Admin Help - How to create mailing Labels
To create mailing labels for single or multiple contacts, click 'CiviCRM' on the admin menu
When the menu bar changes to the CiviCRM menu, click 'Admin SVA' and from the drop down list pick 'Create Mailing Labels'
This will take you to the 'Advanced Search' page. Select the search criteria (Groups, Tags, etc.) for the recipients of your mailing.
Further down the page you can expand the Fields such as Address Fields so you could, for example, search for all contacts in Wiltshire or, by expanding the 'Events' field, search for all people taking part in events like open studios. You can also restrict this group to only those who have fully registered, for example.
When you have selected the search criteria click the 'Search' button
From the search results, select which records you want. Your options for choosing contacts are:
- Check the boxes to the left of each individual contact you wish to print and choose selected records only
- Choose all # contacts (#=the number of contacts found by the search). Remember this will select the entire search result set - including records not displayed on the current page if the search returned multiple pages of results.
From the -more actions- dropdown menu at the top of the list of found contacts, choose Mailing Labels and click Go.
At the Make Mailing Labels page, select the Label type, For A4 sheets of 7 x 3 labels select L7160
Select the Location. Many contacts have multiple addresses in the database, Home, Studio, Primary, Billing. Select the appropriate location from the drop-down menu.
Under normal circumstances make sure that the 'Do not print labels for contacts with "Do Not Mail" privacy option is checked, and that the 'Merge labels for contacts with the same address' is Not checked. (If this is checked it will try to combine two people with the same address on 1 label and they won't fit!)
Click 'Make Mailing Labels'. A dialog box will open asking if you want to Open or Save the file. Click Open with Adobe Acrobat
When Adobe Acrobat opens you can preview your labels and then click the 'Print' icon.
Very Important
When the 'Print' dialogue box opens make sure that the 'Printer:' dropdown box shows a named printer e.g. 'Photosmart C4400' and not 'Shared Printer', 'Default Printer' etc
When printing from Acrobat, by default the programme will attempt to shrink the print to fit the printable area of the page.
You MUST make sure that you select the 'Page Scaling:' box and change this to 'None'
You must also clear the tickbox 'Auto-Rotate and Centre'
If you have a large number of labels to print, you can mess up a lot of expensive labels if things go wrong. It's a good idea to first print pages 1-5 on plain paper. Make sure that all pages match up perfectly with the label sheet by holding a print out and a label sheet together up to the light. You will see if the text correctly aligns.
If it looks OK. put one page of labels into the printer and print page 1. (Note that with the Photosmart printer, the label side needs to be DOWN.
Click the 'Print' button to print the labels.
Do not put more than 5 pages of label sheets into the printer at once. It will jam and ruin 3 or 4 sheets of labels
Tip! When things go wrong, it's easier to resolve if you have not ticked 'Print in reverse order'
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