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After viewing and editing the Overview and Select Printer windows, the Reports wizard displays the Label Layout window. Use the available options to select a label style. You can also modify the address text and select how addresses and unlisted phone numbers print.

Rolodex and Index Card Label Style

The Label Style section contains multiple label formats, including some manufactured by Avery® and Deluxe®. You can select a label style from the Style Name drop-down list. The label description displays beneath the style name. You can also set up custom label formats in the Label Style dialog box.

  

 To insert or edit a label style
  1. In the Label Layout window, under Label Style, click Edit Style. The Edit Label Style dialog box displays.
  2. To insert a new style, click Insert Style. To edit an existing style, select a style name.
  3. If you insert a new style, enter a unique name in the Style Name field.
  4. In the Description field, enter information about the label, such as its dimensions.
  5. Under Page Margins, enter the margins in inches. If your label stock uses pin-fed or Dot Matrix continuous form, select Continuous Form.
  6. Under Label Dimensions, enter the height, width, and amount of space between rows and columns in inches. Enter the number of columns on the label stock.
  7. Click Save/OK. If you edit an existing style, all reports currently using this style change. To save the style as a new style name so existing reports are not affected, enter the new style name, and click Save As.
  8. If you're using a partial page of labels, enter a value in the Number of Labels to Skip field before you print the first label.

Useful Information

The USPS prefers that addresses print in postal format. Postal format is all uppercase letters with punctuation removed. To print the name and address in postal format, make sure the field names are preceded by the word "Postal". Example: <Postal Fam Address Block>.

Text of the Label

You can edit the layout of the address and change the address fields that print on your labels. You can also select which address (street, mailing, or alternate) prints. The PDS Rolodex card reports are written using the Advanced Report Writer, but you can create a simple Rolodex card by adding a new label report and using the text editor. PDS doesn't support Advanced Report Writer or the text editor.

You can modify the layout, font, and data fields using the text editor.


 To modify the text of the Rolodex or index cards
  1. In the Label Layout window, under Text of the Label, click Modify the Layout of the Address Information. The text editor displays.
  2. Edit the text, and format it as necessary.
  3. To insert a data field, click Insert Field, select a field name, and click OK. You can also double-click a field name to insert it into the text.
  4. To close the editor, click OK.

  

Additional Field Information

Address Format
If the label prints the <Fam Address Block>, <Fam Address 1>, <Fam Address 2>, <Fam City>, <Fam City Only>, <Fam State Only>, or <Fam Zip> fields, you can select which address to print:

  • Use the Street, Mailing, or Alternate Address — If selected, the active alternate address prints first. If there's no active alternate address, the mailing address prints. If there's no mailing address, the family’s street address prints.
  • Use the Street or Mailing — Select to print the family’s available mailing address. If there's no mailing address, the street address prints. The alternate address doesn't print.
      

Date Used in Alt. Address Calculation
When you select Use the Street, Mailing, or Alternate Address, enter the date you expect the correspondence to be mailed. The date entered in this field determines if a family’s alternate address is used instead of the mailing or street address.

For example, if a family lives at the coast during June and July, the correspondence needs to go to the alternate address during those months. Any date outside this time period indicates that the correspondence is sent to the family’s mailing or street address.


Useful Information

For some label reports, the unlisted options are disabled.

Unlisted Address Format
If the report includes unlisted addresses, you can select how to print them.

  • Print the Unlisted Numbers — Select to print unlisted numbers. You might do this for inter-office lists where unlisted phone numbers should display.
  • Print Unlisted Numbers as X's — Indicates that unlisted phone numbers are known, but print as "(XXX) XXX-XXXX". Listed numbers print as entered.

Unlisted Phone Format
If the report includes unlisted phone numbers, you can select how to print them. Under normal conditions, you don't include phone numbers on envelopes.

  • Print the Unlisted Numbers — Prints unlisted numbers. You might select this when printing inter-office lists where unlisted phone numbers should display.
  • Print Unlisted Numbers as X's — Indicates that unlisted phone numbers are known, but print as "(XXX) XXX-XXXX". Listed numbers print as entered.

Unlisted Email Format
If the report includes unlisted email addresses, you can select how to print them.

  • Print the Unlisted Email — Prints unlisted email addresses. You might select this when printing inter-office lists where unlisted email addresses should display.
  • Print Email as X's — Indicates that unlisted email addresses are known, but print as "XXXXX@XXXXX.XXX". Listed email addresses print as entered.



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