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The Libraries Directory 50th Edition Libraries Directory Home • Online Guide • A to Z |
Previewing • Formatting • Printing
When you select the "Printed Mailing Labels" output option in the Create/Open Mailing List dialog and then click on the Output button, the application opens the Mailing Label Preview window. This is where you can preview, format and print address labels from your mailing list.
For a detailed list of the tools and features available, see the The Mailing Label Preview Window.
The Mailing Label Preview window shows the layout and formatting of the addresses as they will be printed, one page at a time. It also includes additional previewing tools that allow you to check for addresses which are too long for the selected label size.
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To move from page to page, use the options available in the Move menu, or use the navigation buttons at the bottom of the window. |
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By default, the addresses are shown with non-printing label outlines. To turn the label outlines on and off, use the Show Label Outlines option in the View menu. |
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To highlight any addresses which are too long for the selected label size, use the Highlight Problem Addresses option in the View menu. Addresses that over-run will be shown in red: |
| 4. | When the labels are printed, any over-running addresses will be truncated, so that they do not print out over the address below them. To preview the addresses as they will actually be printed, use the Show Output to Printer option in the View menu. |
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The application provides the following options for formatting address labels for printing:
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Label Size - To set the size and dimensions of the printed labels, select Select Label Size from the Format menu or click on the Label Size button at the bottom of the window. This opens the Select Label Size dialog, where you can select a standard Avery pre-set label, or create and edit your own custom labels. |
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Font Size - To set the font size of the printed labels, select Font Size from the Format menu. Available font sizes range from 8 point to 12 point. When you change the font size, the preview page may seem to change size slightly. This is to compensate for any differences between the way fonts are displayed on screen and the way they are printed out, and to ensure that the preview display reflects the printed output as accurately as possible: |
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Alignment - To set the alignment of the address within the label, select Vertical Alignment (top or middle) and Horizontal Alignment (left or centre) from the Format menu: |
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Problem Addresses - The Format menu also includes an additional tool for fixing addresses which are too long to fit onto the selected label size. Click on the Optimise Problem Addresses menu item to turn this feature on and off. When this is activated, the application will attempt to fit any over-running addresses into the existing label dimensions by adjusting the layout, font size and/or line spacing of the address, while leaving the other addresses unchanged: |
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| Before optimising | After optimising |
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To print the current page of labels, select Print Current Page from the File menu, or click on the Print Page button. Use the Print dialog to set the printer and the number of copies to be printed. |
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To print all pages, select Print Labels from the File menu, or click on the Print All button. Use the Print dialog to set the printer, the number of copies and the range of pages to be printed. |
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If you have the Adobe Acrobat Distiller printer driver installed, then you can print your address labels as a PDF file. Just select "Acrobat Distiller" as your printer, and use the Save dialog to set the destination folder and file name of the PDF file to be created. Please note that when you print or export labels as a PDF file using the Acrobat Distiller printer, the top and left margins of the addresses in the PDF output may differ from your original settings. Consequently, some experimentation with the label settings may be necessary in order to ensure the required alignment. If you are going to be printing the PDF file from Acrobat Reader, care should also be taken to ensure that the output to the printer is scaled to 100%. |
N.B. When printing labels, it is always advisable to print a single sample page to ensure that the labels print out correctly. If you find that the addresses are misaligned with the labels, then you can use the Custom Label dialog to adjust the Top and Left Margins in order to compensate.
See Also
About the CD-ROM
James Clarke and Co Ltd
PO Box 60, Cambridge, CB1 2NT, England
Tel: +44 (0) 1223 350865 Fax: +44 (0) 1223 366951
email: publishing@jamesclarke.co.uk