Ideas to Impact Conference: May 28-31, 2019

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The first step when creating a Max It!® mailing for your organizations is setting up address labels for the mailing’s recipients. You can select various options for your labels on the Setup tab.

 To Set Up Labels for Organizations
  1. Under Searches and Reports, click the Labels tab.
  2. In the drop-down list, select Staff/Organizations and click Go .
  3. On the sidebar, select Create a New Max It Mailing, then click Customize.
  4. On the Report Options tab, enter a name for your mailing in the Title field. This saves the settings that you enter, so that you do not have to reenter them each time you send bulk mail.
  5. Under Record Selection, select the appropriate option.
  6. Under Organization Options, in the Level drop-down list, select the organization’s level.
  7. In the Label Name drop-down list, select the name that you want to display on the label.
  8. OPTIONAL: If you want to add any special fields from ACS to your address label or mailing layout, select Special Fields and click Select to add those fields. For more information, see “Working with Database Fields”.
  9. In the Address Options drop-down list, select the type of address (mailing, statement, etc) to print on the label
  10. Under Individual Options, in the Label Name drop-down list, select the name to print on the labels.
  11. OPTIONAL: To print labels for the organization’s staff as of the current date, select Use System Date under Staff Options. Next, select Select Staff Positions and click Select to add the staff members to include in the mailing.
  12. To create a mailing for an organization even if the none of the selected staff members exist in that organization, select Include Label if no Position Exists.
  13. To print labels only for the organizations that were included in the last search results, select Use Last Search Results. If you want to print labels for the organizations and the individuals that displayed in the last search results, select Include Individuals.
  14. Click Preview.
Report Options

Your selections determine the recipients of your mailing.

  • Record Selection— Record Selection controls how many labels print for each eligible name.
    • Organizations — Select to print labels for the organizations in your database. When this option is selected, the Individual Options are unavailable.
    • Contributor Only — Select to print labels for only the organizations whose Contributor Status is set to Active. When this option is selected, the Individual Options are unavailable.
    • Newsletter — Select to print labels for those organizations flagged to receive a newsletter by mail or both (regular mail and e-mail). If an organization is flagged to receive a newsletter by e-mail only, a label does not print for that organization. With this option selected, the Search Results are unavailable, because newsletter labels are controlled by the newsletter settings in the organization records.
    • Sponsors — Select to print labels for those organizations that sponsor other organizations. When this option is selected, the Individual Options are unavailable.
    • Staff — Select to print labels for the staff members of the organizations.
  • Organization Options— Your selections under Organization Options determine the level of organizations your labels will print for and the name that will print on the organization’s labels.
    • Level - Select the level of organizations for which you want labels to print.
    • Label Name - Select the name (Organization Name or Reference Name) that you want to print on the labels.
  • Address Options — Your selections under Label Options will determine which database fields you can insert into your address label’s layout and which address type will print on the label.
  • Special Fields — Click Select to include database fields in your address label’s layout. Your selections will be available in the Label Designer Wizard. For more information, see Working with Database Fields.
  • Address Type — Select the address type that you want to print on the labels. Address types are defined on the Addresses tab in View/Edit Organizations. Address types could include mailing address and statement address. The address types available are:
    • Primary - The organization’s main address.
    • Mailing - The address where the organization receives mail.
    • Meeting - The address where the organization meets, if different from the primary address.
    • Statement - The address where the organization receives its contribution statements.
  • Individual Options: Label Name — Select the label name (Formal or Informal) that you want to print on the label. This option is only available when Staff is selected under Record Selection.
  • Staff Options — Staff Options are only available when Staff is selected in Record Selection.
    • Use System Date — Select to print labels for the organization’s staff as of the current date or later.
    • Select Staff Positions — Select to print labels only for specific staff positions. Click Select to add the positions to print labels for. If this option is not selected, labels will print for all staff members
    • Include Label if no Position Exists — Select to print a label even if the organization does not have one of the staff positions that you specified in Select Staff Positions. For example, if you selected to print labels for the staff position of Treasurer, and an organization does not have a Treasurer on record, a label for this organization will only print if this option is selected.
  • Search Results— This section determines how the labels will print according to your last search results.
    • Use Last Search Results - Select to print labels for only the records included in your last search. This option is not available if Newsletter is selected in Record Selection.
    • Include Individuals - Select to print labels for the individuals whose records were included in your last search results. If this option is not selected, labels will only print for organizations' records.