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This chapter is from the book

Using Label and Envelope Layouts

This section only covers label and envelope layouts. For more information on using standard layouts, see Working with Layouts on page 140.

To create a label layout:

  1. Switch to Layout mode ( in Windows, on the Mac), then choose Layouts > New Layout/Report ( in Windows, on the Mac).

  2. When the Create a Layout/Report screen of the New Layout/Report dialog box appears, type a name into the Layout Name text box. Choose Labels in the left-side Select a layout type text box and click Next (Figure 10.36).

    Figure 10.36Figure 10.36 When the New Layout/Report dialog box appears, choose Labels in the left-side list and click Next.


  3. The next dialog box gives you the choice of using one of several dozen preset Avery-based label sizes or creating a custom-size label (Figure 10.37).

    Figure 10.37Figure 10.37 Use the label setup screen to choose a preset Avery-based label size or create a custom size.


  4. To use an Avery-based label, leave the Use label measurement for radio button selected and use the pop-down menu to choose the appropriate Avery size based on the labels you're using. By the way, even non-Avery label packages usually list an Avery-equivalent stock number.

  5. To create a custom size, select the Use custom measurements radio button, then use the Labels across the page, Width, and Height boxes to configure your label's size (Figure 10.38).

    Figure 10.38Figure 10.38 Choosing the Use custom measurements button lets you adjust the label's width and height, and set how many labels fit across the page.


  6. Click Next.

  7. When the Specify Label Contents screen appears, double-click in the upper-left list the fields you want displayed or select a field in the list and click the Add Field button (Figure 10.39). Selected fields will appear in the lower window surrounded by « » brackets. The brackets act as placeholders for data.

    Figure 10.39Figure 10.39 Use the Specify Label Contents screen to choose the fields you want displayed.

  8. To place a field on a new line, press (Windows) or (Mac). To insert punctuation marks, space between the fields, or additional text just use your keyboard.

  9. To remove a mistake, select the entry in the lower box and press . To start over, click on the dialog box's Clear All button. To further format the layout, see Formatting Fields or Objects on page 189.

  10. When you're done, click Next. One final dialog box will appear (Figure 10.40), giving you a choice of switching to Preview mode to see how the labels will print or staying in Layout mode to continue tweaking its appearance. Make your choice and click Finish. The chosen view will appear, which in our example is the Layout view (Figure 10.41).

    Figure 10.40Figure 10.40 Once you're done setting up the layout, you can switch to Preview mode to see how the labels will print, or stay in Layout mode.

    Figure 10.41Figure 10.41 The layout for the label appears once you close the Specify Label Contents screen. Click on and drag the vertical marker to adjust the label's width.

To create an envelope layout:

  1. Switch to Layout mode ( in Windows, on the Mac), then choose Layouts > New Layout/Report ( in Windows, on the Mac).

  2. When the Create a Layout/Report dialog box appears, type a name into the Layout Name text box. Choose Envelope in the left-side Select a layout type text box and click Next (Figure 10.42).

    Figure 10.42Figure 10.42 When the New Layout/Report dialog box appears, name the layout and choose Envelope in the left-side list.

  3. When the Specify Label Contents dialog box appears, double-click on the fields in the upper-left list that displayed or select each one in the list and click the Add Field button (Figure 10.39). Selected fields will appear in the lower window surrounded by « » brackets. The brackets act as placeholders for data.

    To place a field on a new line, press (Windows) or (Mac). To insert punctuation marks, space between the fields, or additional text just use your keyboard.

    To remove a mistake, select the entry in the lower box and press . To start over, click on the dialog box's Clear All button. To further format the layout, see Formatting Fields or Objects on page 189.

  4. When you're done, click Next. One final dialog box will appear (Figure 10.40), giving you a choice of switching to Preview mode to see how the envelopes will print or staying in Layout mode to continue tweaking its appearance. Make your choice, click Finish and the layout will appear in the chosen mode. For more information on printing, see Printing on page 247.

To create an envelope return address:

  1. Once you've created an envelope layout, be sure you're still in Layout mode. Select the layout using the pop-down menu just above the flipbook icon (Figure 10.43).

    Figure 10.43Figure 10.43 While still in Layout mode, use the pop-down menu above the flipbook icon to select the layout you want to change.

  2. Select the Type tool from within the Layout mode's status area, then click within the envelope layout's header.

  3. Type in the return address, using the text options under the Format menu. For more on formatting individual blocks of text, see Formatting Fields or Objects on page 189. For more on database-wide text defaults, see To set formatting defaults on page 186.

  4. Click on and drag the double arrow between the header and body to close up the empty space around the return address (Figure 10.44).

    Figure 10.44Figure 10.44 After creating a return address for an envelope, drag the double arrow to close up empty space around the return address.

  5. Choose Preview from the Mode menu ( in Windows, on the Mac) to double-check your envelope layout before you print it (Figure 10.45).

    Figure 10.45Figure 10.45 Use the Preview command ( in Windows, on the Mac) to double-check the envelope's appearance before printing.

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