Label and Envelope Topics
For best results, simply read this page once from beginning to
end--especially if you are new to iData Pro. Then read it again and
follow any external links when you need to learn more details.
NOTE: In addition to
the internal links below, this tutorial
includes external links to more detailed topics. To return to this page
after
viewing them, use your browser's back arrow.
Label
and Envelope Template File Structure
How
Label and Envelope Templates Work
Specifying
an Address Block for a Datafile
Static Text-Only
Labels
Using
Templates That Are Provided With iData Pro
Modifying
Existing Templates
Creating New
Templates
Printing
Batch Envelopes and Labels
Printing
Individual Envelopes and Labels
Label and Envelope
Template File Structure (back to top)
As with datafiles, iData Pro label and envelope templates are stored in
XML
(Extended Markup Language) format.
How Label and
Envelope Templates Work (back to top)
Label and envelope templates include three basic categories of
information:
- Page Layout information
includes the dimensions of the label sheet or envelope. If it is a
label template, it also includes information on the size, spacing, and
arrangement of labels on the sheet. Page Layout also includes Page
Setup information.
- Design Layout information
includes the design elements of the individual label or envelope, and
their arrangement on the label or envelope.
- Associated Datafile
information tells iData Pro which datafile the template is to be used
with. This is required if the template design includes an address block
or field blocks (text to be extracted from one or more specific
fields). When a template that has a datafile associated with it is
opened, it will cause its associated datafile to open, too.
Specifying an
Address Block for a Datafile (back to top)
iData Pro lets you specify which text from each record will go into the
address block that is used for labels and envelopes.
Different datafiles can be set up differently. Field-based datafiles
can have the address block assembled from a combination of field
content and static text. Freeform datafiles can create the address
block from a range of lines of text in the Freeform Text Area.
All this is specified in the Datafile Settings dialog. To learn how to
set
up the address block for a datafile, see the
Address Block Settings
section of the Datafile Settings help page.
Static Text-Only Labels (back
to top)
In addition to labels that include address blocks or field blocks based
on datafile content, you can use iData Pro to create labels that
contain
only specific ("static") text and/or images, such as
return address labels or
business cards. Static text-only
templates do not have to be associated with a datafile.
While iData Pro prints one label per record for templates that include
address blocks or field blocks, printing as many sheets as necessary,
it prints one entire sheet of static text-only templates. To print
multiple pages of such templates, just change the number in the
Copies field of the print dialog.
Using
Templates That Are Provided With iData Pro (back
to top)
iData Pro comes with a good selection of templates for Avery Labels,
which are readily available in the United States. The smaller templates
are set up to be filled by an address block. Some of the larger ones
are set up to have a return address in the upper left and the address
block in the lower right. There are also two Number 10 envelope
templates, one with and one without a return address.
If all you need is a standard mailing label, see if one of the supplied
templates will work for you. Of course, if you want to use one with a
return address, you will have to modify the supplied template.
NOTE:
Some of the Avery label templates provided start with the number
5 and others start with
8. These numbers indicate that the
labels are for laser printers or for ink jet printers, respectively,
but the label format is indicated by the remaining three numbers. So,
for example, Avery 5160 has the same format as Avery 8160. (The
template names were chosen based on whatever the person who created a
particular template had on hand. You may, of course, rename them in the
iData Pro Templates folder in
the
Finder.)
Modifying Existing
Templates (back to top)
When you need to create a new template, try to use one of the standard
labels and simply modify the
design layout. If this not possible, you can also modify the page
layout.
1. Select the template to be modified in the
Templates menu.
2. Select
Save
As... under the
File
menu, and save a copy of the template to be modified, using a
new name. It's generally a good idea to use a name that indicates both
the kind of label or envelope (such as the Avery label number or the
envelope dimensions), along with a little something to indicate its
purpose (e.g., "Avery 5163 Membership", or "5x6 Christmas Card").
3. The page layout procedures for labels and
envelopes are slightly different. See the Edit Page help pages
for labels or
for envelopes, depending on
which kind of template you are modifying.
4. Once you are satisfied with the page layout, see
the
Edit Design help page to
learn how to add or modify design elements.
5. Select
Save
under the
File menu (or type
command-S) to save your changes.
Creating New Templates (back
to top)
1. Select
New
Envelope... or
New Label...
under the
Templates menu, and
give the new template an appropriate name.It's generally a good idea to
use a name that indicates both the kind
of label or envelope (such as the Avery label number or the envelope
dimensions), along with a little something to indicate its purpose
(e.g., "Avery 5163 Membership", or "5x6 Christmas Card").
2. The new template window will appear, containing a
default page layout with no label or envelope design content. You will
be presented with sequence of dialogs that will let you specify an
associated datafile (if appropriate), the Page Setup, and
label/envelope dimensions. The page layout procedures for labels and
envelopes are slightly different. See the Edit Page help pages
for labels or
for envelopes, depending on
which kind of template you are modifying.
3. Once you are satisfied with the page layout,
click the OK button.
4. Click the
Edit
Design button in the toolbar to add design elements to the
template. See the
Edit Design help
page to learn how to add or modify design elements.
5. Select
Save
under the
File menu (or type
command-S) to save your changes.
Printing Batch
Envelopes and Labels (back to top)
See the
Print (Batch Envelopes or
Labels) help page to learn how to print either a page of static
text-only labels, or a set of labels or envelopes for an entire
datafile.
Printing
Individual Envelopes and Labels (back to top)
See the
Print Single Envelope or Label help page
to learn how to print a single envelope or label.
