge.”

9.  A dialogue box will open asking, “Opening this document will open the following SQL command:  […].”  CLICK Yes.

10. CLICK on the Mailings tab

11.  CLICK the “Finish and Merge” drop-down, SELECT “Edit individual documents.” With the radio button for All selected, CLICK OK.

12. This will initiate the mail merge process against the Excel file you selected in Setup step 9, and saved in Process step 11. A new finished label document will open, including the data populated from the sheet.

EDIT any individual labels which have errors, or formatting which appears on blank labels on the final sheet.

13.  SAVE the Word document including collection name and add it to the collection’s Master file.

14.  To Print the Labels:

Use Avery 5264 label stock. Load print-side-down in the printer's fold-out media tray.

From the print dialogue box: CLICK “Printer Properties” SELECT the “Paper Source” tab. Click to select “Multi-Purpose Tray.”

CLICK Print.