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Creating & Customizing a Printed Directory

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Moriah Elliott
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Summary: This comprehensive guide outlines the process for creating a customized church directory using an advanced People search and the Export tool, detailing how to customize the layout, format family listings, adjust sorting order, manage privacy, and troubleshoot common export issues.

Before You Begin

  • All directory creation begins by running an advanced search to pull up the desired list of people.
  • You can customize and save templates for future use.
  • The original Address field is used for all output, including the directory.

Step-by-Step Instructions

Create and Customize the Directory

  1. Start by going to Tags and Add Tag called Printed Directory.
  2. Then Pull up the list of people in the People tab and click Filters. 
  3. Find In Tags and select Printed Directory.
  4. Then check the check box for Select All and on the right, click "Export."     
  5. Select "Directory" from the dropdown list.
  6. Click the pencil icon in the lower-left corner to customize.

Custom Fields: Choose "Custom" to select which fields (e.g., cell phone, email, address) you want to include using the toolbar above the edit window.

Sorting Children: In the "children" section, choose to sort by "age" instead of "name."

Family Name Format: Change the listing format to "The [last name] Family" instead of first and last names.

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Text Color: Click on the text box to change the text color or create a colored border around it.

7.  Check your desired options (e.g., "hide private data").

8.  Click "Download."

 

Saving and Sharing Custom Templates

1.  After customizing the format, click the drop-down arrow in the bottom right (next to the "Download" button).

2.  Select "Save as New Template."

3.  To share the template with other users, check the box that says "Make Available to All Users" during creation.

Frequently Asked Questions

  • Why are people in my directory who were NOT in my search results? If you select "group by family" when exporting, all members of a family (even those who didn't meet the search criteria) will be included.
  • How do I prevent unwanted individuals from showing up?
    • Temporarily archive the individuals before exporting.
    • Create a tag (e.g., "do not list") and temporarily edit your role's permissions to block viewing of that tag.
  • How do I make couples with different last names appear twice? Under Parents/Couples, choose to list once or twice. This is useful for individuals who keep their maiden name.

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  • Can I change the column layout? No, three columns are the standard because this design works and fits best.
  • What does the "group by family" option do? It groups family profiles into one section of the directory. If checked, the Head of Household's information and picture are used for the main entry.
  • How do I list both cell and home phone numbers? Use the dropdown menu when customizing to select home phone and mobile phone to have both listed.

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  • How do I save the directory as a PDF? In the print dialog (Ctrl+P or Command+P), change the "Destination" option to "Save as PDF" or "Microsoft Print to PDF."

Troubleshooting & FAQs

  • Why won't my directory export? If other exports (like Excel) work, you may have Avast! Network Shield installed. Disable Network Shield to allow directory export.
  • My saved changes/template did not save after I hit the back button: This happens when you use the browser's back button. To prevent this, always hit the refresh button on your web browser after returning to People to reload the page, or open People in a new tab.
  • Can I edit an individual's information in the directory? Yes. By clicking on the area that needs to be edited in the generated directory, a new window opens allowing you to edit the individual's profile before printing.

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