Workflow: Creating Mailing Labels

Do you need to print mailing labels for your customer mailings, for example holiday or birthday greetings? Printing labels is a three step process. You must first create a target list of customers, then create the label (only if you want to use a label type other than the Avery Standard 5160 label), and finally merge the target list to the labels.

Creating a Target List of Customers

You must have the necessary AMS360 authorization in order to complete this task.

  1. Define the target list you want to create.

  2. Open the Sales Center.

  3. From the Actions menu select New Target List. The Target Lists form appears.

  4. Depending upon the type of target list you want to create, use the information in the following sections of the Target Lists topic, to create the target list of your choice:

Section

What is this?

Creating a New Target List

This section contains two How-to sections:

  • Creating a Target List from Scratch

  • Creating a Target List by Copying an Existing List.

Target List Selections

This topic section contains information/definitions for all Target List sections and their fields. Use this information to understand the fields and options, so you can create the target list of your choice.

  • Customer Criteria

  • Profile(s) Criteria

  • X-Date(s) Criteria

  • Basic Policy Criteria

  • Line(s) of Business Criteria

  • Query Information

Creating Labels

AMS360 is pre-configured to use Avery Standard 5160 labels. This step is only necessary if your designated labels are a different size. Follow the sections below in the sequence given.

Form Letter Setup

Method 1

  1. Open Form Letters. The Form Letters form appears.

  2. Select Document Library from the File menu or click the Document Library icon. The Document Library form appears.

  3. Click New from the Form Letter Documents section menu.

  4. Select Labels from the Category list.

  5. Enter a meaningful name in the Document Name field (e.g., Avery 5961 - Address).

  6. Select the name of the template that contains the merge fields available to use in creating your labels (e.g., Customer info) from the Merge Template field.

  7. Click Launch Word or the Word icon on the toolbar. Microsoft Word opens.

  8. Go to the Word Setup section of this topic.

Method 2

  1. Open Form Letters. The Form Letters form appears.

  2. Select Labels from the Category list in the Quick Letters section.

  3. Select 5160AddressLabel from the Document list.

  4. Select Document Library from the File menu or click the Document Library icon. The Document Library form appears with Labels highlighted in the Form Letter Documents List.

  5. Select Copy from the File menu or click the Copy icon. A new highlighted Labels category appears, below the original label, called Copy of 5160AddressLabel.

  6. Click Edit from the Form Letter Documents section menu.

  7. In the Document Name field replace Copy of 5160AddressLabel with a meaningful name (e.g. Avery 5160 - Address).

  8. Check Skip Data Selection Process. For more information see Document Library> Document Library -Form Letter Main Documents Fields > Skip Data Selection Process.

  9. Click Update from the Form Letter Documents section menu.

  10. Click Launch Word or the Word icon on the toolbar. Microsoft Word opens.

  11. Go to the Word Setup section of this topic.

Word Setup

  1. On the Mail Merge toolbar click the Main Document Setup icon . The Main Document Type dialog box appears:

  2. Select Labels, and click OK. The Label Options dialog box appears:

  3. Select the appropriate Printer information for your printer (Dot matrix or Laser and ink jet + the appropriate printer Tray).

  4. Select the appropriate Label information (Label product and Product number). Click OK.

  5. From the Mail Merge toolbar, click the Insert Merge Fields icon. The Insert Merge Field dialog box appears.

  6. Insert the required merge fields one by one. Click Cancel when finished.

  7. Format as appropriate (e.g., punctuation, font, font size, paragraph spacing before and after the top and bottom rows). This step assumes some familiarity with Word. See the example below:

  8. From the Mail Merge toolbar, click the Insert Word Field list and select Next Record. "Next Record" appears in all labels.

  9. From the Mail Merge toolbar, click the Propagate icon . The remaining labels are filled with identical merge fields to the first label.

  10. Exit Word. The message "Do you want to save changes" appears, select Yes.

  11. The Document Library form shows the message "You've created or changed the mail merge main document". Click OK

  12. The document save process completes and a text message in the bottom right corner displays in red, "Word document editing complete".

  13. Save & Close the Document Library form. The new label document is now ready for merging.

  14. See the last section in this topic, Merging the Target List to the Labels.

Merging the Target List to the Labels

  1. Open Form Letters.

  2. In the Quick Letters section:

  3. Choose Labels from the Category field.

  4. Select your choice of label from the Document field (e.g., 5160 Address Label).

  1. In the Customer Selection section choose Target Listfrom theType field.

  2. In the Customer Selection section, Target List group:

  3. Select your target list from the Select List field.

  4. Select the option "One document per Customer."

  1. In the Activity Options section specify whether or not to log an activity for this label. See Form Letters > Form Letters Sections > Activity Options for more information.

  1. Click File > Merge & View or click the View link. Microsoft Word opens with the populated target list. Print from Word when ready.

    You can also click File > Merge & Print or click the Print link to immediately begin printing your labels. However, AMS360 recommends viewing your labels before printing them.

Mailing Labels in AMS360