How to do a Member Export

Member Search

1. Complete a Member Search. See How to do a Member Search if needed.
2. Click the Member Export button to get the Member Cards.
3. The Member Export button appears below the Search Results boxed area.
4. A smaller window will open after clicking the Member Export button.  There are five options: Choose Members, Member Cards, Member Card Dues Labels, Member Statements.

Exporting Membership Cards

1. Click the Member Cards button
   • Two PDF icons will appear to the right of the Member Cards button.
     1. Avery 5881 – 8/Page – Cardstock – This Cardstock IS provided by the IUPAT.  Please contact IMSsupport@iupat.org to order for your Local
     2. Hard Card – Plastic Card Printing – This was requested by several of our Councils, so we have made it available. However, we do not supply any printing supplies for these Plastic Cards.

Exporting Mailing Card Dues Labels

1. Click Member Card Dues Labels
   • A PDF icon will appear to the right of the Member Card Dues Labels button
2. Click the PDF icon
   • Allow the file to open in PDF form. Do not Save because of frequent changes.
   • The PDF will produce individual Member Card Dues Labels for printing.
   • Go to this article for more information on how to print dues labels

Exporting Mailing Labels

1. Click the Mailing Labels button.
   
2. Click Create Mailing Export
   • Details for Mail Exclusions will appear below.
     1. Mail Exclusions tells you how many overall members were found (which is the same as your previous member search).
        • **It is strongly recommended to check the Exclude Invalid Mail Address.**  This reduces returned mail for incorrect addresses.
     2. How many mailing labels will be created (Included Members).
     3. How many labels will not be created (excluded members).
     4. If you would like a list of those excluded members, open up the “Exclusions” CSV File.  This file is the same format as the Membership CSV from the Membership Search Window.
3. Below the Exclusions list are few icons near the bottom of the page. These are the available Export type options.
   • PDFs:
     1. A3020 – Dot Matrix Printer @ IU Office – Not usable by DC/LU’s
     2. A5160 – Avery 5160, 30/Page Labels – Most Common – DC/LU’s need to provide their own Labels
     3. A5162 – Avery 5162, 20/Page Labels – Larger Shipping Size Labels
   • Excel File – This is the same as the member search CSV only filtered down based on Mail Exclusions
   • Envelope – This will allow you to email any of the documents to someone right out of IMSe.
4. Click the icon of the preferred file type (PDF, CSV, or Email).
   • Another Window opens if PDF is selected.
   • When using a PDF file, be sure to choose to Open with.
     1. Please do not save these files types due to frequent Member Address changes in IMSe. If you want to print the Labels at a later date, re-download the labels at that time.

Printing the PDF

1.  Click OK to view in PDF.
   • It is very important to review the print settings before sending the document to your printer.  If your settings are not correct, the addresses may not end up on the labels.
2. When Printing the PDF: Change the Page Scaling to None & uncheck the box for Auto-Rotate and Center.
3. Click OK after changing the print settings. Then Print.

Other Export Options

1. The other export options are Excel and Email.
   • The spreadsheet icon allows you to view the member information in a CSV file.  This makes viewing all the selected members easier being all on one page.  However, it is not the proper format needed for prints.
   • The envelope icon opens a pop-up window that allows you to send an email with the mailing labels attached as PDF and CSV files.  The files are automatically attached to the email for you.  All 3 PDF file types are attached. 

Member Export for a Specific Group – Choose Member button

If you need to Export a Member Card, Dues Labels, or Mailing Labels for a limited number of members or a specific group, you may use the Choose Member button to narrow your search.

• Click Choose Members.
  1. The next window shows the list of Available member names (based on the Member Search) in a box on the left.
     • The left box is the Available Member list to add to a selected list to export. There is an empty box on the right. The right box is the Selected list.
     • Move members from the left to right by clicking the Add button in the middle.
     • You may select multiple names by holding the Ctrl button on your keyboard and clicking the names with your mouse.  The names will become highlighted.
     • The Filter available items box allows you to search by name or local union.
       1. Click Search after entering a name or local union.
       2. The Reset, only resets the filter (what’s entered in the box). It does not reset the Selected box (names already in the Selected box).
  2. Click the Add button to move the names to the right (Selected) box.
     • The Add All button moves all the names from Available column to Selected column.
     • The Remove and Remove All buttons shifts the Member names from the right box (Selected) back to the left box (Available).