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After you view and edit the Overview and Select Printer windows, the Reports wizard displays either the Label Layout or the Envelope Layout window. Use the options in this window to select a label, envelope, or return address style. You can also modify the address text, and you can select options for how addresses and unlisted phone numbers print.

Label Style

The Label Style section contains multiple label formats, including some manufactured by Avery®. 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.

Envelope Style

The Envelope Style section is where you can select from standard envelope size options, such as #9 (3 7/8” H X 7 1/2” W) or #10 (4 1/8” H X 9” W). You can select an envelope style from the Style Name drop-down list. Envelope dimensions display beneath the style name. You can also set up custom envelopes.

 To insert or edit an envelope style
  1. In the Envelope Layout window, under Envelope Style, click Edit Style.
  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 envelope, such as its dimensions.
  5. Under Envelope Dimensions, enter the height and width of the envelope in inches.
  6. Under Text Margins, enter the margins in inches.
  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.

Useful Information

For envelope reports, select the appropriate paper size in the Select Printer window.

Return Address Style

The Return Address Style section lets you determine how and where a return address prints on an envelope. To select a style, click the Style Name drop-down list.

 To insert or edit a return address style
  1. In the Envelope Layout window, under Return Address Style, click Edit Style.
  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. To modify the return address layout, click Edit Layout.
  5. Modify the return address text. To insert a 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.
  6. At the bottom of the window, click OK.
  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.

Text of the Label or Envelope

You can edit the text and layout of your label or envelope.

 To modify the text of the label or envelope
  1. In the Label/Envelope Layout window, 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 field, click Insert Field, select a field name, and click OK. You can also double-click a field name to insert it into the list.
  4. To close the editor, click OK.

Additional Field Information

Note

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

How Addr. Should be Handled
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 Checking for Alt. Addr. and Other Date Calculations
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.
  

How Unlisted Phone Numbers Should be Handled
If the report includes phone numbers, you can select how it prints unlisted ones. Under normal conditions, you don't include phone numbers on envelopes.

Useful Information

For some label and envelope reports, these fields are disabled.

  • 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 prints as "(XXX) XXX-XXXX". Listed numbers print as entered.
      

How Unlisted Email Addresses Should be Handled
If the report includes email addresses, you can select how it prints unlisted emails.

Useful Information

For some label and envelope reports, these fields are disabled.

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



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