Tips: Print a Profile Photo (Creating Badges)

IMPORTANT:

By including the “PhotoUrl” field in your Personal Profile Export, you can make a badge or nametag that includes the volunteer’s profile photo. While the export is run within Volunteer Impact, the production of the badge or nametag must be done with Microsoft Word using the “Mail Merge”. The steps must be followed exactly and considered for the advanced user.  Please note that the maximum number of records to be used for this Mail Merge operation is 500.

Step 1: Generate Personal Profile Export (in Volunteer Impact)

  1. Go to: Reports >> Exports / Excel Reports >> Personal Profile Export
  2. Search for the desired profiles (See: Search).  Optionally, you can search for only those profiles that have a photo.
  3. Select the fields you need for your nametags, badges, etc. (e.g. “FirstName” and “LastName” under “Name Fields” in the “Basic Export Columns” section)
  4. Be sure to check the “PhotoUrl” field under “Misc Fields” in the “Basic Export Columns” section
  5. In the “Other Settings”, select either XLSX or XLS as the file format
  6. Click the [Export Profiles] button

Note:

For more detailed instructions, please see the help article on Reporting on Volunteer Profiles.

Step 2: Create Badge / Nametag Template (in Microsoft Word)

Before beginning the Mail Merge operation, open Microsoft Word to create or modify the template you wish to use. You can take advantage of Microsoft Word’s list of labels, badges and nametag templates available.  Here are a couple templates you can work with in preparing your badges:

Step 3: Mail Merge (in Microsoft Word)

1. Open your badge template file in Microsoft Word (save as .doc).

 

 

2.  Select the ‘Mailings’ tab in the ribbon.

 

 

 

 

3. Click on ‘Select Recipients’ >> ‘Use an Existing List’.

 

 

 

 

 

 

 

 

 

4. Locate the Personal Profiles Export report you generated and click ‘Open’.

 

 

 

5. A pop-up window may be displayed.  Click ‘Yes’ to trust the source.

 

 

 

 

 

6. Another pop-up window may be displayed. Leave everything as is and click ‘Ok’.

 

 

 

 

7. To set the maximum height and width dimensions of the images inside each badge insert a (1×1) table.  Click on your table and drag to set the desired size.

 

 

 

 

 

*IF YOU ARE UNABLE TO SELECT YOUR TABLE:

Right click on the badge template and select ‘More Layout Options’

 

 

 

 

 

 

 

 

 

Click on the ‘Text Wrapping’ tab, and click ‘Behind text’, and then click ‘Ok’.

 

 

 

 

 

 

 

 

Click on your table and drag to set the desired size.

 

 

 

 

 

 

8. Set your cursor in the table you created and press:

  • Control F9 on a PC OR
  • Command F9 on a Mac (if standard function keys are enabled) OR
  • Command + fn F9 on a Mac (if standard function keys are NOT enabled)

 

 

 

9. Type ‘includepicture’ followed by a space

 

 

 

 

 

 

 

 

10. Press:

  • Control F9 on a PC OR
  • Command F9 on a Mac (if standard function keys are enabled) OR
  • Command + fn F9 on a Mac (if standard function keys are NOT enabled)

and type ‘photourl’.

 

 

 

 

 

 

 

 

11. For all other merge fields, simply place your cursor in the location you want the field data to appear, select ‘Insert Merge Field’ (from the Mailings menu) >> ‘YourFieldName’ to insert the merge field.

 

 

 

 

 

 

 

 

 

 

 

12. When you are satisfied with the placement of your merge fields, go to the ‘Mailings’ tab, select ‘Finish & Merge’, and ‘Edit Individual Documents’ to view your mail merge prior to printing, leave the selection as “All” and click “Ok”.

 

 

 

 

 

 

13. When you generate your merge document, you may notice that some of the merge fields, including the photo have not been updated and do not display the data, or you may see an error message. To fix this, highlight the entire document (Shortcut is CTRL + A), and press F9 (or fn F9). This will update all your fields.

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*NOTE: The individual photos may not display in your document.  You may need to go to the Print Preview or print the document.

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