ACS Version 10.6 - Labels
Table Of Contents
1.
Labels _____________________________________________________________________________________ 1
Labels Overview ............................................................................................................................................................ 1
Tips for Printing Labels .................................................................................................................................................. 1
Newsletter Label Reference Guide................................................................................................................................ 2
Selecting a Label ........................................................................................................................................................... 4
Saving a Label Format................................................................................................................................................... 4
Retrieving a Label Format ............................................................................................................................................. 5
Configuring Your Workstation to Print Bar Codes ......................................................................................................... 5
Previewing Labels.......................................................................................................................................................... 5
Printing Bar Codes on Labels ........................................................................................................................................ 6
Printing Labels ............................................................................................................................................................... 7
Label Layout .................................................................................................................................................................. 7
Layout...................................................................................................................................................................... 7
ACS Label Templates ............................................................................................................................................. 9
Creating a Label Layout .......................................................................................................................................... 9
Selecting Fields To Print on Labels......................................................................................................................... 9
Adding Custom Text To a Label Layout ................................................................................................................ 10
Saving a Label Template....................................................................................................................................... 11
Loading a Label Template..................................................................................................................................... 11
Labels Settings ............................................................................................................................................................ 12
Label Settings........................................................................................................................................................ 12
Selecting Label Settings........................................................................................................................................ 14
Changing the Font on Labels ................................................................................................................................ 14
Selecting Member Statuses .................................................................................................................................. 15
Selecting Special Mailings Groups........................................................................................................................ 16
Custom Sorting for Labels..................................................................................................................................... 16
Changing the Margins on Labels........................................................................................................................... 17
Basic Bulk Mail ............................................................................................................................................................ 18
Basic Bulk Mail Configuration — Settings Tab...................................................................................................... 18
Add/Edit County ZIP Codes .................................................................................................................................. 20
Add/Edit ZIP Code Zones...................................................................................................................................... 21
Configuring Labels for Basic Bulk Mail.................................................................................................................. 21
Printing Basic Bulk Mail Reports ........................................................................................................................... 22
Defining County ZIP Codes................................................................................................................................... 22
Deleting a County ZIP Code.................................................................................................................................. 23
Defining ZIP Code Zones ...................................................................................................................................... 23
Editing a ZIP Code Zone ....................................................................................................................................... 24
Deleting a ZIP Code Zone..................................................................................................................................... 24
Loading Saved Settings ........................................................................................................................................ 25
2.
Max It! ____________________________________________________________________________________ 27
About Max It................................................................................................................................................................. 27
Before Using Max It ..................................................................................................................................................... 28
Setting up Max It Labels in People .............................................................................................................................. 28
Setting up Max It Labels in Organizations ................................................................................................................... 31
Printing Prior Max It Settings ....................................................................................................................................... 34
3.
Glossary __________________________________________________________________________________ 35
4.
Index _____________________________________________________________________________________ 37
iii
Labels
Labels Overview
ACS provides various types of labels you can print for mailing purposes. All
labels print from Search Results except Newsletter labels, which are determined
based on the Newsletter Flag in the individual/family records, and the Member
Statuses or Special Mailings Groups you choose from the Settings tab.
Labels are available for Dot Matrix Printers, Label Printers, and Laser Printers.
The label types available to you depend on the type of printer you use to print
labels.
You can save any number of label formats so that you can design and reuse a
label. Your organization may have many different label formats that you use on
a regular basis. When you save a label, on the Reports tab, it displays in the
Reports list under the label used to create the saved label.
You can also access Labels from the Search Information tab in Searches.
There are many different labels available, and the label layouts are highly
customizable.
You can also use Label Designer to design, print, and save your own label
layouts for mailing purposes. Label Designer provides you with the tools and
options to design, print, and save your own label layouts for mailing purposes.
Tips for Printing Labels
Changes made to the labels process in more recent versions of ACS may cause
saved Labels reports to print differently than they did in earlier versions.
Because you may want to print several hundred labels at one time, a small error
can cost you a lot of time, money, and resources. Use the tips listed here to help
print labels successfully.
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ACS Version 10.6 - Labels
•
Purchase the labels that are suggested with the reports. For example, if
you want to print Laser 3-up labels, purchase either ACS 12215 labels
or Avery 5160 labels. The suggested labels are listed in the Report
Comment field in the Reports window.
•
Measure your labels before printing to make sure they match the
dimensions supplied in the Report Comment field in the Reports
window. Make sure to measure both the label size and the paper size.
•
Be sure that you are set up to print to the correct printer.
•
Print a small selection, about 15 or 20 labels, of a large job to make sure
the labels are lining up correctly. If your labels do not line up correctly,
try changing the margins on the labels, changing the font size on the
labels, or changing the paper size and orientation in your printer's
properties.
•
Have a network technician make sure that the latest emulation
compatible printer driver for your printer is installed.
•
If you have problems with the barcode on the Dot Matrix Label reports
printing off the edges of the label and not meeting inspection at the
Post Office, you might want to select the Print As Graphic option.
This option is located on the Report Options tab and prints out a
barcode that has passed inspection at the Post Office.
•
Bar codes for tray/sack and bulk mailing labels (Max It!® and nonMax-It) can be printed with laser or dot matrix printers. For bar coded
labels that qualify for bulk mail rates or discounts, the United States
Postal Service® (USPS) prefers the labels to be printed with laser or
24-pin dot matrix printers. This is so that MERLIN can read the bar
codes accurately and help you avoid extra mailing costs for improperly
printed or smudged pieces. Bar codes printed with a 9-pin dot matrix
printer may be rejected by the USPS.
Newsletter Label Reference Guide
The following is a guide to different ways of handling Newsletter Label flags to
meet unique needs in your organization. The default for the newsletter is
Family. The table below shows some exceptions using a family with a head,
spouse, child, and other. This table in no way shows all the combinations that
could occur but is meant to illustrate how ACS can be customized to meet
specific needs.
2
Note
When a record is deactivated, a newsletter
label does not print for that record.
Note
If a person is coded as Other, they receive a
separate label from the family regardless of
whether the Newsletter flag is set to Family or
Labels
Individual. Set the Newsletter flag to None if
you do not want a separate label.
If you want to print...
No labels
One addressed to Mr. and Mrs.
with street address listed with
husband's record
•
•
•
One addressed to Mr.
No label for Mrs.
No label for Child
•
•
•
No label for Mr.
One addressed to Mrs.
No label for Child
•
•
•
No label for Mr.
No label for Mrs.
One addressed to
Child
•
One addressed to Mr.
and Mrs. with street
address listed with
husband's record
One addressed to
Child away at college
One addressed to Mr.
No label for Mrs.
One addressed to
Child
•
•
•
•
•
•
•
One addressed to Mr.
One addressed to Mrs.
No label for Child
...then select these
Number of
Newsletter field options labels printed
Zero
• None for
Husband
• None for Wife
• None for Child
One
• Family for
Husband
• Family for Wife
One
• Individual for
Husband
• None for Wife
• None for Child
One
• None for
Husband
• Individual for
Wife
• None for Child
One
• None for
Husband
• None for Wife
• Individual for
Child
Two
• Family for
Husband
• Family for Wife
• Individual for
Child
•
•
•
•
•
•
•
•
•
No label for Mr.
One addressed to Mrs.
One addressed to
Child
•
•
Individual for
Husband
None for Wife
Individual for
Child
Individual for
Husband
Individual for
Wife
None for Child
None for
Husband
Individual for
Wife
Two
Two
Two
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ACS Version 10.6 - Labels
•
•
•
•
•
•
•
One addressed to Mr.
One addressed to Mrs.
One addressed to
Child
•
One addressed to
Family
One addressed to
Other
One addressed to
Family
•
•
•
•
•
•
Individual for
Child
Individual for
Husband
Individual for
Wife
Individual for
Child
Family for all
Family Members
Family for Other
Family for all
Family Members
None for Other
Three
Two
One
Selecting a Label
You can save any number of label formats so that you can design and reuse a
label in ACS. Your organization can have many different label formats that you
use on a regular basis. For example, you may have a label that is used for
newsletters formatted for Bulk Mailings. You may also have a label that you use
for other types of documents that just has an individual's name, age, and
Attendance Class. By saving each label format, you do not have to redesign your
labels each time you want to use them.
To select a label
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under People Reports, expand Labels and select the label you want
to work with.
5. Click Customize.
6. On the Report Options tab, select the appropriate options to format
your label.
7. Click Preview to view your labels. Once you view the labels, you can
export or print them.
Saving a Label Format
When you create a set of labels you plan to use again, you can save the format
so the information does not have to be re-entered. Examples might be:
Attendance Class Labels, Newsletter Labels, or Youth Group Labels.
4
Labels
To save a label format
1. After you have setup your labels on the Report Options tab, click
Preview.
2. When your labels display, click Save Report
.
3. In the Save Report window, enter a new label name in the Save As
field.
4. Enter the Report Title and Description.
5. To save your labels publicly so that other ACS users within your
organization can view them, select Public.
6. Click Save.
Retrieving a Label Format
To retrieve a label format
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under People Reports, expand Labels and select the label you want
to work with.
5. Click Customize.
6. On the Report Options tab, select the appropriate Layout and
Settings for your label.
7. Click Preview.
Configuring Your Workstation to Print Bar Codes
To print bar codes from ACS, you must have the proper font folders in your
C:\Windows folder. If your workstation is not set up properly, numbers and
letters will print in place of bar codes.
If numbers and letters print in place of bar codes, make sure that the
c39digit.ttf, c39digit.fot, zip code.ttf, IDAutomation Postnet.ttf, and zip
code.fot files are stored in your C:\Windows directory.
Previewing Labels
When previewing labels, there are many options available from the toolbar.
The following are some helpful hints and suggestions you should review before
previewing/printing labels:
5
ACS Version 10.6 - Labels
•
Make sure you select the correct labels/label template. You can always
preview labels before printing.
•
Make sure you select the correct label settings. Label settings greatly
affect the appearance of your labels.
You can preview labels before printing to make sure the labels contain the
information you require. For a description of the preview options available, See
the Preview Options topic.
Printing the total count label is optional. You can select Print Total Count
Label on the Settings tab to print it. The report title prints on the total count
label. The total count label prints at the end of the label run.
To preview labels
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under People Reports, expand Labels and select the label you want
to work with.
5. Click Preview. Your labels will display in the preview window.
Printing Bar Codes on Labels
Bar codes encode ZIP Code and Line of Travel information on mail that can be
read for sorting by automated machines.
To print bar codes on your labels, you must choose either 1-up or 2-up labels,
and your addresses must be CASS™ certified. If you own the CASS It!™
module, you can CASS certify your labels by running CASS It! on the addresses
for which you are printing labels. You can preview your labels first to see if the
bar code font files are in place.
To print bar codes on your labels
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under People Reports, expand Labels and select the label you want
to work with. Remember that you must select either 1-up or 2-up
labels.
5. Click Customize.
6. On the Report Options tab, click the Settings tab.
7. Under Label Options, select Print Bar Code.
8. Click Preview to display your labels.
6
Labels
Printing Labels
ACS offers flexibility in printing labels. A wide variety of options are available
for each type of label.
To print labels
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. In the upper sidebar, expand Labels and select the label you want to
work with.
5. Click Customize.
6. On the Report Options tab, select the desired label options on the
Layout and Settings tabs.
Note
For laser printers only: If you have a partial
sheet of blank labels that you want to use, you
can start the print run on the first blank label
by selecting its position number with the Start
Print at Label option.
7. Click Preview.
8. When your labels display, click Print
.
Label Layout
Layout
Use the Layout tab to select options for the layout of your labels.
Note
The options available on the Layout tab will
differ if you selected Create a New Label
Report. The Create a New Label Report
type is used to access the Label Designer
feature. For more information, please see the
topic About Label Designer.
Available Fields
The Available Fields list is a data tree containing fields you can include in your
label layout. To select a field from the data tree, highlight it, hold down the
mouse button, and drag it to the row, under Label Layout, where you want it
to print. If you have user rights set to None, you can select the fields SSN
7
ACS Version 10.6 - Labels
(Social Security Number) and DOB (Date of Birth), but the information does
not print on the labels.
Label Layout
The Label Layout box is where you set up the label layout. You can drag and
drop fields from the Available Fields list to use in your label layout. To clear a
single line of the label layout, click Clear Line
to the left of the row.
Start Printing at Label — This option is available for laser labels only.
You can select a label to start printing on with this option. This is useful if
you finish a label print job and have blank labels left over on a sheet. You
can start the next label run on the blank labels by selecting the number
position of the first blank label. The remainder of the labels in the run
print as usual, beginning at the top of the second label sheet to the end of
the print job. You can only select a valid label number. For example, if you
are printing 2-up laser labels, you cannot start printing labels on the 21st
label, because there are only 20 labels on the sheet.
While the Start Printing at Label option is available for all custom label
reports created with Label Designer, ACS strongly recommends that this
option only be used with laser label types to ensure that your labels print
correctly.
Tip
To determine the number of the label you want to start printing
on, count across, not down.
Labels per Record — Enter the number of labels to print for each
record. This option is available for laser labels only.
Clear Label — Click to clear all selected fields from the Label Layout.
Print Sample — Click to print a sample label using your layout and
settings before printing your labels.
Label Options
The Label Options section displays important selections you made on the
Settings tab. If you review this information and find that you need to make
changes, click the Make Changes link to access the Settings tab.
Label Template
The Label Template section has commands for saving label layouts as templates
and loading a saved template.
Load Template — Click to load a saved template for use. The Label
Layout associated with the selected label displays in the Label Layout box.
Save As Template — Click if you want to save a label layout as a
template. For example, if you have a label layout that you use often, you
can save it as a template for later use.
Basic Bulk Mail Options
The Basic Bulk Mail Options section gives you access to the Basic Bulk Mail
Configuration window and the Postal Reports. These options are available only
after selecting Basic Bulk Mail under Sort Order on the Settings tab.
8
Labels
Setup — Click to select the appropriate basic bulk mail configuration
options. For more information, see the Basic Bulk Mail Configuration
topic.
Postal Reports — Click to access saved postal reports.
When using saved label settings for the first time, ACS recommends that you
check your basic bulk mail settings to make sure they are correct before printing
labels.
ACS Label Templates
Use the ACS Label Templates window to save label layouts that you use often
as Label Templates. For example, if there is a standard mailing label format that
you often use, you can save the template with a descriptive name, such as
"Standard," and load it when you need to print labels with the same fields again.
ACS Label Templates Fields
Description — Displays the name of the selected template. If you are
saving a new template, enter the name of the new template in this field.
Available Templates — Displays a list of the saved ACS Label
Templates. To use one of these templates, select it and click OK.
Creating a Label Layout
You can customize the information that prints on a label on the Layout tab.
To create a label format
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Expand Labels and select the label you want to work with.
5. Click Customize.
6. On the Layout tab, under Available Fields, select the fields to print
on the labels.
7. On the Settings tab, select the appropriate options for your label.
Selecting Fields To Print on Labels
When creating a label layout, select the fields to print from the Available
Fields list on the Layout tab. The fields available for use are found in the
People Suite modules.
The Available Fields list is set up as a data tree. A data tree displays a short list
of section titles with a to the left. When you click the beside a section title,
9
ACS Version 10.6 - Labels
such as Individual, the section expands to display the list of available fields in
that section. When a section is expanded, a displays to the left of the section
title. Click the to collapse an expanded section. Take some time to familiarize
yourself with the fields that are available for use with labels.
Note
If you put more than one field on a line in the
Label Layout, no space is inserted between the
fields. For example, if you selected First Name
and Last Name for the same line in the Label
Layout, the fields would print with no spaces
between them: "JaneSmith." You can add
spaces between fields by Adding Custom Text
To a Label Layout.
If you use the Label Name field, names print
using the label name entered in the People
module. The CityStateZip field, available from
the Address section, prints the City, State, and
ZIP Code in the correct format. Use these
preformatted fields to quickly set up mailing
labels.
To select fields to print on labels
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. In the upper sidebar, expand Labels and select the label you want to
work with.
5. Click Customize.
6. On the Report Options tab, click the Layout tab.
7. Under Available Fields, select a field to print on the label. Hold the
mouse button down and drag the field down to the appropriate line on
under Label Layout. Use this "drag-and-drop" method to select and
arrange the fields to print on labels.
8. Repeat step 8 until you have selected and arranged all the fields to print
on your labels.
9. Click Preview to display your labels.
Adding Custom Text To a Label Layout
ACS provides an option to add text to a label line. You can use the Open Text
field to add specific text to your labels, or to add spaces or commas between
selected fields on a line.
10
Labels
To add custom text to a label layout
1. Select a label to work with from the Labels menu.
2. On the Layout tab, under Available Fields. select the Open Text
field from the Custom section. Hold the mouse button down and drag
the field down to the appropriate line under Label Layout.
3. In the Open Text dialog box, enter the text you want to add to the
label and click OK.
Saving a Label Template
If you create a label layout that you want to use later, you can save the layout as
a label template.
To save a label layout as a label template
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Expand Labels and select the label you want to work with.
5. Click Preview. Your labels will display in the preview window.
6. On the Layout tab, drag and drop the fields you want to print on the
labels from Available Fields to Label Layout.
7. Once you complete your label layout, click Save As Template.
8. In the Description field, enter a description for the new label template.
9. Click OK.
Loading a Label Template
If you saved label layouts as templates, you can access them by loading the
template. When you load a saved template, the Label Layout is entered for
you.
To load a label template
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under People Reports, expand Labels and select the label you want
to work with.
5. Click Customize.
6. Click Load Template.
11
ACS Version 10.6 - Labels
7. In the Available Templates list, select the label template you want to
use.
8. Click OK.
Labels Settings
Label Settings
Use the Settings tab to select settings for your labels. These settings give you
tremendous flexibility in designing and printing labels from ACS.
Record Selection
Record Selection controls how many labels print for each eligible name;
however, the actual criteria for who receives labels is determined by your search
results.
One per Family — Prints one label per family listed in your search
results. The label prints with the Head and Spouse names.
One per Person — Prints one label for each person listed in your search
results.
Children Only — Prints labels only for children who are listed in your
search results. The number of children in the family/search results affects
how the labels print:
•
With one child in the family/search results, the label prints the full
name, for example, Sally Smith.
•
With children's names under 45 characters (standard labels) or 60
characters (Label Designer labels) in the family/search results, the label
prints all the names, for example, Sally & Harry Smith.
•
With children's names exceeding the character limit, the label prints
"The Smith Children."
One per Contributor — Prints one label per contributor listed in your
search results.
Newsletter — Prints only labels for those individuals/families flagged to
receive a newsletter by mail or both (regular mail and e-mail). If an
individual/family is flagged to receive a newsletter by e-mail only, a label
does not print for that individual/family. With this option selected, the
search results are unavailable, because newsletter labels are controlled by
the family/individual/none newsletter settings in the individual records.
Special Mailings Only — Prints labels for all Special Mailings records.
To select specific Special Mailings groups to print labels for, under
Additional Options, select Special Mailings Group and click Select.
Label Name
Select the type of label name you want to use for printing the labels.
Formal — Select to use the Formal Family or Individual Label Name
set up in the individual records.
12
Labels
Informal — Select to use the Informal Family or Individual Label
Name set up in the individual records.
Salutation
Select the type of salutation you want to use for printing the labels.
Formal — Select to use the Formal Family or Individual Salutation set
up in the individual records.
Informal — Select to use the Informal Family or Individual Salutation
set up in the individual records.
Label Options
Include Children — Select to print the words "& Family" on the label. If
you are printing labels from search results, "& Family" prints only if
children are in the search results. If you are printing from newsletter labels,
"& Family" prints for all households with children except those where the
children's newsletter flag is set to None. Include Children is unavailable
unless Record Selection is set to One Per Family or Newsletter.
This option also prints children-only labels. For example, if your search
included a child, but did not include a head or spouse for that child, a label
would not print for that child unless Include Children is selected.
Expand Children — Select to include the selected children's names on
the label. If there are more names than will fit on one line, the label reads
"The Carter Children."
Print Uppercase — Select to print the labels in all uppercase letters.
Address Options
Addresses are defined in the View/Edit Individual window. You can choose
which address to print on labels from the Address drop-down list under
Address Options.
Primary — Select to use each person's primary address as defined on the
Addresses tab in the View/Edit Individual window.
Mail To — Select to use each person's mail-to address as defined on the
Addresses tab in the View/Edit Individual window.
Statement — Select to use each person's statement address as defined on
the Addresses tab in the View/Edit Individual window.
Additional Options
You can use the Member Status and Special Mailings Groups options to
limit the labels printed to selected member statuses and/or special mailings
groups.
Member Status — Select Member Status and click Select to print
newsletter labels only for members with selected member statuses.
Special Mailings Groups — Select Special Mailings Groups and click
Select to print newsletter labels for members of selected special mailings
groups.
Print Total Count Label — Select to print a total count label with the
report title. The total count label prints at the end of the label run.
Attendance Options
13
ACS Version 10.6 - Labels
When printing labels, you can select a master group from attendance.
Master Group — Select the attendance master group you want to print
labels for from the drop-down list.
Print Label Options — Click to preview and print the label options you
have selected.
Sort Order
Select the option you want to use for sorting the labels from this section.
Alphabetical — Sorts your labels alphabetically.
ZIP Code — Sorts your labels by ZIP Code.
Custom — Sorts your labels by a user-defined sort. To perform a custom
sort, see the Custom Sorting for Labels topic.
Basic Bulk Mail — Sorts your labels for basic bulk mail.
Basic Bulk Mail
When you select Basic Bulk Mail as your Sort Order, the Basic Bulk Mail
Options give you access to the Basic Bulk Mail Configuration window and the
Postal Reports.
Setup — Click to select the appropriate bulk mail configuration options.
For more information, please refer to the Basic Bulk Mail Configuration
topic.
Postal Reports — Click to access a list of reports available for printing.
For more information, see the Basic Bulk Mail Configuration topic.
Search Results
This section displays the most recent search statistics to help you be sure you
have the group you want for your labels. All labels print from search results
except newsletter labels, which are determined based on the newsletter flag in
the individual/family records, and the member statuses or Special Mailings
groups you choose from Additional Options. When you choose Newsletter,
the search statistics are unavailable.
Selecting Label Settings
You can select design options for your labels on the Settings tab.
To select label settings
1. Select a label to work with from the Labels menu.
2. Create the label layout you want on the Layout tab.
3. Click the Settings tab.
4. Select the appropriate settings for your labels. For detailed information
on the available settings, see the Label Settings topic.
Changing the Font on Labels
14
Labels
You can change the font type and size on your labels without affecting the way
bar codes print.
Changes made to report fonts only affect the
labels you are working in and are not
permanent.
Note
To change the font
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. In the upper sidebar, select the report you want to customize.
5. Click Customize.
6. On the Report Options tab, select the appropriate options for your
report and click Preview.
7. On the Reports toolbar above the preview pane, click Font
.
8. Select the style, color, and size font you prefer, and then click OK.
Selecting Member Statuses
When you are printing labels for newsletters, the labels print for all your people
records instead of just the records returned in your last search results. If you
want to send newsletters to members with specific member statuses only, you
can select those member statuses using the Member Status option.
To select member statuses
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under People Reports, expand Labels and select the label you want
to work with.
5. Click Customize.
6. On the Report Options tab, click the Layout tab.
7. Create the layout for the label on the Layout tab and click the Settings
tab.
8. Under Record Selection, select Newsletter.
9. Under Additional Options, select Member Status and click Select.
15
ACS Version 10.6 - Labels
10. Under Member Statuses, select a member status and click Add
to move the highlighted member status to the Selected Member
Statuses list.
11. Optional: If more than one member status is selected, click Up
to sort the records in the order you want.
and Down
12. Click Return.
Selecting Special Mailings Groups
When you are printing labels for newsletters, the labels print for all your People
records instead of just the records returned in your last search results. If you
want to send newsletters to members of specific special mailings groups only,
you can select those groups using the Special Mailings Groups option.
To select Special Mailings groups
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Expand Labels and select the label you want to work with.
5. Click Customize.
6. Create the layout for the label on the Layout tab and click the Settings
tab.
7. Under Record Selection, select Special Mailings Only.
8. Under Additional Options, select Special Mailings Groups and click
Select.
9. Under Special Mailing Groups, select a group and click Add
to
move the highlighted group to the Selected Special Mailings Groups
list.
10. Optional: If more than one special mailings group is selected, click Up
and Down
to sort the records in the order you want.
11. Click Return.
Custom Sorting for Labels
You can use custom sorting to select the order in which labels are printed. The
default setting for labels is to print in alphabetical order; however, you can print
labels in many different orders. For example, you can select to sort by City. This
selection groups individuals' labels together based on the city in which they live.
Note that in this example, labels are still sorted alphabetically, but by the City
name.
16
Labels
You can select more complicated sorting options as well. For example, you can
select multiple sort fields and the system sorts labels based upon the order of
your selection.
Example: Your pastor wants labels for all individuals, separated by the street on
which they live. He would also like these labels sorted by First Name instead of
Last Name. Finally, he would like the individuals' labels to display in order from
youngest to oldest.
To use custom sorting for labels
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
.
3. Click Go
4. In the upper sidebar, expand Labels and select the label you want to
work with.
5. Click Customize.
6. Create the layout for the label on the Layout tab and click the Settings
tab.
7. On the Settings tab, under Sort Options, select Custom.
8. Click Select.
9. Under Custom Sort, select a sort field and click Add
highlighted sort field to the Selected Custom Sort list.
10. Optional: If more than one field is selected, use Up
Down
to move the
and
to sort the fields in the order you want.
11. Click Close.
12. Click Preview to view your labels.
Changing the Margins on Labels
You can change the margin on your labels.
To change the margin
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under Report Type, select the type of printer you use for labels.
5. Under Reports, select the label layout you want to edit.
6. Click the Setup tab.
17
ACS Version 10.6 - Labels
7. Click Printer Setup.
8. Under Printer Settings, clear Use Default Margins.
9. Under Page Margins (Inches), adjust the margins as necessary.
10. Click OK.
11. Continue setting up your labels and then click Preview to view your
labels, or click Print to print your labels.
Basic Bulk Mail
Basic Bulk Mail Configuration — Settings Tab
Choices made on the Settings tab affect how labels are sorted and how they
print. The United States Postal Service® regulations to qualify for bulk mail
discounts are very specific regarding sorting and printing.
ACS is fully capable of meeting postal requirements to help you save money on
mailings. However, many other factors, such as mail-piece design, affect postal
rates.
Basic bulk mail sorting options are included with the People program. A
separate module, Max It!®, is available as well. Max It analyzes each mailing to
find the lowest cost options for the mailing and handles all sorting/printing
options for you.
Mail Class
Your selections in this section change the options shown on the Print Postal
Options report.
First-Class Mail — A mail class including all matter wholly or partly in
handwriting or typing, all actual and personal correspondence, all bills and
statements of account, and all matter sealed or otherwise closed against
inspection. Discounts are available for First Class Mail, but require more
mailable pieces (500), a first class permit, and other requirements as
specified by the USPS.
Standard Mail — A mail class consisting of mailable matter that is not
mailed as First Class or entered as Periodicals. This includes matter
formerly classified as Third-Class and Fourth-Class mail. Most newsletters
and general information mailings done by ACS clients qualify for standard
mail, as long as the various USPS requirements are met.
Periodicals — A mail class (formerly called second-class mail) consisting
of magazines, newspapers, or other publications formed of printed sheets
that are issued at least four times a year at regular, specified intervals from
a known office of publication. Many ACS Clients publish their newsletters
as periodicals because it saves them money.
Packet Size
Packet Size refers to the minimum number of pieces required to be in a carrier
route to be sorted separately. Postal regulations specify the packet size to be
used when claiming different bulk mail discounts. Be sure you know what is
18
Labels
required for the discount you plan to take. Generally, 6-piece packet sizes are
associated with periodicals mailings and 10-piece packet sizes with First-Class
or Standard Mail options.
ACS inserts an "end of packet" label in the label print job so that you know
where the breaks occur. This divider label makes it easier for you to band or
tray your mail pieces after the labels are affixed. Where these divider labels fall is
determined by whether you choose 6 or 10-piece packet sizes.
Nonprofit
Nonprofit — A subclass of Standard Mail that is available only to
qualified organizations specified by U.S. statute. Nearly all ACS clients are
non-profit organizations and qualify for this lower mailing rate.
3-Digit Groupings
The choices you make in this area affect how your mailing labels are sorted and
how the Optional Endorsement Line prints, if used.
Area Distribution Center (ADC) — A mail processing facility that
receives and distributes mail to specific ZIP Code areas. Bar codes are not
required on all the labels in a packet.
Automated ADC (11 Digit Bar code) — An Area Distribution Center
that uses multi-line optical character readers (MLOCRs), bar code sorters,
and other equipment for processing automation-compatible mail. Bar
codes are required for all labels to AADCs.
By State — Groups mailings according to states. This grouping is usually
done for purposes other than bulk mailing.
Options
Print Optional Endorsement — The Optional Endorsement Line
(OEL) is a line that prints across the top of the label and provides details
on the sorting level for the packet. For example, it might look like this:
***CAR-RT SORT **R011
or
**AUTO****3 Digit Zip: 295
In ACS, the OEL prints only when the box to Print Optional
Endorsement is checked and if you have included Carrier Code as a field
on the label. The OEL is not required by the Post Office on each mail
piece. However, it provides information which may be helpful to those
who are affixing labels to the mailpieces because it can help keep the label
sorting in order.
Note
To create mailing labels with Microsoft®
Word Mail Merge selected as the Data Source
Type, you must ensure that the Print Optional
Endorsement option is selected, and include
the Endorsement field in the Mail Merge file.
Carrier Route Sorting — Select this option to sort labels by carrier route.
Separate Non-Barcoded Labels (AADC) — Select this option to print
non-barcoded labels separately.
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ACS Version 10.6 - Labels
Basic Bulk Mail Configuration Buttons
Define County ZIP Codes — Click to add or edit county ZIP Codes.
When you configure labels for bulk mail, you can define County ZIP
Codes. For those mailing periodicals, postal rates may vary depending on
the ZIP Code Zone to which you are mailing. Zone information identifies
the appropriate zone code assigned to each originating and destination ZIP
Code pairing. For more information, please refer to the Defining County
ZIP Codes topic.
Define ZIP Code Zones — Click to add or edit ZIP Code Zones. When
you configure labels for bulk mail, you can define ZIP Code Zones. For
those mailing periodicals, defining ZIP Code Zones is an essential step
towards establishing the postal rates for certain areas of a county or city.
For more information, please refer to the Defining ZIP Code Zones topic.
Load Settings — Click to select bulk mail settings from previously saved
reports to apply to your current report. You can also delete saved settings
on the Bulk Mail Settings window.
Save Settings — Click to save present settings for future reference. Save
by entering a name for the settings in the Title field and clicking Save.
Select Public if you want all users to be able to access the settings.
Add/Edit County ZIP Codes
Use the Add/Edit County ZIP Codes window to define county ZIP Codes
when you configure labels for basic bulk mail.
ZIP Code List
The ZIP Code List box provides a list of the available County ZIP Codes and
the ZIP Code type.
Sort By
You can select the way you want to sort the ZIP Code list here.
ZIP Code — Select to sort the ZIP Code list by ZIP Code.
Type / ZIP Code — Select to sort the ZIP Code List by the ZIP Code
Type.
Add/Edit County ZIP Codes Buttons
Add In County — Click to add in county ZIP Codes.
Add DDU — Click to add Destination Delivery Unit ZIP Codes. The
DDU is the post office that delivers the mail to the appropriate address.
Add SCF — Click to add Sectional Center Facility ZIP prefix codes. The
SCF is the postal facility that serves as the processing and distribution
center (P&DC) for post offices in a designated geographic area as defined
by the first 3 digits of the ZIP Codes of those offices.
Delete — Click to delete a selected County ZIP Code.
20
Labels
Add/Edit ZIP Code Zones
Use Add/Edit ZIP Code Zones to define ZIP Code Zones when you configure
Labels for basic bulk mail. Your postal rates vary depending on the ZIP Code
Zone to which you are mailing. Zone information identifies the appropriate
distance code assigned to each originating and destination ZIP Code pairing.
You can obtain a list of ZIP Code Zones from your local post office, or visit
the United States Postal Service® Web site at www.usps.com and use the Zone
Charts feature. This information is necessary only for periodicals.
Add/Edit ZIP Code Zones Buttons
Add — Click to add a ZIP Code Zone to the list.
Edit — Click to edit a selected ZIP Code Zone.
Delete — Click to delete a selected ZIP Code Zone.
Configuring Labels for Basic Bulk Mail
Choices made in the Configuring Labels for Basic Bulk Mail area affect how
labels are sorted and how they print. The US Postal Service regulations to
qualify for bulk mail discounts are very specific regarding sorting and printing.
Please review the Basic Bulk Mail Configuration options to understand the
impact of your choices better.
To configure labels for basic bulk mail
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. When the ACS reports window displays, expand Labels and select the
label layout you want to configure for basic bulk mail.
Note
If you own the Max It!® module, select
Max It! on the Report Type section. Max
It details are provided in the Help files with
that program.
5. Click Customize.
6. Select the Layout tab and Settings tab options you want for the labels.
7. On the Settings tab, select Basic Bulk Mail as the Sort Order.
8. Click Setup.
9. Select the appropriate options for your Bulk Mailing on the Settings,
Postal Reports, and Mailing History tabs.
10. To save the basic bulk mail configuration for future reference, click
Save Settings on the Settings tab.
21
ACS Version 10.6 - Labels
11. Click Close.
12. To view your labels, click Preview.
Printing Basic Bulk Mail Reports
Basic Bulk Mail Reports provide helpful statistical information on the mailing
list and label setup you are using. This information helps you complete the
appropriate paperwork for your mailing, so that rates may be determined, and
provides the Post Office with verification details for the mailing.
Clients with Max It!® have options to print the paperwork required by the Post
Office for a bulk mailing, rather than having to fill it out by hand. Max It users
should refer to the Help files in Max It for details on the print options available
to them.
To print bulk mail reports if you are not using Max It
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
.
3. Click Go
4. Expand Labels and select the type of label you want to use.
5. Click Customize.
6. Click on the Report Options tab.
7. Make layout selections on the Layout tab, and then click the Settings
tab.
8. On the Settings tab, under Sort Order, select Basic Bulk Mail and
click Postal Reports.
9. Click Postal Reports and select the report you want to print and click
Print
.
Defining County ZIP Codes
When you configure labels for basic bulk mail, you can define county ZIP
Codes in the Add/Edit County ZIP Codes window.
To define county ZIP Codes
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Expand Labels and select the label you want to work with.
5. Click Customize.
22
Labels
6. Click the Settings tab.
7. Under Sort Order, select Basic Bulk Mail.
8. Click Setup.
9. In the Basic Bulk Mail Configuration window, on the Settings tab,
click Define County ZIP Codes.
10. Click the appropriate Add button to add a ZIP Code.
11. After adding the county ZIP Codes, click Close.
Deleting a County ZIP Code
To delete a county ZIP Code
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Expand Labels and select the label you want to work with.
5. Click Customize.
6. Click on the Settings tab.
7. Under Sort Order, select Basic Bulk Mail.
8. Click Setup.
9. In the Basic Bulk Mail Configuration window, on the Settings tab,
click Define County ZIP Codes.
10. Select the ZIP Code to delete and click Delete.
11. When the confirmation message displays, click Yes.
12. Click Close.
Defining ZIP Code Zones
When you configure labels for basic bulk mail, you can define ZIP Code Zones.
Your postal rates vary depending on the ZIP Code Zone to which you are
mailing. Zone information identifies the appropriate distance code assigned to
each originating and destination ZIP Code pairing. You can obtain a list of ZIP
Code Zones from your local post office, or visit the United States Postal
Service® Web site at www.usps.com and use the Zone Charts feature. This
information is necessary only for periodicals.
To define ZIP Code Zones
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
23
ACS Version 10.6 - Labels
4. Expand Labels and select the label you want to work with.
5. Click Customize.
6. Click the Settings tab.
7. Under Sort Order, select Basic Bulk Mail.
8. Click Setup.
9. In the Basic Bulk Mail Configuration window, click Define ZIP Code
Zones.
10. Click Add.
11. Under Zone Settings, enter the appropriate information into the
fields.
12. Click OK.
Editing a ZIP Code Zone
To edit a ZIP Code Zone
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Expand Labels and select the label you want to work with.
5. Click Customize.
6. Click the Settings tab.
7. Under Sort Order, select Basic Bulk Mail.
8. Click Setup.
9. In the Basic Bulk Mail Configuration window, on the Settings tab,
click Define ZIP Code Zones.
10. Select the ZIP Code Zone you want to edit and click Edit.
11. Make all necessary changes to the ZIP Code Zone and click OK.
12. Click Close.
Deleting a ZIP Code Zone
To delete a ZIP Code Zone
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Expand Labels and select the label you want to work with.
5. Click Customize.
24
Labels
6. Click the Settings tab.
7. Under Sort Order, select Basic Bulk Mail.
8. Click Setup.
9. In the Basic Bulk Mail Configuration window, on the Settings tab,
click Define ZIP Code Zones.
10. Select the ZIP Code Zone you want to delete and click Delete.
11. When the confirmation message displays, click Yes
12. Click Close.
Loading Saved Settings
You can view or edit saved settings when configuring basic bulk mail.
To load saved settings
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. Under People Reports, expand Labels and select the label you want
to work with.
5. Click Customize.
6. On the Report Options tab, click the Settings tab.
7. Under Sort Order, select Basic Bulk Mail.
8. Under Sort Order, click Postal Reports.
9. Click the Settings tab.
10. Click Load Settings.
11. Select the Saved Settings you want to access and click Load.
12. Click Preview to view your labels.
25
Max It!
About Max It
ACS Max It!® is a bulk mailing tool that works in conjunction with the ACS
Cass It!™ and ACS People and Organizations modules. After you CASS™
(Coding Accuracy Support System) certify your mailing with ACS CASS It, Max
It presorts your mailing addresses to meet United States Postal Service® (USPS)
requirements for bulk mail discounts and sorts your mailing so that you receive
the highest discount possible. With Max It, you can design and print address
labels for your mailing, or you can print addresses directly on your mailing or its
envelope. In addition, Max It calculates, completes, and prints all required
postal documentation, so that you can spend your valuable time working toward
your organization’s goals rather than filling out complicated forms.
Released in early March, ACS 10.2’s Max It was upgraded with additional
features to serve your bulk mailing needs. Some new features in Max It include:
•
Printing addresses directly on your mail piece or envelope. If you want
to print your addresses directly on the envelopes, periodical, or package
you’re mailing, you can easily do this in Max It.
•
Excluding remaining records from any mailing sort. If you only want to
send mailings to addresses that are eligible for Automation discounts,
the records that meet those requirements will be sorted that way, and
any remaining records can be sorted as Nonqualified or excluded.
•
Previewing your tray or sack labels with your bulk mail reports.
•
Forcing ZIP® Codes as in-county for periodical mailings. If your
address list has a ZIP Code that crosses county lines, and you want
those pieces to receive an in-county discount, simply enter these ZIP
Codes when selecting mail sort discounts, and they will get the benefit
of the in-county rate.
27
ACS Version 10.6 - Labels
•
Saving your mailing reports as PDF (Portable Document Format) files.
This allows you to e-mail your files or save them in a special folder on
your computer or network.
Before Using Max It
Before using Max It to sort your mail for bulk mailing discounts, ACS
Technologies recommends that you:
•
Obtain mailing trays, sacks, or containers. These containers are
available free of charge from the Post Office.
•
Install ACS 10.2 and load the Max It! update.
•
CASS certify your addresses with ACS CASS It.
•
If you completed Max It bulk mailings with a previous version of ACS,
print a report of your prior Max It settings.
•
Print a copy of this guide to take notes in as you create your bulk
mailing with Max It. xxx link to guide.
If this is your organization’s first bulk mailing, ACS Technologies recommends
that you hold an internal meeting within your organization to make decisions
about your bulk mailing. Some items you may want to discuss include:
•
Your mailing’s sort class (First-Class Mail, Periodical, Standard Mail, or
Package Services.)
•
Your mailing’s piece type (Machinable letters, flats, or postcards, or
nonmachinable letters or flats). Each piece type has specific
dimensions, so if you have any questions regarding piece type, contact
your Post Office™.
•
Your mailing’s sort level (Carrier Route, Automation, Nonautomation,
Single Piece).
•
Formatting your address labels. Max It allows you to print your
addresses on labels or directly on envelopes.
•
Applying for a USPS Bulk Mailing Permit, if you do not already have
one. This permit is required to send bulk mailings, and you will need to
enter information from the permit when using Max It.
Setting up Max It Labels in People
The first step when creating a Max It!® mailing in ACS People is setting up
address labels for the mailing’s recipients. You can select various options for
your labels on the Setup tab.
To Setup Max It Labels in ACS People
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People.
28
Max It!
3. Click Go
.
4. In the upper sidebar, expand Labels and select Create a New Max It!
Mailing.
5. Click Customize.
6. In the Report Title field, enter a name for your Max It mailing. When
you name the mailing, the settings you enter are saved, so you do not
have to reenter them each time you create a bulk mailing.
7. Under Record Selection, select the appropriate option to determine
how many labels print for each eligible name.
8. Under Label Options, select the appropriate group of individuals to
include in the mailing.
9. Under Label Name, select Formal to print the individual’s formal
label name or Informal to print the individual's informal name.
10. Under Salutation, select Formal to print the individual’s formal
salutation or Informal to print the individual’s informal salutation.
11. Under Address Options, select the address to print on the mailing
label in the Address Type drop-down list.
12. Under Attendance Options, select the attendance master group in the
Master Group drop-down list. You only need to make a selection if
you selected one or more attendance fields under Special Fields in the
Label Options section.
13. Click Preview to launch the PRESORT Agent Wizard and create your
mailing.
Field Descriptions — The People Setup Tab
Record Selection — Record Selection controls how many labels print for each
eligible name. Your search results determine the actual criteria for who receives
labels.
One Per Family — Select to print a label for each family whose record is
included in the last search results. The label prints with the head and
spouse names.
One Per Person — Select to print a label for each individual included in
the last search results.
Children Only — Select to print a label for only the children included in
the last search results. The number of children in the family affects how
the labels will print.
•
With one child in the family or search results, the label prints the full
name, for example, Sally Smith.
•
With children's names under 45 characters (standard labels) or 60
characters (Label Designer labels) in the family or search results, the
label prints all the names, for example, Sally & Harry Smith.
29
ACS Version 10.6 - Labels
•
With children’s names exceeding the character limit, the label prints
“The Smith Children.”
One Per Contributor — Select to print a label for each contributor
included in the last search results.
Newsletter — Select to print labels for those individuals or families
flagged to receive a newsletter by mail or both (regular mail and e-mail). If
an individual or family is flagged to receive a newsletter by e-mail only, a
label will not print for that individual or family. With this option selected,
the search results are unavailable, because newsletter labels are controlled
by the family/individual/none newsletter settings in the individual records.
Special Mailings Only — Select to print labels for all Special Mailings
records.
Label Options
Include Children — Select to print the words “& Family” on the label. If
you are printing labels from search results, “& Family” prints only if
children are included in the search results. If you are printing from
newsletter labels, “& Family” prints for all households with children except
those where the children's newsletter flag is set to None. If an individual
has a family position of child, but has no other family members assigned to
him or her, an address label will not print unless this option is selected.
Include Children is unavailable if Record Selection is set to One Per
Person, Children Only, One Per Contributor, or Special Mailings Only.
Expand Children’s Names — Select to print children’s names on the
address label. If there are more names than will fit on one line, the label
reads “The Smith Children.”
Member Status — Select to include specific member status types on the
label. Click Select to choose the member statuses to include in the mailing.
Special Mailings Groups — Select to include Special Mailings Groups.
Click Select to choose the special mailings groups to include in the
mailing.
Special Fields — Select to include additional fields in your label layout.
When you chose this option, click Select to choose the fields you want.
Your selections will be available for you to add to your address label’s
layout in the Label Designer Wizard.
Label Name — Select whether to use a Formal or Informal label name when
printing your labels. By default, the recipient’s name will print on the label as
[First Name][Last Name]. If you want to use a salutation or a different label
format, you will need to customize your label in the Label Designer.
Formal — Select to use an individual or family’s formal label name. For
example, the formal label name for Mr. James Aaron, who goes by Jim,
would print as Mr. James Aaron if One Per Person or One Per
Contributor was selected under Record Selection. If One Per Family
was selected, Mr. & Mrs. James Aaron would print on the address label.
Informal — Select to use an individual or family’s informal label name.
For example, the informal label name for Mr. James Aaron, who goes by
Jim, would print as Jim Aaron if One Per Person or One Per
30
Max It!
Contributor was selected under Record Selection. If One Per Family
was selected, Jim and Jane Aaron would print on the address label.
Salutation — Select whether to use a formal or informal label salutation when
printing your labels. An informal salutation will include the recipients’ first
names, and a formal salutation will include Mr. or Mrs. and the recipients’ last
name.
Address Options — Addresses are defined in the View/Edit Individual
window. You can choose which address (Primary, Mailing, or Statement) to
print on labels from the Address drop-down list under Address Options.
Attendance Options — If you selected an attendance group to print labels for
when selecting Special Fields, select the attendance group you would like to pull
information for in the drop-down list.
Prior Max It! Settings — Click to print a report of your prior Max It! settings.
Printing this report will be useful when entering your new settings into the
PRESORT Agent Wizard, Label Designer Wizard, and Label Designer. For
more information, see Printing Your Prior Max It Settings.
How-To Videos and Guides — Click to view instructional videos and guides
dealing with Max It.
Setting up Max It Labels in Organizations
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 Setup Max It Labels in ACS Organizations
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select Staff/Organizations.
3. Click Go
.
4. In the menu on the left, expand Labels and select Create a New Max
It! Mailing.
5. Click Customize.
6. In the Title field, enter a name for your Max It mailing. This saves the
settings that you enter, so that you do not have to reenter them each
time you send bulk mail.
7. Under Record Selection, select the appropriate option.
8. Under Organization Options, select the organization's level in the
Level drop-down list.
9. In the Label Name drop-down list, select the name that you want to
display on the label.
31
ACS Version 10.6 - Labels
10. 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 select those fields.
11. In the Address Options drop-down list, select the type of address
(mailing, statement, etc) to print on the label
12. Under Individual Options, select the name to print on the labels in
the Label Name drop-down list.
13. OPTIONAL: Under Staff Options, select Use System Date to print
labels for the organization’s staff as of the current date. Select Select
Staff Positions and click Select to select the staff members to include
in the mailing.
14. Select Include Label if no Position Exists to create a mailing for an
organization, even if the none of the selected staff members exist in
that organization.
15. Under Search Results, select Use Last Search Results if you want to
print labels only for the organizations that were included in the last
search results. Select Include Individuals if you want to print labels
for the organizations and the individuals that displayed in the last
search results.
16. Click Preview to create the mailing.
Field Descriptions — The Organizations Setup Tab
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.
32
Max It!
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 select and include database fields in your
address label’s layout. Your selections will be available for you to add to
your address label’s layout in the Label Designer Wizard.
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 select 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 for an
organization 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 in Select Staff Positions,
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.
Prior Max It Settings — Click to print a report of your prior Max It! settings.
Printing this report will be useful when entering your new settings into the
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ACS Version 10.6 - Labels
PRESORT Agent Wizard, Label Designer Wizard, and Label Designer. For
more information, see Printing Prior Max It Settings.
How-To Videos and Guides — Click to view instructional videos and guides
dealing with Max It.
Printing Prior Max It Settings
From the Max It! Setup tab in People or Organizations, you can print a report
that shows your Max It! settings from ACS versions 10.0 and earlier. This report
is helpful when entering your settings and selecting your options in the
PRESORT Agent Wizard, Label Designer Wizard, and Label Designer.
To Print Your Prior Max It Settings
1. Under Searches and Reports, click the Labels tab.
2. In the drop-down list, select People or Staff/Organizations.
3. Click Go
.
4. When the ACS Reports window displays, expand Labels and select
Create a New Max It! Mailing.
5. Click Customize.
6. Click Prior Max It! Settings.
7. Under Saved Settings in the Select Report window, select the report
that you previously used for your Max It! mailings.
8. Click Print.
9. The Prior Max It Settings report will display. Click Print to print the
report.
10. Refer to the report as needed in the PRESORT Agent Wizard and
Label Designer Wizard.
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Glossary
A
Area Distribution Center (ADC): A mail processing facility that receives and distributes
mail to specific ZIP Code areas.
Automated ADC (11 Digit Barcode): An ADC that uses multi-line optical character
readers (MLOCRs), barcode sorters, and other equipment for processing automationcompatible mail.
D
Destination Delivery Unit (DDU): The post office that delivers the mail to the appropriate
address.
L
Label Layout: The format for the labels to print.
Label Templates: Label layouts that are saved for later use.
N
Nonprofit: A subclass of Standard Mail that is available only to qualified organizations
specified by U.S. statute.
O
Optional Endorsement Line: A line that prints across the top of the label and provides
details on the sorting level for the packet.
P
Packet Size: The minimum number of pieces required to be in a carrier route to be sorted
separately.
35
ACS Version 10.6 - Labels
S
Sectional Center Facility (SCF): The postal facility that serves as the processing and
distribution center (P&DC) for post offices in a designated geographic area as defined
by the first three digits of the ZIP Codes of those offices.
Z
ZIP Code Zone: Information that identifies the appropriate distance code assigned to each
originating and destination ZIP Code pairing.
36
Index
37
3
3-digit groupings
area distribution center (adc) ............. 18
automated adc ................................... 18
by state .............................................. 18
zip code zones................................... 24
deleting................................................... 22
deleting................................................... 24
destination deliver unit (ddu) .................. 20
3-digit groupings..................................... 18
E
A
edit
zip code zones................................... 24
ACS label templates................................. 9
edit ......................................................... 24
address options ...................................... 12
area distribution center (adc).................. 18
F
attendance options ................................. 12
first-class mail ........................................ 18
automated adc........................................ 18
L
B
bulk mail
configuring labels for.......................... 21
printing reports ................................... 21
label layout
adding custom text............................. 11
creating ................................................ 9
retrieving .............................................. 4
saving .................................................. 4
bulk mail ........................................... 12, 18
label layout ............................................... 4
bulk mail ................................................. 21
label layout ............................................... 4
bulk mail ................................................. 21
label layout ............................................... 7
bulk mail configuration
3-digit groupings ................................ 18
carrier route sorting............................ 18
define county zip codes ..................... 18
define zip code zones ........................ 18
mail class ........................................... 18
Max It! ................................................ 18
Max It! setup ...................................... 18
nonprofit ............................................. 18
packet size ......................................... 18
print optional endorsement ................ 18
separate non-barcoded labels (aadc) 18
label layout ............................................... 9
bulk mail configuration............................ 18
by state................................................... 18
C
carrier route sorting ................................ 18
configuring labels for bulk mail ............... 21
county zip codes
defining .............................................. 22
deleting .............................................. 22
label layout ............................................. 11
label name.............................................. 12
label options ........................................... 12
label settings
address options ................................. 12
attendance options ............................ 12
bulk mail............................................. 12
label name ......................................... 12
label options....................................... 12
member status ................................... 12
record selection ................................. 12
salutation ........................................... 12
search results .................................... 12
selecting............................................. 14
sort order ........................................... 12
special mailings groups ..................... 12
label settings .......................................... 12
label settings .......................................... 14
label settings .......................................... 15
county zip codes..................................... 20
label settings .......................................... 17
county zip codes..................................... 22
label templates
loading ............................................... 11
saving ................................................ 11
county zip codes..................................... 22
creating a label layout .............................. 9
custom sorting ........................................ 16
custom text ............................................. 11
D
defining
zip code zones ................................... 23
defining................................................... 22
defining................................................... 23
defining county zip codes ....................... 22
deleting
county zip codes ................................ 22
label templates ......................................... 9
label templates ....................................... 11
label templates ....................................... 11
labels
newsletter reference guide .................. 2
previewing............................................ 5
printing ................................................. 6
selecting............................................... 3
selecting fields to print ....................... 10
labels ........................................................ 1
labels ........................................................ 2
labels ........................................................ 3
38
Index
labels ........................................................ 5
saving....................................................... 4
labels ........................................................ 6
saving..................................................... 11
labels ...................................................... 10
search results ......................................... 12
loading a label template ......................... 11
sectional center facility (scf) ................... 20
M
mail class
first-class mail .................................... 18
periodicals.......................................... 18
standard mail ..................................... 18
selecting
fields to print ...................................... 10
label ..................................................... 3
label settings...................................... 14
member status ................................... 15
special mailings groups ..................... 16
mail class................................................ 18
selecting ................................................... 3
master group .......................................... 12
selecting ................................................. 10
Max It!..................................................... 18
selecting ................................................. 14
member status.................................. 12, 15
selecting ................................................. 15
N
selecting ................................................. 16
newsletter labels....................................... 2
non-barcoded labels (aadc).................... 18
nonprofit ................................................. 18
separate non-barcoded labels (aadc) .... 18
settings ................................................... 12
sort order ................................................ 12
sorting .................................................... 16
P
special mailings groups .................... 12, 16
packet size ............................................. 18
standard mail.......................................... 18
periodicals .............................................. 18
T
print optional endorsement..................... 18
templates.................................................. 9
R
troubleshooting......................................... 1
record selection ...................................... 12
Z
reports
bulk mail............................................. 21
reports .................................................... 21
S
zip code zones
defining .............................................. 23
deleting .............................................. 24
editing ................................................ 24
zip code zones ....................................... 20
salutation ................................................ 12
zip code zones ....................................... 23
saving
label layouts......................................... 4
label templates................................... 11
zip code zones ....................................... 24
zip code zones ....................................... 24
39