Patron Address Labels Window

Parts of the Patron Address Label Window

Toolbar / Ribbon Bar

Changes the view to the first page of labels.
Changes the view to the previous page of labels.
Changes the view to the next page of labels.
Changes the view to the last page of labels.
Saves a copy of the current label details under a different name.
Import a RTF document containing a label template. Normally these are obtained from the Avery Website. Click here for more information on importing an RTF file.
Deletes the current label details from the list of templates. Click here for more information on deleting templates.
Prints all labels.
Prints all labels to a PDF file.
Prints a Postal Code Count report. Click here for more information on the Postal Code Record Count Criteria report

Label Content Check Boxes

Comment

When this is checked, a comment may be entered into the field on the right to be printed on the labels.
Patron # When this box is checked, the patron number will be added to the label.
Regular Name When this box is checked, the regular name (first name, last name) of the patron will be used.
Formal Name When this box is checked, the formal name (salutation, first name, last name) of the patron will be used. This will override the regular name.
Title When this box is checked, the patron's title will be added to the label - but only if the address type in the location code table is marked to print company/title
Company When this box is checked, the patron's company name will be added to the label - but only if the address type in the location code table is marked to print company/title
Address When this box is checked, the patron's address (address, city, state, zip) will be added to the label.
Country When this box is checked, the patron's country will be added to the label.
Bar Codes When this box is checked, a postal bar code will be added to the label based on the zip or postal code.
Strict Address Compliance Standardized address information enhances the processing and delivery of mail.

Label Style and Positions

Type Drop Down listing of the Label templates. You can add or remove templates using the:

Add button, Click here for more information on adding templates.

Delete button, Click here for more information on deleting templates.

Labels Across - allows you to specify the number of labels to print across the page

Down - allows you to specify the number of labels to print down the page.
Size Width - allows you to specify the width (in inches) of the labels

Height - allows you to specify the height (in inches) of the labels.
Gutter Horizontal - allows you to specify the height (in inches) of the gutter between rows of labels

Vertical - allows you to specify the width (in inches) of the gutter between the coulmns of labels.
Label Margin Allows you to specify the width (in inches) of the margin between the labels and the edge of the page.
Label Copies The number of copies of the label that you would like printed.
Fill Labels There is a choice to print the labels across the page (the default) or to print them down the page. The image to the right shows them printing down the page (then across) where as the image at the top of the page shows them printing across the page (then down).

Printing down the page may help those who find it easier to work down the label page when transferring them to envelopes.

Font and Sort

Font Drop Down list of the Fonts available on your system. Changes the Font of the lettering on the labels.
Size Changes the size (in points) of the font on the labels.
Style Allows you to bold or italicize the font on the label. This only applies if the font used allows Bolding and Italicizing
Sort By

Allows you to Sort your labels. Choices are:

Last Name/First Name/Company

Postal Code/Last Name/First Name/Company

Postal Code/City/Address

Paper Info/Page Setup

Type The drop down menu contains a list of standard paper sizes. It also has a custom option if the paper being used is not found on the list.
Orientation The orientation of the paper is either portrait or landscape.
Size If a default paper size is used, the size will appear here. If a custom paper size is used, then the width and height can be adjusted.
Margins Allows for setting the top, left, right, and bottom margins for the paper size being used.

Display

Selecting from the drop down list allows you to change the display of the labels so you can better see for editing.
Allows you to change the display of the labels by movong the box from left to right so you can better see for editing.

Right Click Context Menu

Start Here When this option is selected, the labels will adjust to start at the current position. This is used for when a few labels have been used on the page. All labels will adjust from this position.
Edit Details When selected, the details window will open allowing for adjustments to be made to the label.
Remove Duplicate Patrons Sets Theatre Manager to go through the labels and remove any duplicate labels.
Remove This Patron Removes the current label from the page.

Adding and Importing Label Templates

Theatre Manager comes with a limited number of standard label templates. If you want to add more of your own, a good source is the Avery label template page - get the Microsoft Word version in RTF format.

To add a new template, you perform the following steps:

  1. Open the Patron Address window.

    Click here for more information on how to open the window.

  2. Expand the Label Style and Postion.
  3. Click the Plus button, alternatively, click the Import Labels button.

    The Import Selection dialog opens for your operating system.

  4. Find the RTF file to import and click Open.

    The Address Labels window displays the new format.

Deleting a Template

To remove a lable template, you perform the following steps:

  1. Open the Patron Address window.

    Click here for more information on how to open the window.

  2. Expand the Label Style and Postion.
  3. Click the Minus button, alternatively, click the Delete Labels button.

    The delete label dialog opens.

  4. Click the Delete button.

    Theatre Manager loads the next template in the list. If the template is a different size, another confirmation opens.

Postal Code Report

To create a report of the Postal Codes of your labels, you perform the following steps:

  1. Open the Patron Address window.

    Click here for more information on how to open the window.

  2. Click the Postal Code button.

    The Record Count Criteria window opens to the Sort & Subtotal Tab.

    For information on how to change a Sort, click here.

  3. Review the sort fields, making any afdditions, deletions or changes as necessary.
  4. Click the Next button.

    The Distance tab opens.

  5. Review the tab, when complete, click the Next button.

    The Display Fields Tab opens.

  6. Review the tab, when complete, click the Next button.

    The Titles and Formatting Tab opens.

  7. Review the tab. Click here for more information on this tab.
  8. When complete, click the Done button.

    Your report is displayed.