Mailing Label Assistance

Setting Parameters: Report Format

If you are using a laser printer to print your mailing labels, we suggest you purchase Avery Labels 5160 or 5920 or 5260 or equivalent. These labels are 3 across and 10 down.

Please Note: If you were on our 4.0 system, a special label printer was set up for labels. You do not need to set up a special label printer for labels in 5.0.

Setting Parameters - Report Format

Following directions to set the parameters.

1. From the Master Menu, 3 - Reports Menu, 6 - Additional Reports Menu and 2 - Mailing Labels.
   
   
   
   
2. Click the Report Format Tab if not already selected.
   
   
3. Review the Parameters on this tab. Below is listed recommended settings and more information on each field.
   
   
   
   

   Sort Key:	Select between Control/Account #, Member Name, Zip Code, Social Security #, and Alternate Number.
   Control Breaks:	Do Not Break by Control Group (recommended).
   Member Birth Date Range:	The default setting of 01/01/1900 thru 12/31/1999 will print labels for all your members. If you just want labels for members over 18 years old, you need to change the To Date to 18 years ago from the day you process the labels.
   Option Selected:	All Control Groups More info below.

   
   
   
   
   The Option Selected parameter works like all other programs for All Control Groups, Control Group Ranges and Restart Control/Account #. This tutorial will get more detailed about the other options in Sections 5 and 6.

You have now set the parameters on the first tab. Let's go to the next section to set the parameters for the Label Options tab.

Label Options

Follow these directions to set the parameters on the Label Options tab.

1. Click on the Label Options tab.
   
   
   
   
2. Set the following Parameters.
   
   

   Labels Length and Width	Select Length = [5 ] Select Width = [32] These parameters set the length in characters for each label and how many lines are printed per label.
   Number of Duplicate Labels	Enter Number of Labels = [1] This parameter sets the number of labels per member to print.
   Vertical Increment Code - Laser Printer Only	Select Vertical Increment = [0] Note: Changing the value by one (1) only moves the printed line 1/300 of an inch. This parameter gives more room at the top of the label if your labels start further than your top margin. Please note: If your labels do not line up, clear your vertical increment and try again.
   Move to Right Position	Enter Spaces to move to the Right = [0] This parameter will sets how many spaces you want on the left of the label.
   Number Across/Down	Enter Number of Labels Across = [3 ] Enter Number of Labels Down = [10] These parameters are set to the number of label across one page of labels and how many labels down.
   Font Size	Select Font Size = [10] This parameter sets the size of the font for each label.
   Margin Settings - Laser Printer Only	Left = [0.20] Right = [0.20] Top = [0.65] Bottom = [0.25] The margin parameters set the margin for the labels. See Printer Notes below. Note: You can reset the above default settings for margins only by clicking the Restore Defaults button.

You have now set the parameters for this form. Please review this following information regarding the printer.

Now that we have set the Report Format and Label Options parameters, it's time to complete setting the parameters with the Print Options tab. This will be covered in the next section.

Print Options

Follow these directions to set the parameters on the Print Options tab.

1. Click on the Print Options tab.
   
   
   
   
2. Set the following parameters.
   
   

   No Mailing Members	Select No Mailing Code 0 - Print Labels for No Mails at the End 1 - Print Labels for no Mails in Sort Order 2 - Do Not Print Labels for No Mails This parameter will tell the program where and if to print the members who do not want to receive mailings.
   Mailing Code	Select Mailing Code (Mailing Code in Member Master Account) 0 - Use Mail Code to Select Address 1 - Use Regular Address Only 2 - Use Mailing Address Only This parameter will let you select what address to print on the label. Since not all members have a mailing address, you may want to use the mailing code in the Member Master to determine which address to print.
   Print Control/Account Number	Select between: Print Control/Account Number on Labels Skip Control/Account Number Printing This parameter will print the member's control and account number on the label.
   Print Alternate Number	Select between: Print Alternate Number on Labels Skip Printing Alternate Number on Labels This parameter will print the member's alternate number on the label.
   Duplicate Labels	Select between: Print One Label per Address Print Duplicate Labels per Addresses If there are more than one person to an address, duplicate labels will print unless you select to print one label per address.
   Head of the Household Only	Select between: Include Head of Household Only Include All This parameter will print labels for only the head of the household.

You have now set the parameters. Let's process the labels.

Print Labels

Follow these directions to print out the labels.

Print Alignment Mask

1. Make sure regular printer paper is in the printer at this point. You may not want to waste an entire page of labels on an alignment mask.
   
   
2. To print out an alignment mask, click Reports and select Print Mailing Labels Mask.
   
   
   
   
3. Click OK on the message box after alignment mask prints.
   
   
   
   
4. Check the print out to a page of labels. The best way to do this is to align the alignment mask print out to the labels and hold them up to the light.
   
   

   Troubleshooting Good Output: The alignment mask above is set with 3 labels across. The output should look like this. Bad Output: The alignment mask above is set with 3 labels across. Due to the width selected on the Select Width field, the third label skips to the next line. The three things you can do to correct this issue are: Adjust the number of characters in the label by changing the Select Width field. Adjust the Font Size field to lower the size of each character. Adjust the Margins. With the size of the default margins, this is most likely not going to help much. It could give you needed space. Please note: All fields mentioned above are located on the Label Options tab.

   
   
   
5. If any of the issues mentioned above occur, please review your parameters and go back to step one. Do these steps until you are satisfied with the results.

Printing Labels

1. Insert labels into the printer face down.
   
   Please Note: Check your printer manual if the printer requires any special settings to handle heavier paper. In most cases, this should not be an issue.
   
   
2. Click Reports and select Print Mailing Labels.
   
   
   
   
3. Click OK on the message box after labels are sent to the printer.
   
   
   
   
4. Check your labels to ensure all labels are printed correctly.
   
   

   Troubleshooting The Good Output If you set the number of labels across to be 3 and the number of labels 10, the output should be exactly 3 across and 10 down. There should be no blank pages between pages with labels printed on them. The results will fit the labels you are printing on. The Bad Output If your labels are carrying over to the next line, you need to adjust your Select Width setting on the Label Options tab. You may even want to adjust the Font Size if you need to set the label width higher than 32. Pages... There are two types of results that will need your attention if they occur. Blank pages between two pages with labels. This occurs when the top margin is set too high or when the vertical increment is too high. First, try clearing the Vertical Increment setting on the Label Options tab. Try printing/spooling the labels again. Nine rows of labels appear on one page and one row on the next page. For the same reason as the blank pages, the 10th row can move to the next page. First, try clearing the Vertical Increment setting on the Label Options tab. Try printing/spooling the labels again. If you still have the problem after clearing the Vertical Increment, the Margin Settings and the Select Width setting would be next to work on. Good Idea! You can spool the labels first and make sure the results look correct and do not run onto other pages before printing the labels. You can print the labels right out of the View Spooled form by click the Print All button.

You have now completed printing labels. The next two sections will deal with different types of label options you have. Please keep this page referenced for any printing issues you may experience.

Control Groups

There are several options you can select when printing labels. From the previous section, how to print the labels was covered. In Sections 5 and 6, we are going over the complete options and how to run each. The options are found on the Report Format tab. When we state "Print Labels", you can simply follow these two directions.

1. Click Reports and select Print Mailing Labels.
   
   
   
   
2. Click OK on the message box after labels are sent to the printer.
   
   

Control Number Range

1. Select Control Number Range option and enter the control range you want to print.
   
   
   
   
2. Print Labels following directions above.

Restart Control/Account #

1. Select Restart Control/Account # option and enter the Control and Account number you want to print to restart from.
   
   
   
   
2. Print Labels following directions above.

Individual Member Labels

The Individual Member Label options allow you to print labels for one member or multiple members at the same time. The labels will print like the first three options already discussed. However, if you are printing less than 30 labels, you may consider using a Dot Matrix printer. For more information on this, please check out the table on top of Section 6 called Special Note on Option Selected.

Follow these directions.

1. Select the Individual Member Label option.
   
   
   
   
2. Click Reports and select Print Mailing Labels.
   
   
   
   
3. The Mailing Labels--Individual Labels form will come up. Enter the Control/Account# of the member you want to print a label for.
   
   Note: If you don't know the Control and Account Number for that member, you can click on Switch to Soc Sec Number button to enter the member by Social Security Number. Clicking the button again will allow you to search by Last Name.
   
   
   
   
4. To print more labels for other members, click the Print More button on the bottom of the pop-up. Repeat step 3 and click Print More until you have all the members you want printed done. When you are finished, click the Done button. Be sure to do this on the last label to print. The result will go to the printer.
   
   
   
   Note: In the printed results, each member will produce a row of labels. If you printing less than 3 members, you may want to use a Dot Matrix printer. See the Special Note on Option Selected in Section 6 for more information on how to set that up.
   
   
5. Click OK when labels are sent to printer or spooler.
   
   

You have now completed printing labels by Control Range, Restart Control/Account # and Individual Member Labels. Be sure to check out the Special Note on Option Selected in Section 6. We will continue with the rest of the specialized labels in that section.

Specialized Labels

In this section, we will cover the options to Create a Custom Label, Credit Union Address Label, Supervisory Address Label, Custom IQ/Account # Processing, and Control/Account Number Range. First, here is some vital information on some of the options you have under the Option Selected heading.

Special Note on Option Selected Individual Member Label, Create a Custom Label, Credit Union Address Label, and Supervisory Address Label may only print one label. You can have more than one member label print with Individual Member Labels (see Section 5). The other options depend on the Number of Duplicate Labels parameter on the Label Option tab. If you have more than one in that parameter, the labels will print across and down as other laser labels will. In the options listed above, if you are printing under 30 labels, you may want to consider running dot matrix labels. Follow the directions below on setting up dot matrix labels. Click the Label Options tab. Change the following Parameters. Number of Duplicate Labels to the number of labels you want to print. Number of Labels Across to 1 unless you have dot matrix labels that go more than 1 across. The number down is irrelevant. To change printers, click Report Printer on the status bar found on the bottom of the program. If Report Printer is not there, please click on the printer on the status bar. Select the printer on the Select Printer pop up and click OK. Suggestion: Receipt and Check Printers are normally dot matrix printers. You may want to use one of these printers or create a special printer in the Printer Parameter File Maintenance program.

Create a Custom Label

1. Select the Create a Custom Label option.
   
   
   
   
2. Click Reports and select Print Mailing Labels.
   
   
   
   
3. The Create a Custom Label form will come up. Enter the custom address you would like and click Done.
   
   
   
   Note: There are 18 lines available on this form. The number in the Select Length parameter on the Label Options tab determine how many of the 18 print. For example, if you have the Select Length set at 7, the first 7 lines of the custom label will print.
   
   The value set in the Number of Duplicates parameter determine how many labels print out.
   
   
4. Click OK on the message box to complete routine.
   
   

Credit Union Address Label and Supervisory Address Label

1. Select either Credit Union Address Label or Supervisory Address Label option.
   
   
   
   
2. Click Reports and select Print Mailing Labels.
   
   
   
   
3. If your Credit Union Name is longer than the number of characters in the Select Width parameter on the Label Options tab, a Mailing Labels prompt will come on the screen. This form will show you how the name will appear on the label. You can edit the label by clicking Yes.
   
   
   
   In the image above, the North American Federal Credit Union would only show North American Federal Credit on the label due to width.
   
   Note: If you do not want to edit the name, you can click No on the Mailing Labels prompt. The label will be sent to the printer. If the Credit Union name is not shorter than the width, this prompt will not come up. The label will automatically go to the printer. Skip the next step if you click No or the Mailing Labels prompt does not appear.
   
   
4. When you edit the label, the Edit Credit Union Name screen will appear. You can type in the edited name and click Continue.
   
   
   
   Note: If you click Cancel, the label will not print.
   
   
5. Click OK on the message box to complete routine.
   
   

Custom IQ/Account# Processing

1. You will need to have created the SL_IQKEY.dat file in the Query program before using this option.
   
   
2. Select the Custom IQ/Account# Processing option.
   
   
   
   
3. Click Reports and select Print Mailing Labels.
   
   
   
   
4. Click OK on the message box to complete routine.
   
   
   
   Note: If the following message box comes up when you print the labels, the SL_IQKEY.DAT file does not exist. You will need to create that file and process the labels again.
   
   

Control/Account Number Range

1. Select the Control/Account Number Range option.
   
   
   
   Note: Both Control/Account Numbers have to be valid.
   
   
2. Click Reports and select Print Mailing Labels.
   
   
   
   
3. Click OK on the message box to complete routine.
   
   

You have now completed the Mailing Labels Assistance tutorial.