After you have finished reviewing and making changes to your schedule, you can export all or just particular parts of it into a format which you can free-form edit and print. Choose “Export Schedule” from the File menu of an open schedule.
Export Settings
Settings to export schedules can be accessed by clicking on the headings in the left hand pane. Note that these are the same settings that appear when creating a Live Schedule Post, with the exception of the following:
Layout Settings Pane
Mailing labels containing scheduled services for each volunteer
This layout produces a document of standard size mailing labels (Avery 5160). Each label contains the list of services for which a single volunteer has been scheduled. These labels are useful to put on postcards or the first page of the schedules sent to each volunteer for quick reference. Each label will contain a list similar to an entry in the “List of volunteers with scheduled services under each” layout shown above.
Sign in sheets with one page for each service
This layout is useful for tracking volunteers who do not show up for a service. It creates one sign-in sheet per service. Each sheet contains a list of volunteers scheduled for the service, separated by ministry, with a blank line next to each volunteer’s name for signing in. You can create sign-in sheets for just a particular service or weekend by using the appropriate options in the checkboxes in the layout options.
Once you have the completed sign in sheets, you may record the no-shows using MSP’s attendance tracking features.
Document Settings Pane
In this pane of the Export Schedule dialog, you can set the file format of the exported schedule (that is, what type of document it will be), and add text to appear at the beginning or end of the document, if desired. The four file formats in which your schedules can be exported are: MS Word (.rtf), Web Page (.html), MS Excel (.csv), and Plain text (.txt).
MS Word (.rtf)
The first and most common format in which to export a schedule is MS Word, or more precisely “.rtf”, short for Rich Text Format. Microsoft developed this format and it is supported by almost all word processors, including Microsoft Word, Open Office, and Corel Word Perfect. To export a schedule to this format, just leave the “Format:” popup menu set to “Microsoft Word document (*.rtf).”
Web Page (.html)
It is also possible to export the schedule as a web page (HTML document) suitable for posting directly onto the internet. You may post schedules exported in this format on your church web site (you’ll most likely need to coordinate with your church’s web site administrator to make this possible).
MS Excel (.csv)
The third format to which you can export a schedule is a Microsoft Excel Spread Sheet (.csv) document. This format is useful for transferring data to a template for your own schedule layout by copying and pasting the contents of each cell to your template. In the tabular layouts, each cell in the table is mapped to a cell in the spread sheet, making it very easy to copy the contents one cell at a time.
Plain text (.txt)
The last format to which you can export your schedule is “Plain text (*.txt).” Schedules exported in this simple format can be opened with literally any word processing program, but contain no text formatting (i.e., sized or styled text). Schedules in a tabular layout may not be exported to this format.
When you are done adjusting your export settings, you may click the Export button in the lower right hand corner of the dialog to export your final schedule. Note that if you plan on using the same settings again, you may save the settings by clicking the “Settings… – Save settings” button at the bottom of the dialog so that you retrieve these exact settings later simply by clicking the “Settings… – Load settings” button.
