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User`s Manual - BeLight Software

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1. 8 Difference between Mail Factory and Mail Factory Home Edition eeeseuess 9 Useful Web Resources rre E E EE ERR ERI devs ddeendedides HER ER Ee EX e FRE eR eux dee 10 CHAPTER 2 ANSWERS TO SIMPLE USAGE QUESTIONS 11 l have an address How to print it on an envelope eeeeeeee nennen nenne nennen nnn 11 What iS batch printing ii ETE 11 How to create a print list ccc isccrssccecececeisnsssvensencocetuesssacxecececescesssucesescacesscovsadescuccdeaesduascaxediacetssausys 12 Where can take addresses from to use in Mail Factory ccsscsssseeseeeeessesesseeeeeeeeseseeeasseeaeeeesseeees 12 How addresses differ eicere uieneeeleinnsnienl 13 Apple Address Book has Phone Fax and Email fields ccccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeaeaeaeeeeeeeeenes 13 How to use them in Mail Factory 0 0 jens 13 Several sender address iii Ki ii teense tances edecltewsdecedeceditenteeeetseerett efteredecreeecces 14 How to avoid printing the country name ccccccettssseseeeeeeeeeeeeeeeeeeeeeeesseeeeasseneeeeesseeeeasssneeeeesseeneaaseas 14 What to do if didn t find my paper in the program list eeeeeeeneeeeeeeeen nnne 14 Exporting your d cutmient 1 uiri rire AKI ceu ir euer erae panda daran cra rnm aoc bs arias ra ra KARIBIA KISIASA Sea hadaa 14 P
2. cecinisse 901 Problem with Import from Microsoft Excel eens 91 How to Create Back Up from Embedded Databases eee 91 Importing data from DayLite e eeeeeeeeeeeeieeeeeee eene 92 Printing iS too SIOW Me 92 BeLight Software Ltd www belightsoft com Yi Mail Factory User s Manual Introduction Chapter 1 Introduction Welcome to Mail Factory Thank you for choosing Mail Factory the fastest way to print envelopes labels and postcards on your Macintosh Whether you want to print just one address or prepare a mass mailing Mail Factory will best fit these needs Mail Factory supports numerous envelope sizes and large number of mailing labels from Avery APLI A One and other manufacturers Mail Factory prints on DYMO LabelWriter series Seiko SLP series and Brother QL series label printers and almost all decktop printers Mail Factory integrates with Mac OS X Address Book Microsoft Entourage Microsoft Excel Now Contact and File Maker Pro allowing you to mix contacts from different sources into one mailing list The program features a lot of ready made label and envelope designs and various effects for images including masks opacity control shadow effects Intuitive and elegant interface makes creating labels and envelopes fast and easy System Requirements Mac OS X v10 2 or later 50 MB of available
3. Great number of contacts in the print list during Merge printing If you are not sure the program works well try to print 10 30 labels This usually takes up to several minutes depends on the computer s performance Using a lot of graphics in your document Minimize number and size of images Using other programs on your computer that actively use memory and processor music and movie players image and text editors when a large document is open Avoid using such programs at the same time BeLight Software Ltd www belightsoft com 92
4. We will use APLI 01282 paper for the label Mail Factory is flexible enough application for designing not only for address labels We will use Custom address panel because Mail Factory primarily is a mailing program and its standard address panels do not suffice our needs Step 1 Adding Objects to the Label Open a blank label with APLI 01282 layout see Chapter 6 Example 1 We start with adding a custom address panel Select Format Customize Address Panel menu and then Add address panel template editor will come up Type Price label in the Format name field Delete all fields using Clear button Format name Price label Add to the following fields First for the book title Custom for ISDN code Simple Text First Simple Text for sign Custom Custom2 for the price Prefix Simple Text Custom2 First Click OK Add an address panel using the Address Panel button it must be To panel see Step 2 for explanation Click on the right side of its tag and select Price as address panel template also you can use menu Format Address Template Move it approximately to the center of the label Step 2 Importing Data from the External Database To fill the address panel fields we need to import data from Excel Open Contacts window click Contacts button on the toolbar Print List tab We will contacts use Multiple Printing feature for our task because we need to print many labels x taking diffe
5. Mail Factory can take addresses and other personal information from different external sources The access to them is available from Contacts window menu Window Show Contacts When you choose the person from this list his details are automatically displayed in the Address Panels and Text Fields available in the document The From tab is connected to the Sender Database To and Print List tabs manage the recipient s details From tab Sender List OOO Contacts From Print List This is the list of return addresses To edit the list click the Edit List button lara Source Apple Address Boc To tab Recipient List Group talon M Alexander Presto r Use persons list from this tab to print a unique recipient s address on one or Ralf Kratz several labels or envelopes Jean Patel The Recipient list consists of personal data that was taken from one of external Daniel Fitzsimmons sources or the embedded My Recipients database Kirk Y Matsuo The external databases can be Apple Address Book used by default MS Linda Murray Entourage Eudora Now Contact vCard Data Source Text File MS Excel Kenneth L Sheddan FileMaker Pro To find a name within the current list type the name in Search field below If an address source like Text File is selected and you modified it by another program Mail Factory can reload this text file after clicking the Update button Print List tab Print List is a list of recipients a u
6. Recipient Preferred Sour Text Format Alignment EE S g Color LI Back color Size 800 Capitalize Fonts Rotate Y 180 o 140 the Address Fields tab of the Design window menu View Address Fields But not all can be found on standard address panels Address panels represent the most common address data For example you want to use a telephone number stored in Apple Address Book Drag it on your label you ll get a separate fields By default such field shows data of a selected in the Contacts window recipient You can switch this field to display sender s data For this open the Inspector window and set the Sender checkbox a data field must be highlighted You can drag several data fields from the Design window and group them into an address panel To do this select them with selection frame call a context menu and choose Group or press Cmd G See details in the Working with Address Panels subchapter BeLight Software Ltd www belightsoft com Working with Text Fields 51 Mail Factory User s Manual Working with Objects To add a field to an existing address panel select this panel call a context menu and choose Ungroup Then place an additional data field somewhere near existing and group all these fields Personal Data type can be changed e g phone to fax using Type pop up menu in Inspector As a person s record may have more than one address location for instance
7. You need to replace To with Mr amp Mrs and remove Family For this click on To The Last Family the program will switch to the editing mode Type Mr amp Mrs into the field How to add a text field to an address panel template The most simple method uses Ungroup and Group operations Use this method if you need to add Attn Mr amp Mrs Dr or any other text data into a standard or custom address panel Step 1 Add an address panel to a label or envelope To do this click the Step 1 Address Panel toolbar button Switch to a standard template that mostly satisfies your needs For this click on the right side of address panel tag where the template name Name t Company or other is ETE Step 2 Drag and drop the Simple Text field from the Design window into your Slep2 document Or click on the A toolbar button and click on the document The Text Data field will appear you can fill it now or later Select the address panel call the context menu and choose Ungroup Place an added text field near other fields of ungrouped panel At this Step 3 moment you can remove needless fields and rearrange the rest Step 3 Select all fields that will be included in a new address panel bring up the Mr amp Mrs context menu and choose Group Slep 4 A new address panel is ready Type in the text Step 4 Added text fields aren t connected to any personal data so once filled they won t change at
8. 1 Click on the Postcard tab at the top of the Assistant 2 Browse through the list of supported postcard sizes to locate one you re going to use To narrow the list you can specify the Manufacturer and or Paper size The selected template is previewed in the preview area to the right Once you have found the needed postcard paper click Next The Recently Used tab contains the list of label paper or envelope types you recently used It s possible to change the paper type using the Layout window after you started working on your document If you don t want to use next steps of the Assistant click New Blank or Open button New Blank opens blank layout selected at Step 1 Open opens previously saved document Note If the selected label is not a mailing label e g a File Folder or Video Tape label the Assistant consists only of Step 1 BeLight Software Ltd www belightsoft com Step 1 Selecting a Layout 22 Mail Factory User s Manual Assistant Step 2 Selecting a Design Select a ready made design from the list on the left Designs are organized into categories use the pop up menu at the top left part of the window to switch between categories When choosing a design in the list you can preview it in the preview area on the right to proceed with the selected design click Next To design your label or envelope from scratch click the New Blank button Please choose a design from one of the categories Return Address
9. Mail Factory User s Manual Version 2 3 January 2006 BeLight Software Ltd Mail Factory License Agreement THIS LICENSING AGREEMENT AGREEMENT IS A LEGAL AGREEMENT BETWEEN YOU EITHER AN INDIVIDUAL OR A SINGLE ENTITY AND BELIGHT SOFTWARE LICENSOR IF YOU DO NOT AGREE TO EACH AND EVERY TERM YOU SHOULD NOT OPEN USE OR INSTALL THE SOFTWARE YOU MUST EITHER RETURN THE SOFTWARE DOCUMENTATION AND PACKAGING TO THE PLACE OF PURCHASE OR IN THE CASE OF DOWNLOADED SOFTWARE DELETE THE SOFTWARE FROM YOUR COMPUTER AND OR ANY OTHER DATA STORAGE DEVICE 1 GENERAL The software documentation and any images or ready made designs accompanying this License whether on disk on any other media collectively the Software are licensed to you by BeLight Software Lisensor for use only under the terms of this License and Licensor reserves all rights not expressly granted to you The rights granted herein do not include any other patents or intellectual property rights Title and intellectual property rights in and to any content displayed by or accessed through the Software belong to the respective content owner This License does not grant you any rights to use such content 2 LICENSE Licensor hereby grants to You and You accept a non exclusive license to install and use Software and Documentation only as authorized in this license The license permits either multiple users to install and use the software on a single computer or a singl
10. Special Smart Shape Attributes Curve and Side Count options can be applied to some shapes For example 8 point Star can change number of rays Side Count control and angle of rays Curve control CURVE SIDE COUNT BeLight Software Ltd www belightsoft com OOO Design Image Collection HS Ej F eae Smart Shapes O Ol Circle Donut Moon Calout E gt Cross Wave O O Inspector amp Fill Color EE Opacity 100 x M Line Color Thickness 1 00 e W M Inze 4 8 Rotate o 180 180 Fas Fes Flip IN Curve Side Count E Working with Smart Shapes 58 Mail Factory User s Manual Printin Chapter 10 Printing Mail Factory allows you to print labels and envelopes on any inkjet or laser printer The program also supports label printers like DYMO LabelWriter Seiko SLP series and Brother QL series thermal printer Mail Factory can print more precisely on special label paper and on envelopes than ordinary text editors In order to get high quality in printing labels or envelopes you need to design them using a template of paper that will be used for printing To select a paper template use the Layouts dialog More about the Layouts see in Chapter 5 It s also important what kind of paper to use Paper must be compatible with your printer More about this see on BeLight Software Web site http www belightsoft
11. v Prefix ly First Middle S a person s record may have more than one address location for instance wor A d h th dd location for inst work M ma and home you are given an option to choose which one to use from the Preferred k E Address pop up menu Y Dept E Street Mail Factory hides blank fields not filled in the source in address panels To enter M ud data you need to have them visible for this click the Show Blank Fields button s zip You can enter any text instead of grey fields If unchanged grey fields will not be Country printed BeLight Software Ltd www belightsoft com Working with Address Panels 48 Mail Factory User s Manual Working with Objects In the ON OFF pop up menu all fields of a selected address panel are listed If you want to hide an address field uncheck it in the list To have the address written in capitals click the Capitalize button O O Inspector Address Fields If a panel is designed for Recipient you can turn on Barcode and set its n c positioning The program does not support barcodes for all countries Barcode Conor X is disabled or enabled depending on the country format that is set for the show Blank Fields selected address panel See the Format Country menu Preferred Address The size of the address panel is determined by the size of the text inside it Wok NE When you increase or decrease the font size the address panel
12. Kirk V Matsuo Persons Product Manager Systems Unda Meray Lloyd Prezant T Home Work Other Bence Lee Charles tai address 1586 Parkway Loop Suite 196 a Ere Kirk Y Matsuo Tustin Charles Lai CA 92760 Angela Kipp Daniel Fitzsimmons A Michel Maillard Linda Maray Rahim Abdula Kenneth L Sheddan email ralf346 yaboo com Sakib Afridi Angela Kipp phone Phone Nick Pert Michel Maillard fax Fax Alan Flego Rahim Abdula pager Phone Peter Drommer Sakib Afridi y CIAR Toshiyuki Nanba d Mire Sort AM s site CE son Grameen X mote mobi C E SEARCH UPDATE ADD AND SORTORDER LIST OF APERSON FROM REMOVE A PERSONS OF IN THE EXTERNAL PERSON FROM THE SELECTED LIST DATA A PRINT LIST PRINT LIST SOURCE The Address Source panel represents external sources of contact data and My Recipients embedded database Below the Source pop up menu you can see the Contacts list representing names from the selected address source These names can be added to a print list To find a name within the Contacts list use the Search tool The middle part of the database window contains list of print lists at the top and list of persons from the selected Print List in the center The Personal Info panel contains personal data such as name address company name telephone and other of the selected person Personal data fields on Personal Info panel can be edited To select a field click on it To switch between fields use Tab and Shift Tab keys Some field
13. work and home you are given an option to choose which one to use Use the Preferred Address pop up menu To have the data written in capitals click the Capitalize button You can change various font attributes of the text inside the address panel For more information on this see Working With Text The program has a special option for the street address field Set street field in a line The option is available in the program preferences Address Panel tab When it is enabled multi line addresses are shown in one line The option can be used when 1 You need to format automatically two line street addresses into one line 2 To get rid of blank line s after street address Sometimes addresses with blank lines can be exported from extrnal data sources Counter Fields Counter fields are used for automatic label or envelope numeration while printing To add counter add a text field using the text tool from the toolbar and when this Counter E field is highlighted choose Counter option from pop up menu in the Inspector window Settings Starting number It is possible to set Starting Number from which counting starts and increment value e g if you would like to obtain figures raw 010 020 030 040 and so on Incrementation 1 you would have to enter 10 For obtaining figures with the same number of digits e g consisting of 4 digits S Make 4 digits leading zeros are added to them This can be set by Make N digi
14. Basic Operations on Objects 44 Mail Factory User s Manual Working with Objects Alignment If you need to align edges or centers of several objects select them all and use Align Right Edges Align Left Edges or Align Centers commands from the Format menu Commands Move to Center Horizontally and Move to Center Vertically from the Format menu help in moving selected objects to the center of a label or envelope Sometimes you may need to place one object behind another This is especially convenient when you use an image as a background Use Send Backward and Bring Forward a gt commands from the Format menu for this purpose Send Backward command puts selected object behind the other Ging Forward objects Bring Forward command places it in front of all other objects BeLight Software Ltd www belightsoft com Basic Operations on Objects 45 Mail Factory User s Manual Working with Objects Working with Text In Mail Factory you can place a text on your envelopes and labels This can be done in several ways Tocreate a new text object click A button on the toolbar and then on the document The alternative method 1 Bring up the Design window by clicking the Design toolbar button or choose Show Design from the Window menu 2 Choose the Address Fields tab and drag Simple Text Field to the document and drop where you want the text to be inserted 3 Type in the text When done click away from the text box One more
15. Calibrate Printer Page Setup Cmd Shift P Merge Printing Print Cmd P The Edit Menu Undo Cmd Z Redo Cmd Shift Z Cut Cmd X Copy Cmd C Paste Cmd V Paste as Address Cmd Option V Duplicate Cmd D Delete Del Group Cmd G Ungroup Cmd Shift G Select All Cmd A Edit Image Tile Image BeLight Software Ltd www belightsoft com Displays the dialog with information about the program Gives access to the registration information Checks for the latest updates on the Internet http www belightsoft com mailfactory update Brings up the program preferences dialog Exits the application Creates a new blank label document Creates a new blank envelope document Creates a new blank postcard document Creates a new document with the help of the Assistant Opens an existing document Contains the list of the documents you last worked with Closes the active document window Saves the active document Saves the active document with a new name Saves the active document as a graphics file PDF or TIFF format Inserts an image from a file into the active document Opens a dialog where you can enter keywords to search images on the Web using Google image search Displays printer calibration dialog where you can calibrate the printer for more precise printing Presents the standard Mac OS X dialog for changing the size orientation and other parameters of the active page Brings u
16. Contact Data Map To number is quantity of persons to import EL rit ame Ralf First Name Ja 2 Last Name Kratz Last Name i 3 Title Dr Title 5 Now you need to associate the fields in your source file 4 Suffix Suffix with the fields in Mail Factory address panel Look at the 5 Nickname Nick fields in the Contact Data column and opposite the fields 5 Company CE nones run Company A A 7 Job Title Product Manager you need imported click on the corresponding cell in the Ses past GR Map To column A pop up list will appear In the list x choose the appropriate field name For instance if the MGR tie Conant KI Kan first cell in Contact Data column contains Ralf choose ES s T Delimiter Tab 11 167 First Name in the corresponding Map To cell r x Encoding Western ISO Latin 1 3 You mustn t map all fields For instance if your tab delimited file contains phone numbers and you don t need 7 Q Cancel Import them in Mail Factory just leave the corresponding cells in the Map To column blank Use Next and Previous buttons to move from one person to another and see if mapping was done correctly 6 Once you re through click the Import button Note If the file has other kinds of delimiters rather than tab ones you need to choose the required sign in the pop up menu of Delimiters If you see only one data line when a lot is expected try to select another delimiter You can select correct en
17. Contacts window You can add delete and sort names in this list Names in this list can be edited via the Personal Info panel Names in the Sender list are sorted according to a sorting rule selected below The Plus button adds a new blank personal record and Minus button removes the selected record BeLight Software Ltd www belightsoft com Sender Database 71 Mail Factory User s Manual Embedded Databases Personal Info panel shows information of the person selected in the Sender list All fields are available for modifying Working with the Sender panel Adding a person from Contacts list of Address Source drag and drop a name to the Sender list or select a name in Contacts list and click Arrow button Double click on a person in Address Source also adds this person to the Sender list Adding a new person click the Plus button to add a blank personal record No Name will be added to the list All fields in the Personal Info panel will be blank you will see names of these fields in gray Enter the required information there Deleting a person to delete a name from list select it and click Minus button Sorting persons names in Sender list can be sorted by different criteria Select criterion in Sort pop up menu Last Name is set by default Working with the Personal Info panel Personal Info This panel allows to preview and modify personal data such as name address company name telephone number and other Person
18. JB Address Panels and Text Fields available in the document From tab opens access to the internal sender database To and Print List tabs manage the craun Gemona recipient s details Alexander Presto Ralf Kratz From tab Sender List Jean Patel Daniel Fitzsimmons This is the list of return addresses To edit the list click Edit List button Sender arietum database will come up Here you can add new records or modify existing ones For kenneth L sheddan more details about Sender database see Chapter 10 MERE To tab Recipient List The Recipient list consists of personal data that was taken from one of external sources see Chapter 11 Integration with Third Party Databases and Contact Managers or the embedded My Recipients database see Chapter 10 Embedded Databases The external databases can be Apple Address Book used by default MS Entourage Eudora Now Contact vCard file Text File MS Excel FileMaker Pro To find a name within the current list type the name in the search field below If such address source as Text File is selected this file can be reloaded by clicking Update button This is useful when you need to edit data in the text file without closing Contacts window or if you want to switch to another text file Print List tab Print List is a list of recipients a useful feature for batch printing multiple labels and envelopes For more details about Print List see Chapter 10 Note You can
19. Merge Printing BeLight Software Ltd www belightsoft com 89 Mail Factory User s Manual Usage Tips Problem with import from Microsoft Entourage nothing was imported Mail Factory launches Entourage and uses Apple Script to import Entourage has virus protection When some program tries to access contacts database Entourage asks your permission Possibly in your case the protection is activated It blocks the script opens a message window and waits you click OK or Cancel A script is attempting to access your address book Some scripts can contain viruses or otherwise be harmful to your computer so it s important to verify that the script was created by a trustworthy source Do you want to allow access Don t show this message again Cancel ok Maybe you didn t pay attention to this Mail Factory attempts for some time to get data and then stops trying to import To allow importing you need to switch to Entourage and click OK To allow importing for future uncheck Warn before allowing an external application to access the address book in Entourage preferences Entourage Preferences menu Security section Preferences V General Preferences Security 9 General v Warn before opening an attachment 9 Address Book gt IVI Warn before allowing an externa application to send mail 9 Calendar Fonts arn before allowing an externa application to access the address book 9 Spell
20. Sender s address can be taken from Apple Address Book pasted from Clipboard entirely or typed or copied field by field into corresponding data fields The Paste From Clipboard command will help you with placing data from Clipboard into address fields of Mail Factory There are the same possibilities for a Recipient address but additionally you can access all supported databases through import You will be able to enter or correct both addresses later at any time After you have finished working with Assistant you can copy a text block with address and paste it via Clipboard directly into address panel in your document For this press Cmd Opt V or choose Paste As Address in the Edit menu The address will be distributed in address fields Or you can paste it in your document as a text block Cmd V When your envelope is ready you can move to printing In the Print window you can change a printer if you have several paper feed and printing rules The most important is to set the correct number of copies and paper feed the way envelope will be inserted into the printer Envelopes are usually inserted in the center of Laser printer tray and at one side of InkJet printer tray Some printers have a special tray for envelopes If you use such a tray you need to set Load from envelope tray What is batch printing For instance you need to send a number of envelopes with different delivery addresses Normally this would mean you have
21. Smaller Cmd 5 Font gt Kern Font gt Ligature Font gt Baseline Text gt Align Left Cmd Text gt Center Text gt Align Right Cmd Bring Forward Cmd Option F Bring to Front Cmd Shift F Send Backward Cmd Option B Send to Back Cmd Shift B Align Left Edges Align Centers Align Right Edges Move to Center Horizontally Move to Center Vertically Address Template gt Address Template gt Edit Country Preferred Address Refers To Customize Address Panel BeLight Software Ltd www belightsoft com Inserts the panel for the return address Inserts the panel for the destination address Enlarges the current view Zooms out the current view Displays the document at its actual size 100 Opens the Address Panels tab of the Design window See Design Window for details Opens the Address Fields tab of the Design window See Design Window for details Opens the Clipart Collection tab of the Design window See Design Window for details Opens the Smart Shapes tab of the Design window See Design Window for details Opens the iPhoto Library tab of the Design window See Design Window for details Opens the Custom Folder tab of the Design window with image clipart from the custom folder See Design Window for details Opens the Handling Labels tab of the Design window See Design Window for details Shows or hides the FIM Facing Identification Mark on the envelo
22. Source Sender Personal Info Source Apple Addres Persons Prefix Daniel ficzsimmons T Croup tt lon E Charles Lai Linda Middle Contacts Kirk Y Matsuo Munay ane Rich Nazim Ikebana flower Design Center Alexander Presto Jean Patel D parumam Ralf Kratz Uoyd Prezant Flonst Jean Patel Daniel F amp zsimmons Kirk Y Matsuo Kenneth L Sheddan wiles isl Home Work Other address 1064 Folsom Street Linda Murray San Francisco Kenneth L Sheddan CA 94103 Uoyd Prezanc Country Charles Lai LY Angela Kipp email inda ikebanaflow com Michel Maillard phone 415 862 6342 Rahim Abdulla fax 415 862 6435 Sak Afridi pager Phone Nick Pert 3 AM user na CEEEEEEES Q Update Son Last Name Name SEARCH UPDATE ADD AND SORT ORDER ADD PERSON S APERSON FROM AN REMOVE A FROM AN IN THE EXTERNAL PERSON FROM EXTERNAL LIST DATA THE LIST SOURCE SOURCE There are three panels in the database window Address Source list of persons from the selected address source Data of some address sources like Address Book is divided into several groups You can select such group in the Group pop up menu You can search persons in this list using the search tool If your external database was modified you can force the program to reload data from it using the Update button Sender list of persons whose data can be used for From sender address panels This list is represented by the From tab of the
23. Window From tab For more information about the Contacts window see Chapter 10 Data to fill Recipient is taken from one of external sources e g Apple Address Book or internal Print List For more information about import from external contact sources see Chapter 11 Each address panel is built according to a particular pattern that Naro Name takes account of field order Viewing and editing an address Dazu Linda Murray Company 1064 Folsom Street Company Dept San Francisco CA Company Dept 2 template can be done by clicking on the template tab on the right side of the address panel tag Template purpose can be identified by its name For example Company Attention template places Attn in front of person s name the template Family creates Dept Company Position Company address heading The Family Vana dirae If you d like to make a special template use Format Customize Name Title Comp Address Template menu to call the Address Panel Format dialog Names Spouse Family i i Simple Address Many address panel properties can be altered using the Inspector window To open it click the Inspector toolbar button or use Show RELTA Inspector command from Window menu phones Edit O O Inspector Address Fields Some of the address fields e g country field can be switched on off from pop up g menu of Address Fields Use this if you don t need to have some contact data shown on the address panel
24. edge of the envelope that you see in preview window is the Sa Ma qm t envelope edge that has to be inserted into your printer s tray Cancel o Here are the most typical Paper Feed settings Laser printers InkJet printers If your printer has special tray for envelopes enable Load from envelope tray option in the Print dialog Note Refer to your printer User s Guide for details BeLight Software Ltd www belightsoft com Envelope Printing 66 Mail Factory User s Manual Printing Merge Printing For instance you need to send a number of envelopes with different delivery addresses Normally this would mean you have to change a recipient address before printing every next envelope Merge Printing is a way to print a number of different delivery addresses at one print task They will be taken from a print list You will need to design an envelope or label and compose a list of recipients print list The program will automatically take another recipient address from your list when every next envelope or label is printed To print multiple addresses 1 Once you finished designing your label or envelope click Merge Printing button on the toolbar or choose File Merge Printing Or click the Merge Printing radio button in print dialog Dr Ralf Kratz REDE CE Phones Inc Printer HP 1320 B 1586 Parkway Loop Suite 196 Tustin CA 92760 Number of labels 11 DEO Start from label 1 Ma
25. edit the personal information right in the Contacts window by double clicking on the person s name the exception is the data from external applications such as Apple Address Book etc gt Open the Contacts window lz Menu Window Contacts Show Contacts BeLight Software Ltd www belightsoft com The Contacts Window 19 Mail Factory User s Manual Program Interface The Layouts Dialog The Layouts dialog allows you to choose label paper M redefined Custom Recently Used or an envelope or to create a custom sized label or oo oe envelope template Also you can appoint one from ere E L tx Emus 05167 Avery White Laser Mailing Labels 80 la 1 750x0 500 in s recently used paper types For more details about COE MEE 1 o pre 05667 Avery Laser Clear Return Addressing Li 1 750x0 500 in lt paper layouts see Chapter 5 S994 Avey Assarted Laser Smal Fiuarescen 1 500x1 500 in 06467 Avery Removable File Folder Labels 8C 1 750x0 500 in 06870 Avery Color Laser Return Address Labe 2 250x0 750 in 08167 Avery White InkJet Return Address Lab 1 750x0 500 in 1 08257 Avery Colour Optimized White InkJet R 2 250x0 750 in Open the Layouts window 08567 Avery White InkJet Return Address Lab 1 750x0 500 in L 1 C 08667 Avery Clear Inkjet Return Address Labe 1 751 500 in E Menu Format Change Layout d Sey eee a m S G 15267 Avery White Return Address L
26. eret eR eel Deer El stevectes 51 Working with Barcodes 5 cineri nid cnccecatesceeectceceatateeccueat ken eL dme ket eek uec nien ere dk a 54 Working with Mai ceri cetcchcsdeegcecetecececceredenceceacescedcuicvinteseasccusudcncecesecsctdeniesertesetns 55 Working with Smart Shapes nier nite hne annee 58 BeLight Software Ltd www belightsoft com 5 Mail Factory User s Manual Contents CHAPTER 10 PRINTING iore iore oer Moos eoe eos Uv ue ve oo due eects 59 Printer Calibrations AA KS KAIKE eL EIL Ini Ine 60 Label Printer Calibration 1 ccce eicc eire oc re rccte occe re iri eicr rcr rtr hajakaa III rere pipes re RrDe 62 Label Printilg 4 cer Itt einer Ete Ine Ianue 63 Envelope Prirtirng 4 erii il iuLLlnsncl ea 65 LCrcauim 67 Post Card Printllig cio eere tet sate ice octet cicada ceni eie Dell incu 69 CHAPTER 11 EMBEDDED DATABASES eee nennen nennen 70 Using the Contacts Window eese nnne nnn nnn nnn nnn nnn nnn nn hann nhan nnn n nn nnn narra nnn 70 Sender Database iii kuhimili eds teres faccedsenectsvedsdevede ett ctevvelecuetecteegevestdeveteets etevesfactevertex 71 My Recipients Database ene n PER Eta pe sige ents cseusqasveveets ea nena ge cage ee Ee aaa npa eds 73 Print List Diana e 74 Working with Print List Database c
27. of the Layouts dialog and click Create Custom button The parameters of the new custom label or envelope will be equal to the selected one Then make the needed corrections Creating a custom label for label printer is quite tricky because this printer uses label rolls Therefore it is recommended to use predefined label layouts BeLight Software Ltd www belightsoft com Creating and Editing Custom Layouts 28 Mail Factory User s Manual Using Paper Layouts Custom Label Creation Click the Create New button on the Custom tab of the Layouts dialog and you will see the following dialog Papersize Letter B Name My layout Perel Units Inches re Description Return Address Label 30 Size Top margin 0 6250 Left margin 0 3750 Horizontal space 0 5000 Width 2 2500 Height 0 7000 Corner radius 0 1000 Layout LaS EETA _ Arrange labels automatically BAA Columns 3 TS Rows 10 a ES Prud EEG ESR ff J Vertical space 0 3000 9 LUUUUUUUUUL 2 Cancel In the Name and Description fields you can type the name of the layout and its short description Size name and description will be seen in the custom layout list So it s a good idea to make these fields descriptive as much as possible The Paper size pop up menu lets you choose the paper size A4 or US Letter In the Units pop up menu you can choose the measure units
28. open the Inspector window set the Mask Image checkbox and select Square mask in the mask list of Inspector o Intpecter C Tim kanga p IM mask image Step 2 Adding Address Panels and Setting Their Color Click the Address Panel button on the toolbar to add a recipient address panel Move it to the right part of the envelope Set font size 11 in Inspector Enable the Back color checkbox then click Color button in the Text Format section of Inspector and select white color on the Color panel The color of text should be black as we need to have the recipient address well readable Add another address panel for sender address A To address panel was added Click To on its tag and select From Place the sender s panel From at the top left corner Select this panel and click the Color button in the Text Format section of Inspector Select white color for text Press Cmd B to get bold font Note white text on black background can not be printed wery well on inkjet printers In this case it s better to make black text on white background BeLight Software Ltd www belightsoft com Example 2 Creating an Envelope with Background Picture 40 Mail Factory User s Manual Envelope Document Creation Dr Ralf Kratz CE Phones Inc 1586 Parkway Loop Suite 196 Tustin CA 92760 Rich Nazim BabelX 517 Goswell Road San Diego CA 92103 p n Ya See Example 1 for details about person selection and
29. option to add a text box is to copy a piece of text to the Clipboard Then open the context menu on your label or envelope mouse click with pressed Ctrl key and select Paste In a new text box text from the Clipboard will be pasted To modify the text double click on it To quit the editing mode click outside the text box You can change the font attributes and color of the text inside a text box or an address panel by using the system Fonts and Colors dialogs To call the Fonts Text Format dialog press Cmd T or choose Show Fonts from the Window menu To call the Alignment Colors dialog press Cmd Shift C or choose Show Colors from the Window menu lf the entire address panel is selected the changes you make in the COE M dialogs will apply to the entire address panel If a portion of text is selected the changes will apply to the selected text only ack colo You can also use Inspector to change the color alignment and background color of the text To open the Inspector click the Inspector toolbar button or choose Show Inspector from the Window menu Size 8 0 Capitalize Fonts To change the address to all caps click the Capitalize button To rotate a text box select it and use the Rotate slide bar or type the angle into the Rotate edit box BeLight Software Ltd www belightsoft com Working with Text 46 Mail Factory User s Manual Working with Objects Working with Address Panels Address panel is
30. ordinance by direct or indirect use of the Software You shall take full legal responsibility for such illegal use You shall hold Licensor harmless and without fault and otherwise indemnify Licensor for any damage cost or liability incurred by Licensor as a result of any use whether or not such use is within the scope of the license set forth herein 5 UPDATES If the Software is an Update to a previous version of the Software You must possess a valid license to such previous version in order to use the Update You may continue to use the previous version of the Software on your computer after You receive the Update to assist You in the transition to the Update provided that the Update and the previous version are installed on the same computer the previous version or copies thereof are not transferred to another party or computer unless all copies of the Update are also transferred to such party or computer and You acknowledge that any obligation BeLight Software may have to support the previous version of the Software may be ended upon availability of the Update 6 LICENSOR S RIGHTS You acknowledge and agree that the Software and Documentation consists of proprietary published and unpublished property of Licensor You further acknowledge and agree that all right title and interest in and to the Software and Documentation are and shall remain with Licensor This license conveys to You the right to install and use the Software and Documentatio
31. program takes return addresses from the Sender list that can contain as many sender s records as you need For more information about the Sender list see Chapter 10 Sender Database How to avoid printing the country name In some countries like USA it is common not to indicate country name when correspondence must be delivered within this country Country name printing can be switched off in the Print window of Mail Factory and in program preferences default value For more information about Printing see Chapter 9 What to do if didn t find my paper in the program list When you create a document using Assistant first its window shows a list of all supported envelopes and label papers The same list can be open by the Layouts toolbar button Selected there paper layout will be used in your document If you have paper that is not listed it is still possible to print on it 1 Manufacturers produce variety of label paper that has the same size but differs in characteristics like plain paper glossy paper weatherproof paper photo quality paper paper for laser or inkjet printers paper with different colors If you can t find exactly the same paper find paper with the same label size Gap width between labels margins and other dimension also must be the same 2 Mail Factory allows you to create a custom envelope or label paper template You can measure your label paper or envelope and enter dimensions int
32. to change a recipient address before printing each next envelope Batch printing Merge Printing is a way to print different delivery addresses in one print task They will be automatically taken from a print list You will need to design an envelope or label and compose a list of recipients print list The program will automatically take another recipient address from your list when print each next envelope or label For more information about Merge Printing see Chapter 9 BeLight Software Ltd www belightsoft com 11 Mail Factory User s Manual Answers to Simple Usage Questions How to create a print list Mail Factory has an embedded Print List database Once created a print list will be accessible until you remove it It s possible to save several print lists When you create a new print list it is empty There are several ways to fill it with contact data The first is to import data from other databases like Address Book Excel Entourage and other Imported data is saved in the program cache So you don t need to import again after restarting Mail Factory the data will be shown from the cache You can update cached data if your external database was changed Another way to create a print list is to add a blank person s records and fill them with data Mail Factory allows modifying fields with personal data For more information about print lists see Chapter 10 Where can take addresses from to use in Mail Factory Addr
33. vCard file will display in the window If you already imported a vCard before you will see its contents in the Contacts window To choose another vCard file click the Update button and choose the file in the file dialog Importing Data from a FileMaker Pro Database Apart from importing information from tab and comma delimited text files Mail Factory can pull data directly from FileMaker database files It uses AppleScript to communicate to FileMaker Pro so FileMaker Pro must be installed on your computer To import contacts from a FileMaker file 1 Call the Contacts window menu Window Show Contacts 2 Choose To tab in the Source pop up menu choose FileMaker Pro 3 If it s your first import the File Open dialog will come up Navigate to the needed FileMaker file on your computer select it and click OK If you imported contacts from a file before you ll see the results of the last import in the list To choose another file click the Update button 4 FileMaker Pro will be launched and activated 5 Switch back to Mail Factory The Import dialog will come up In the first column of the dialog you ll see the first record of the FileMaker Pro file 6 Now you need to associate the fields in your source file with the fields in Mail Factory address panel Look at the fields in the Contact Data column and opposite the fields you need imported click on the corresponding cell in the Map To column A pop up list will appear In th
34. 8 Step 3 Arranging the Address Panel Open the Inspector window Inspector button on the toolbar Select the address panel not a separate field Use Size slider to make the font bigger the address panel will be resized set font size 14 If you select a separate field on a panel only its font size will change Drag the address panel to the top right corner until two guidelines appear Don t cross them to have blank border between text and the edge of the label To set right alignment for the panel click the right Alignment button in the Text section of Inspector Step 4 Adding a Barcode Mail Factory supports barcodes for the limited number of countries To add a barcode select an address panel and tick Barcode checkbox in Inspector For unsupported countries Barcode is disabled Then select the Below Address radio button If barcode is disabled in Inspector see what country is selected in the Format Country menu the menu should not be grayed out Note every time you design a label or envelope document remember about the Postal Service recommendations They concern font type and size spaces between lines and other items These recommendations can differ from country to country For more information about Postal Guidelines see Appendix A Peter Drummer MyWay Corp 1346 Parkway Loop Suite 132 Tustin CA 92760 Printing You can print your labels on virtually any laser or inkjet printer Click Print button on the toolb
35. 95 Avery Name Badge Blue 8 labels 2 938x1 896 05896 Avery 3 5 Diskette Labels Blue 9 lab 2 750x2 750 05925 1 Avery White Laser Zip Disk Labels fac 2 345x2 000 05925 2 Avery White Laser Zip Disk Labels tor 3 750x0 281 05925 3 Avery White Laser Zip Disk Labels bo 3 750x0 281 Laser White Addressing Labels 2 625x1 000 n IMS Search 2 Open New Blank re Nex To create a label 1 Click on the Label tab at the top of the Assistant selected by default 2 Browse through the list of supported label templates to locate the label paper you re going to use To find the necessary paper faster just type the product part number in the Search field To narrow the list you can specify the Manufacturer Paper size or Label Category The selected template is previewed in the preview area to the right Once you ve found the needed label paper click Next To create an envelope 1 Click on the Envelope tab at the top of the Assistant 2 Browse through the list of supported envelope sizes to locate the envelope you re going to use To narrow the search use the pop up list at the top left part of the Assistant If your envelope has a window you may tick Use window box The selected envelope is displayed in the preview area to the right 3 Once you ve found the needed envelope click Next BeLight Software Ltd www belightsoft com Step 1 Selecting a Layout 21 Mail Factory User s Manual Assistant To create a postcard
36. After it the data of the next person goes Tab or comma delimited text file can be opened in a text editor The main task of import process is to associate external data with predefined internal data fields For example street name must get into the Street field country name into the Country field and so on Before you start importing you should know that not only tab character can be used as delimiter but also comma and other Depending on a program which created a text file it can start with a header Also text files can use different encoding systems To import contacts from a text file or an Excel file 1 Call the Contacts window menu Window Show Contacts 2 Choose To tab in the Source pop up menu choose Text File if importing from a text file or MS Excel to import an Excel workbook 3 If it s your first import the File Open dialog will come up Navigate to the needed file on your computer select it and click OK If you imported contacts from a file before you ll see the results of the last import in the list To choose another file or reload current click the Update button 4 The Import dialog will come up In the first column of the dialog you ll see the first row of the imported text or Excel file If the first row in the imported file is header check the First Row is Header box below The first number below the Next button is the number of person whose data is shown in the window The second Ne File Header
37. Data option to fill text fields then use a text file as an external source File Data will be kept unchanged if it is necessary to take data from several files simultaneously Simple Text Simple text fields can keep any text you need They don t have links to contact information in databases So they stay unchanged when you move from one person to another in a person list You can use Simple Text fields when you need to have some text unchangeble while Merge Printing personal data will change from person to person If information you want to use on a label or envelope can t be represented using special field Personal Data use Simple Text for it BeLight Software Ltd www belightsoft com Working with Text Fields 53 Mail Factory User s Manual Working with Objects Working with Barcodes Mail Factory can print postal barcodes on labels and envelopes The supported USA barcodes are POSTNET used by United States Postal Service the Royal Mail barcode used in the UK and Canada Post Bar Code The Postal Service is equipped with automation equipment which recognizes barcodes to sort the mail This means that your mail will be scanned and sorted by machine rather than manually which means faster and more reliable service IP AU aa Ra UA oo Canada Barcodes can be used only with recipient s addresses The barcode is based on the United Kingdom ZIP code Postal code characters so make sure you enter the ZIP code correctly 5 wA z R
38. Filled E Geometric Lunar Memo Mexico Music Red Apple Sunset Tree Urban Later you will be able to edit the design you selected Note in contrast to labels and envelopes pre defined postcard templates come in pairs for front and back sides So you will have to go through the Assistant twice to get both sides Pease choose a design from one of the Categories Pinasa Choose a design from one of the Categories Design Design Birthday Card FRONT Birthday Card BACK Birthday Whishes FRONT Birthday Whishes BACK Easter Card FRONT Laster Card BACK Happy Caster FRONT Happy Easter BACK Nappy New Year FRONT Nappy New Year BACK Leaf Birthday FRONT Leaf Birthday BACK Love Card FRONT Love Card BACK Merry Christmas FRONT Merry Christmas BACK Valentine FRONT Valentine BACK To return one step back click Prev button T Happy Casler Birthday Card FRONT Birthday Card BACK Birthday Whishes FRONT Birthday Whishes BACK Easter Card FRONT Easter Card BACK Happy Easter FRONT Happy Easter BACK Mappy New Year FRONT Happy New Year BACK Leat Birthday FRONT Leaf Birthday BACK Love Card FRONT Love Card BACK Merry Christmas FRONT Merry Christmas BACK Valentine FRONT Valentine BACK If you don t want to use the next steps of the Assistant click New Blank or Open button BeLight Software Ltd www belightsoft com Step 2 Selecting a Design 23 Mail Factory User s Manual Assistan
39. IN BY USING THE SOFTWARE 9 LIMITATION OF LIABILITY IN NO EVENT WILL BELIGHT SOFTWARE OR ITS AGENTS BE LIABLE TO YOU FOR ANY DAMAGES CLAIMS OR COSTS WHATSOEVER OR ANY CONSEQUENTIAL INDIRECT INCIDENTAL DAMAGES OR ANY LOST PROFITS OR LOST SAVINGS BELIGHT SOFTWARE S AGGREGATE LIABILITY AND THAT OF ITS AGENTS UNDER OR IN CONNECTION WITH THIS AGREEMENT SHALL BE LIMITED TO THE AMOUNT PAID FOR THE SOFTWARE IF ANY 10 FEES The Software is available in download version If your download version of the Software does not come with a License Code you may register your copy of the Software by purchasing a License Code for the download version at http www belightsoft com composer buy The License Code will disable the restricted printing feature of the Software You may not distribute the License Code By clicking Agree you acknowledge that you have paid the Licensor all applicable license fees for the Software 11 SEVERABILITY Should any term of this license be declared void or unenforceable by any court of competent jurisdiction such declaration shall have no effect on the remaining terms hereof 12 GENERAL PROVISIONS This License Agreement is personal between You and BeLight Software It is not transferable and any attempt by You to rent lease sublicense assign or transfer any of the rights duties or obligations hereunder YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AGREEMENT UNDERSTAND IT AND AGREE TO BE BOUND BY ITS TERMS AND CONDITIO
40. Mail Factory Help Cmd BeLight Software Web Site Useful Online resources About Postal Guidelines Send Feedback address panel Opens a dialog where you can set layout for the selected address panel See The Layouts Dialog for details Closes the currently active window Minimizes the currently active window Moves all application windows in front of the windows of other active applications Displays or hides the Inspector window Displays or hides the Design window Displays or hides the Contacts window Displays the Contacts window with open From tab Displays the Contacts window with open To tab Displays the Contacts window with open To tab where My Recipients source is selected Displays the Contacts window with open Print List tab Displays or hides the system Colors window Displays or hides the system Fonts window Opens Help documentation delivered with the application Goes to the Mail Factory Web page Useful resources on BeLight Software Web Site connected with Mail Factory Displays information about correct mailpiece addressing and design requirements Lets you send your feedback to the developers by e mail BeLight Software Ltd www belightsoft com 86 Mail Factory User s Manual Shortcuts APPENDIX C Shortcuts Working with Documents Cmd N Cmd Option N Cmd Ctrl N Cmd Shift N Cmd O Cmd S Cmd Shift S Cmd Option E Cmd Option Cmd Q Cmd Shift P Cmd P Working with
41. NS YOU FURTHER AGREE THAT IT IS THE COMPLETE AND EXCLUSIVE STATEMENT OF THE AGREEMENT BETWEEN YOU AND BELIGHT SOFTWARE WHICH SUPERSEDES ANY PROPOSAL OR PRIOR AGREEMENT ORAL OR WRITTEN AND ANY OTHER COMMUNICATIONS BETWEEN YOU AND BELIGHT SOFTWARE OR BELIGHT SOFTWARE S AGENT S RELATING TO THE LICENSED SOFTWARE If you have any questions regarding this Agreement or if you wish to request any information from BeLight Software please use the address and contact information included with this product to contact BeLight Software 2003 2006 BeLight Software Ltd All Rights Reserved BeLight Software and Mail Factory are trademarks of BeLight Software Ltd Mac the Mac logo Mac OS X iPhoto and Macintosh are trademarks of Apple Computer Inc Digital image content All rights reserved Avery is the trademark of of Avery Dennison Corporation All other trademarks registered trademarks product and or brand names are the sole property of their respective owners Mail Factory User s Manual Contents CHAPTER 1 INTRODUCTION 2 5255055 Utt o tx e py one Cea Eon Cor En aan a cexde nr NER pex Ua Peau EE 8 Welcome to Mail FactOty i ier eei tenens seine net L eiaei naetoni ae r Rp ra uma Enea uci Pi Pw iEn n RR Du 8 System Requiremernils eiie rrt ccvesecetcchetasedescectescevcucdedensenstceryigeectsecnveck pega cdeevenstccteteteds 8 Installing and Removing Mail Factory ees 8 Registration p
42. Now Contact vCard FileMaker or from a tab or comma delimited text file Addresses change automatically when a person is changed through the Contacts window To have a personal data filled click on the Contacts toolbar button to bring up the Contacts window and choose a person from there Alternatively you can type in the data manually Add a text field using the Text Edit tool A and fill it manually Use Return to insert a line break and Enter to finish editing Text field as any other object can be deleted by Delete key Text field properties can be altered from the Inspector window To open it click the Inspector toolbar button or use Show Inspector command from Window menu Personal Data field can reflect Recipient or Sender data Switching between Sender and Recipient data can be done using Inspector window Refers To option Data to fill Sender is taken from the internal Sender Database active record is shown in the Contacts window From tab Data to fill Recipient is taken from one of external sources e g Apple Address Book or internal Print List and My Recipients Mail Factory supports a lot of data fields To see all of them you need to open 600 Design igre Ej S E a Address Fields Simple Text um Prefix First Name Last Name Suffix Middle Name Nickname Maiden Name Job Title Company 4 O O inspectar Personal Data 3 Type First Name Refers to O Sender
43. Objects Cmd Z Cmd Shift Z Cmd X Cmd C Cmd V Cmd D Del Cmd A Cmd Shift A Cmd Option A Cmd Shift F Cmd Option F Cmd Option B Cmd Shift B Arrows Working with Windows and Dialogs Cmd Cmd Cmd M Cmd W Cmd Cmd Shift Cmd Shift D Cmd Shift C Cmd T Working with Text Cmd B Cmd l Cmd U Cmd Alt Cmd Alt Cmd Shift C Cmd Shift V Cmd BeLight Software Ltd www belightsoft com Create a new blank label Create a new blank envelope Create a new blank postcard Create a new label or envelope by using the Assistant Open an existing document Save the active document Save the active document under a new filename Export the document to a PDF or TIFF file Insert an image from a graphic file Quit Mail Factory Call the Mac OS X Page Setup dialog for adjusting the size orientation and other properties of the printed page Print the document Undo the last operation Redo the last operation Cut the selected objects to the Clipboard Copy the selected objects to the Clipboard Paste the content from the Clipboard into the document Duplicate the selected objects Delete the selected objects Select all the objects in the document Show hide the delivery address Show hide the return address Bring to Front Bring Forward Send Backward Send to Back Move the selected objects Zoom In Zoom Out Minimize the active window Close the active document window Call the
44. T LT UV d arcodes are located inside the Recipient address panel either above or below the address For envelopes you can also place the barcode at the bottom right corner of an envelope You will not be able to add a barcode to the Sender address panel To enable disable the barcode O O Inspector 1 Click inside the Recipient address panel to select it Address Fields 2 Open the Inspector window by clicking the Inspector toolbar button or onor m choose Show Inspector from the Window menu 3 Tick the Barcode check box in the Inspector window Select the barcode position above or below address For envelopes you can also choose the position at the bottom right corner of the envelope Preferred Address Show Blank Fields You can also drag a barcode from the Design window Address Fields tab and Aii drop it on your document i Barcode 0 Above Address O Below Address O In bottom right corner Mail Factory can also print FIM on envelopes FIM Facing Identification Mark tells automated processing equipment the data it requires to do its job FIM allows automatic facing orientation of the mail for cancellation postmarking FIM is not essential and is only used with barcoded mail There are 4 types of FIM codes Mail Factory supports FIM A code Other types are used exclusively for business reply mails By default Mail Factory allows to print FIM A code on envelopes with US addresses that bear POSTNET barcode To t
45. a special object for working with an entire address in Mail Factory It consists of a group of text fields address fields and a Iibluslulililliullullil barcode Each field has its type such as Name Company City ZIP etc Address panel behaves as a separate object Linda Murray Ikebana Flower Design Center Address panel can be filled with address information either manually or 1064 Folsom Street pulled from a contact manager Address Book MS Entourage MS Excel San Francisco CA 94103 Now Contact vCard FileMaker or from a tab or comma delimited text file Address fields are assembled into Address Panels according to postal guidelines distance between fields text size etc Fields order depends on country selected address template fields filling in databases and changes automatically when a person is changed through Contacts Window Address Panel Creation and Deleting There are several ways to add an Address Panel 1 Initially Address Panel with filled fields appears in new document after using Assistant If you create a Shipping Label or an Envelope you will get two panels Sender and Recipient 2 Another method of creation a panel is to click Address Panel button which is located at the bottom part of the main window A To address panel will be added 3 The third way is to drag a panel from the Design window Address Templates tab and place it on a label or envelope 4 Finally you can group text fields yo
46. abels 80 1 750x0 500 in Search f Create Custom Layouts ET BeLight Software Ltd www belightsoft com The Layouts Dialog 20 Mail Factory User s Manual Assistant Chapter 4 Assistant Assistant is a special tool that step by step helps to design a label envelope or postcard from a ready made template It is very helpful for beginners and when you need to get the result quickly When you launch the program the Assistant comes up by default In the program Preferences you can set whether to launch the Assistant when the program starts To start Assistant when the program is launched use Menu File New from Assistant Shortcut Cmd Shift N Assistant has 3 steps Step 1 Selecting a Layout First of all choose what kind of document you re going to create a label envelope or postcard eon Assistant a c d i W le iS As i amp v LJ Label Envelope Postcard S Predefined Custom Recently Used Manufacturer Al Paper size All B Category All ID Manufacturer Description CELEI Avery Laser 1U anu rron maminy Lave UUUXZ UUU 05778 Avery Laser To and From Mailing Labe 4 000x3 3339 05779 Avery Laser To and From Mailing Labe 4 000x2 000 05810 Avery White Laser Mailing Labels 30 2 625x1 000 05843 Avery Name Badge Inserts B labels 3 500x2 156 05866 Avery File Folder Labels Green 30 lal 3 438x0 666 05883 Avery Name Badge Inserts 8 labels 3 188x1 844 058
47. about printing BeLight Software Ltd www belightsoft com Example 2 Creating an Envelope with Background Picture 41 Mail Factory User s Manual Postcard Document Creation Chapter 8 Postcard Document Creation Postcard creation is bases on using same tools and technique that are used for envelopes and labels Most postcards have images or and text on both sides So to create a postcard like one from internal templates you will have to create two documents one for every side Front Side What will be on the front side of the future postcard is the matter of your taste and of course depends on the event to wich the postcard is dedicated You can design the front side of your postcard as you want To begin look through ready made templates in Assistant Cmd Shift N Maybe you will get an idea of your own design Back Side The back side of the postcard usually has delivery and return addresses The delivery address must comply with the Postal Service rules For more information about these recommendations see Appendix A Back side creation and printing is very similar to the envelope creation process See Example 1 A Simple Envelope Creation from Chapter 1 for more details Printing Since you are going to print postcard by yourself consider your printer capabilities at the early phase of the design process Print quality and colors To get postcards printed fine use special paper for postcards or photo paper Th
48. ake a contact file primary when you open the file with Now Contact enable the Make this file primary box in the Open dialog The primary file is the file that opens automatically when you launch Now Contact Note If you need to import the data from another contact manager which is not directly supported by Mail Factory it isn ta problem Your contact manager program probably has the option to store contacts in the form of vCard or tab delimited text files Read below how to read the information from such files Use this method in case you meet a problem with import from a supported data source BeLight Software Ltd www belightsoft com General Information TI Mail Factory User s Manual Using Contact Information from External Databases Importing Data from Text and Microsoft Excel Files A powerful feature of Mail Factory is its ability to siphon information from tab and comma delimited text files as well as from Excel files A tab delimited file is a text file that contains fields and records Tab delimited files can be created by most applications contact managers Tab delimited means data fields in such file are separated by tab character One person s data takes one row like this First Name tab Last Name tab Title tab Suffix tab Nickname tab Company tab Job tab Title The kind of contact data and order of fields depends on the application that created such text file Lines are ended with the line break symbol
49. al data fields on Personal Info panel can be edited To select a field click on it wm To switch between fields use Tab and Shift Tab keys Some fields such aud as address phone and fax can be set for different locations This is Ikebana Flower Design Center useful when you have person s work and home addresses Or when some company has a headquarter and branches in different locations and you Florist need to keep all their addresses To switch between addresses select Home Work or Other tab Empty fields keep their names in gray In the bottom of Personal Info panel are custom fields use them for any additional textual or numeric information CA Home WEN Other address 1064 Folsom Street San Francisco 94103 email linda ikebanaflow com phone 415 862 6342 fax 415 862 6435 pager AIM mobile M BeLight Software Ltd www belightsoft com Sender Database 72 Mail Factory User s Manual Embedded Databases My Recipients Database My Recipients is one of the embedded databases This database can be used if you need to merge records from several external databases into one place Also if you don t intend using any external database save your contact data in My Recipients Personal records can be imported from external databases like Address Book and other My Recipients database can store personal data from several such sources Alternatively you can add a blank personal record and type contact data
50. and Merge Printing radio buttons More about Merge Printing see in the Merge Printing subchapter You can edit your label in the Print window preview This feature is most useful in the Merge Printing mode Usually such editing is used for slight corrections like text and image positioning and for text modifications To edit a label document before printing click on the Editing Mode button and select a label to edit Or double click on a label When finished click the Close editor button Unlike editing in the main program window not all features will be available The result of editing in the Print window will not be applied to the original document Printing a Portion of Labels on a Sheet You can print some portion of labels on a sheet and later continue with the first blank For instance at the first time you need to print 12 labels on a 30 label sheet Enter 12 in Number of labels and 1 in Start from label set by default If at the next time you need to print 7 labels enter 7 in Number of labels and 13 in Start from label Don t forget inserting a paper into the printer always with the same side Usually manufacturers mark one side to be inserted Note label paper manufacturers don t recommend printing on their paper more than once But usually it doesn t cause a problem if you print twice on laser printer and several times on inkjet one Don t use label paper repeatedly if there are defects on it it is wrinkled has unstu
51. application Preferences dialog Show hide the Inspector window Show hide the Design window Display hide color properties dialog Display hide font properties dialog Make text Bold Make text Italic Underline text Increase font size Decrease font size Copy style of the selected object to the Clipboard Assign the selected object style from the Clipboard Align left 87 Mail Factory User s Manual Shortcuts Cmd Align right Return Inserts a line break in a text field Enter Finish editing Working with the Mouse Hold down Shift when working with Invert proportional resize to unproportional and vice versa handles Cmd Mouse Toggle the snap object mode on off Option Mouse Duplicate objects Shift click Select Deselect object without changing other objects properties Double click on an image Open an image in the Edit Image window Other Cmd Call Online Help system supplied with the software BeLight Software Ltd www belightsoft com 88 Mail Factory User s Manual Usage Tips APPENDIX D Usage Tips How to add Attn Mr amp Mrs or other text into an address panel Attn field Mail Factory has standard address panel Company Attention with the Attn field See below how to create a custom address panel template Attn F Mr amp Mrs field You can add Mr amp Mrs into standard Family address panel Initially this panel contains The before the Last field
52. ar Print dialog will come up At the left part of the dialog you can preview your document At the right part you can select printer set starting position number of labels to print etc If you re going to print multiple addresses you can select a print list at the top bottom corner of the window Click Next button System print dialog with selected Copies amp Pages option will come up for setting printer options such as print quality etc Finally click Print button If your labels don t line up correctly on the label paper it means that you need to calibrate the printer Go to Printer Calibration from the File menu and follow the instructions in the dialog that will come up For more information about printing see Chapter 9 BeLight Software Ltd www belightsoft com Example 1 Address Label Creation 32 Mail Factory User s Manual Label Document Creation Example 2 Creating a To From Label with Graphical Design We are going to create a label with delivery and return addresses that has design like Checked ready made ij design from Assistant To and From Filled category Sakib Afridi Open a blank label Avery 05163 how to do this see Eoo 65i Sweet Chapter 6 Example 1 Unite nas Rahim Abdulla MUNAPOLIS TRAVEL Step 1 Adding Graphics E 77945 Nato SS Egypt Open the Design window Design button on the toolbar Open the Image Collection tab and Smart Shape tab in it Find a Rectangle sha
53. arcode select an address panel and tick Barcode checkbox in Inspector For unsupported countries Barcode is disabled Then select the Below Address radio button If barcode is disabled in Inspector see what country is selected in the Format Country menu the menu should not be grayed out Note each time you design a label or envelope document remember about the Postal Service recommendations They concern font type and size spaces between lines and other items These recommendations can differ from country to country For more information about Postal Guidelines see Appendix A Linda Murray 1064 Folsom Sireet San Francisco CA 4103 Peter Drummer MyWay Corp 1346 Parkway Loop Suite 132 Tustin CA 92760 Males EAM ll HE The envelope is ready BeLight Software Ltd www belightsoft com Example 1 A Simple Envelope Creation 38 Mail Factory User s Manual Envelope Document Creation Printing You can print your envelopes on virtually any laser or inkjet printer Click Print button on the toolbar Print dialog will come up At the left part of the dialog you can preview your document At the right part you can select printer number of envelopes to print etc If you re going to print multiple addresses you can select a print list at the top bottom corner of the window Click Next button System print dialog with selected Copies amp Pages option will come up for setting printer options such as print qual
54. automatic resize of address fields Used in Merge Printing when you can t make sure that all address from a print list find room on envelopes Hide separating Commas hides commas between the address panel fields The default value of Rules can be set in the Preferences dialog Print as Raster Image send the document to the printer as a raster rather than vector image Enable this option if you have problem printing your labels or envelopes it makes printing slower but solves some printing problems The default value can be set in the Preferences dialog 3 Click the Next button System dialog with selected Copies amp Pages option will come up for setting printer options such as print quality etc 4 Finally click the Print button po eri You can edit your envelope in the Print window preview This INTO THE PRINTER feature is most useful in the Merge Printing mode Usually such editing is used for slight corrections like text and image positioning and for text modification To edit the envelope document before printing click on the Editing Mode Or double click on an envelope se i When finished click the Close Editor button Unlike editing in the main program window not all features will be available The result of editing in the Print window will not be applied to the HUE original document When feeding an envelope pay attention to the orientation of the flap so that the address is not printed upside down The top
55. bon go one after another This is why label printers can print only one label per time Printing on ordinary printers you insert a sheet 20 50 labels paper into them even if you need to print only one label Label printer doesn t waste paper It prints the exact number of labels you need For more information about label printers see Using a DYMO Printer to Print Labels http www belightsoft com products companion printers dymo php Technology Used in Label Printers Brief description of Seiko Brother and Dymo label printers http www belightsoft com products companion printers labelprinters php BeLight Software Ltd www belightsoft com 15 Mail Factory User s Manual Program Interface Chapter 3 Program Interface The Main Window The main application window is comprised of two parts the design canvas and the toolbar The design canvas is the area where you will design and edit your envelopes and mailing labels add or modify addresses It displays the outlines of a label or an envelope depending on the document type ABA W daniel mfac Label Avery 05159 Size 4 000x1 500 in Daniel Fitzsimmons DESIGN 15 The New Street Unit 22 CANVAS Greenfield Bedford MK45 5DE x United Kingdom TEXT CREATION AND EDITING TOOL SELECT TOOL Pp NK A Address Panel Q x si 2 dbo ot TOOLBAR em NEEM Seu ya 4 r1 Design inspector Contacts Layouts Merge Printing Print The tool switc
56. cccseseceeeceeeeeeeeeeeeeeeeeaeaeaeaeaeaaaaaeaeaeaaaaaaaaaaaaaaaaaaaaaaseaeaeaeaenanes 75 CHAPTER 12 USING CONTACT INFORMATION FROM EXTERNAL DATABASES AND CONTACT MANAGERS pasa eceee seno eye veas on caRE Eee bey en CHu s aP len ER REEF Eee XE Ee IV ERS 77 Gerieral Infortrialion ecco oett factedeetectececcdeeees eds eleven factevcedecsereerdevtereds cteeysfecteveetex 77 Importing from External Contact ManagetsS 0 0 cies 77 Importing Data from Text and Microsoft Excel Files 00 ieee 78 Importing Addresses from vCard Files eens 80 Importing Data from a FileMaker Pro Database eee 80 CHAPTER 13 THE PREFERENCES DIALOG ener 81 BeLight Software Ltd www belightsoft com 6 Mail Factory User s Manual Contents APPENDIX A POSTAL GUIDELINES 5 5 3 co eoe aea e ax eu aa a oae pa Eo roges ees 83 APPENDIX B MENUS js 552525 innuna Eo Ru ER eda duit iene stan x eoe ae Resa posee e ae oor Er ER ERE dx ERES 84 APPENDIX C SHORTCUTS iiie rev aaaea aa eoe herb oen CER os Fee TE n deb GRAUE 87 APPENDIX D USAGE TIPS i ukeie aeos p ERE SE EIN E23200 02s ee eo even cos EUER ER eed eet 89 How to add Attn Mr amp Mrs or other text into an address panel 89 Problem with import from Microsoft Entourage eens 90 Importing Custom Fields from Microsoft Entourage
57. ceectecedececesdcuvececedeesdcrd gr erbe raten 30 CHAPTER 6 LABEL DOCUMENT CREATION enn mmn 31 Example 1 Address Label Creation 0 cee 31 Example 2 Creating a To From Label with Graphical Design eeeeeeeeeeeeees 33 Example 3 A Price Label Creation eee 35 CHAPTER 7 ENVELOPE DOCUMENT CREATION eren 37 Example 1 A Simple Envelope Creation eens 37 Example 2 Creating an Envelope with a Background Picture eese 40 CHAPTER 8 POSTCARD DOCUMENT CREATION enn 42 BA SI e 42 Back Side onn uuiibEOIEDEIIEIInibiMSlnege aAa E nee eei 42 PUGH AA AAA AA KAA A T TA E 42 Aa Wa AA AAA BA AA a E AA AA YA 42 CHAPTER 9 WORKING WITH OBJECTS eene nennen nnn nnn nnn 44 Basic Operations On Objects 1 icc rt Lecce tee scenceesaeatecctscescecsaestwoceedsedenseeatecets 44 Working with TU ia ia kaika E M 46 Working with Address Panels 11 eeeeeeee eene nanu nana kanuna nennen kaka nnn nn nnn nhan Kana kakaa nenna nnn 47 Custom Address Panel Template Dialog eeeeeeeeeeeeeeeeeeeeeeeeee nennen nnns nn nn na nnn nn nnns nana n nnn 50 Working with Text Fields annee eren ederet eret
58. ck labels etc BeLight Software Ltd www belightsoft com Label Printing 64 Mail Factory User s Manual Printing Envelope Printing Printing envelopes has its own specifics That mostly concerns envelope orientation and feeding which may differ from printer to printer Some printers can t print close to the paper sheet or envelope edges and that often cuts the return address To resolve this problem you can either move the address block further from the edges or use the rotate buttons in the Print dialog the mailing address and barcode are normally not too close to the edges so if the envelope is rotated it may solve the problem Usually envelopes are inserted in printers in the same way as plain paper You insert them instead of Letter or A4 sheets Almost all printers have built in support for most popular envelope sizes Some even have special envelope trays for feeding envelopes Mail Factory allows you to choose between feeding from plain paper tray and envelope tray Feeding envelopes from plain paper tray is selected as default In this case you can control how to feed and position the envelope If your printer has an envelope tray and you want to feed envelopes from it enable Load from envelope tray option in the Print dialog But your printer must support the envelope you want to print on To print envelopes 1 Click the Print button on the toolbar or choose Print from the File menu 2 The print dialog will come up In
59. coding for the text files with special symbols for example German contacts with umlauts BeLight Software Ltd www belightsoft com Importing Data from Text and MS Excel Files 78 Mail Factory User s Manual Using Contact Information from External Databases Mail Factory will import the contacts from the text or Excel file and they will appear in the Contacts window The imported contacts will be stored in Mail Factory until you import them from a new file To import data from another file just click on the Update button at the bottom of the Contacts window and repeat the above steps Note use plain text format files for importing If you have a text file in RTF Rich Text Format or in any other open this file with text editor and save it as plain text for further use BeLight Software Ltd www belightsoft com Importing Data from Text and MS Excel Files 79 Mail Factory User s Manual Using Contact Information from External Databases Importing Addresses from vCard Files Mail Factory supports the vCard format a popular format for exchanging contacts used by many contact managers handheld devices and mobile phones Both individual and group vCards are supported In the Contacts window To tab select vCard Data Source from the Source pop up menu If you haven t imported any vCards yet the file dialog will come up allowing you to navigate to the vCard file on your computer Choose the vCard file click OK and the contacts from the
60. com products companion printers labelprint php Using Mail Factory you can print one label or envelope many copies of them with a single delivery address or with different delivery addresses at one printing task Merge Printing mode You can print individual addresses and multiple addresses Print command menu File Print is used for printing repeating addresses e g when you need to print several Return Labels with the same address on them Merge Printing command menu File Merge Printing is used for printing labels envelopes with automatically changing recipients addresses on each following label envelope according to Print List Addresses are automatically processed their formats change according to the country bulky addresses are resized etc onl Start printing Menu File Print s Shortcut Cmd P Print Start merge printing Pa Menu File Merge Printing Merge Printing When the Print window is already open you can switch from one printing mode to another Printing on a label requires precise address location therefore we recommend to calibrate your printer first The default printing settings can be changed in the program Preferences Mail Factory Preferences menu Printing tab BeLight Software Ltd www belightsoft com Printing 59 Mail Factory User s Manual Printing Printer Calibration If labels don t line up correctly on the label stock you should calibrate your printer Printer calibration attempts to resolv
61. command creates a Custom Address Panel Template from separate text fields The Ungroup command breaks the selected address panel into separate text fields To create a custom panel drag fields from the Sv Design window and drop on the label or envelope Y g b ti t f field d p Linda Murray ou can use any com ina ion ot fields and arrange 1064 Folsom Street 1064 Folsom Street them as you want When it is ready select these San Francisco CA 94103 fields and click Group in Edit menu to create an address panel from them It is possible to create custom address panels based on one of the predefined panel templates For example you want to add e mail to Name Title Company panel Select the panel and click Ungroup in the context menu Drag and drop Email field from the Design window Select all fields that you are going to add to the new address panel then click the Group command in the context menu The new custom address panel will appear Group text fields Menu Edit Group Shortcut Cmd G Context menu Group Ungroup an address panel Menu Edit Ungroup Shortcut Cmd Shift G Context menu Ungroup BeLight Software Ltd www belightsoft com Working with Address Panels 49 Mail Factory User s Manual Working with Objects Custom Address Panel Template Dialog Different countries use different rules for OO 3J AdressPanelFormat _ address writing The way the address looks E d in Mail Factory is determined by fields
62. ctly but the bottom ones get slightly offset then you ll need to change the scale value In the calibration dialog enter the value of the tick mark closest to the top side of the bottom right label into Scale field You can calibrate each printer you use just select the printer and go through each of the above steps in the Printer Calibration dialog Usually 1 2 paper sheets is enough to calibrate printer After calibration several labels in the middle of the paper sheet stay blank You can use them later for printing For example if the 4th label is blank set Start from label in the Print dialog equal to 4 According to this you will need to decrease the Number of labels value Calibration is not necessary when printing envelopes and for printing on label printers Note Entering correction values does not affect the calibration table The calibration rulers on the calibration sheet always show the shift between printer and program null points even after calibration BeLight Software Ltd www belightsoft com Printer Calibration 60 Mail Factory User s Manual Printing Sample If your printed calibration table looks like the one on the sample picture enter 2 in HORIZONTAL and 3 in MEN dem VERTICAL 45 10 5 of 5 10 15 VERTICAL 5 Enterthe tick mark closest to the BOTTOM edge of the top left label into the VERTICAL field and 15 the mark closest to the RIGHT edge into the HORIZONTAL field of the Pri
63. ctory uses Apple Script for data conversion is a m Setting the exact path to the application helps to choose the A a correct application if there are several of them or they are General Address Panel Printing AASS incorrectly registered in the system Data Source Applications Now Cantact Applications Naw Up t Browse MS Entourage Applications Microsoft Browse MS Excel Applications Microsaft Browse FileMaker Applications FileMaker Browse Q Close BeLight Software Ltd www belightsoft com The Preferences 82 Mail Factory User s Manual Postal Guidelines APPENDIX A Postal Guidelines Postal service in the USA and some other countries uses special equipment that sorts mail automatically and helps to deliver mail faster and more accurately and sometimes at less cost To qualify for automated processing your mailpiece must be prepared properly The Postal Guidelines mark the recommended zones for the Return and Delivery addresses Use Show Hide Postal Guidelines from the View menu to toggle the guidelines on off Placing your addresses within these zones as well as meeting other requirements provided below helps to make your mailpieces automation compatible Automated equipment can process mail more efficiently allowing the Postal Service to maintain lower rates for those pieces To be automation compatible your mailpiece should meet the following requirements e Dimensions for lette
64. ddress It refers to Print List Database see Chapter 10 It can be also viewed and edited via the Contacts window All personal data selected at this step can be edited later see Chapter 8 and Chapter 10 When all needed addresses are selected click Finish if you want to continue working with the label or envelope It will be displayed in the application s main window Bin Assistant LET LS anil Address Source Print List Personal Info Source Apple Address Bc 1 Print List Murray Group _Etalon 3 Ikebana Flower Design Center Contacts Rich Nazim Florist Alexander Presto 5 Ralf Kratz Home Work Other Jean Patel rra address 1064 Folsom Street Daniel Fitzsimmons Alexander Presto San Francisco Kirk Y Matsuo Ralf Kratz CA 94103 Linda Murray Jean Patel Kenneth L Sheddan Daniel Fitzsimmons email lindagikebanaflow com Lloyd Prezant Kirk Y Matsuo aft Charles Lai phone 415 862 6342 Angela Kipp Kenneth L Sheddan fax 415 862 6435 Michel Maillard Uoyd Prezant pager Sort Name Con 1 Chew ink BeLight Software Ltd www belightsoft com Step 3 Specifying Personal Data 25 Mail Factory User s Manual Using Paper Layouts Chapter 5 Using Paper Layouts Mail Factory uses the Layout or Paper Layout term to call an envelope with the specific size or a specific label paper type Actually a layout is a numeric description of an envelope or label width height size and po
65. ddress Panels Click Address Panel button on the toolbar to add an address panel and move it to the right This will be for delivery address panel Add another panel Look at its tag there is To at the left part This means that the selected panel is for delivery address As we need to have return address here click on To on the tag and select From in the pop up menu You can also switch between To and From using menu Format Refers To Let s use Name address panel template for the sender panel Click on the right side of the panel tag and select Name from the list You can find this list in the menu Format Address Template Note here is another option to add Name address panel to the document Open the Design window Design button on the toolbar switch to Address templates tab and drag Name panel from the list to the document Move the sender panel to the top left part of your envelope Now we need to fill the address panels with data Open To tab in the Contacts window Contacts button on the toolbar Select a recipient s name you need in the Contacts window Then open From tab and select sender s name If you don t have the necessary personal information in the Contacts window you can import it from an external contact manager or enter manually To enter address manually click on an address field for example First Name the program will switch to the editing mode Type the name in Press Tab to switch to t
66. disk space Printer inkjet or laser optional Installing and Removing Mail Factory To install Mail Factory Double click the dmg file Double click the Mail Factory installer icon in window that appeared Follow the installer instructions If you wish to remove the program from your computer please complete the following steps Quit Mail Factory application if it is running Delete Mail Factory from Application folder Delete Mail Factory folder from Library Application Support BeLight Software Delete com belightsoft mailfactory plist file from User Home Library Preferences Delete Mail Factory folder and com belightsoft mailfactory folder from User Home Library Caches Delete Mail Factory pkg file from Your Macintosh HD Library Receipts folder Registration To register Mail Factory enter your License Code in the License dialog that comes up when you launch the software or in the System menu choose Mail Factory License If you already purchased Mail Factory from BeLight Software or its resellers you ll find the License Code in the purchase confirmation e mail or inside the Mail Factory pack in case of the CD version BeLight Software Ltd www belightsoft com 8 Mail Factory User s Manual Introduction To enter your license code if it is in e mail copy it from an e mail that informed you about successful purchase then launch Mail Factory and choose License from the application menu th
67. e list choose the appropriate field name For instance if the first cell in Contact Data column contains Ralf choose First Name in the corresponding Map To cell 7 You mustn t map each and every field For instance if your FileMaker Pro database contains phone numbers and you don t need them in Mail Factory just leave the corresponding cells in the Map To column blank 8 Once you re through click the Import button Mail Factory will import the contacts from the FileMaker Pro file and they will appear in the Contacts window The imported contacts will be stored in Mail Factory until you import them from a new file To import data from another file just click on the Update button at the bottom of the Contacts window and repeat the above steps BeLight Software Ltd www belightsoft com Importing Addresses from vCard Files 80 Mail Factory User s Manual The Preferences Dialo Chapter 13 The Preferences Dialog Default Program Settings The Preferences eoo General Mail Factory has settings that are applied by default every time a cS i you run the application You can control progam behaviour Cerreral Address Panel Printing Address Importing changing the default settings in the Preferences dialog Open on Start Up Open the Preferences dialog D Assistant Menu Mail Factory Preferences 9 Label Shortcut Cmd E This dialog controls application wide settings M snap Automatically aligns objects when moving o
68. e this issue by adjusting the differences between what you see on the screen and what is printed out To setup printer calibration 1 Choose File Calibrate Printer in the menu 2 Choose a printer from the pop up menu 3 Insert a sheet of the label stock into your printer 4 Click the Print button The calibration marks will be printed on the sheet Enter the values of the tick marks closest to the RIGHT side and BOTTOM side of the top left label on the sheet into the Horizontal and Vertical text boxes in the dialog You can enter positive and negative values depending on the label shift direction Horizontal positive values will move your design to the right negative to the left Vertical positive values will move your design to upward negative downward 6 Click the OK button when finished Step 1 Select a printer ML 1210 Step 2 Insert a sheet of label paper in the printer Step 3 Print a calibration sheet Print Step 4 Enter the tick marks closest to the RIGHT and BOTTOM edges of the top left label on the sheet into the Vertical and Horizontal edges respectively fa Horizontal os a fa mm Vertical 0 00 mm Use this field ONLY if the top labels print fine whereas the bottom ones are offset Enter the tick mark closest to the TOP edge of the bottom right label _ Scale 0 00 gt mm Cancel E If after calibration you notice that the top rows of your labels print corre
69. e tracked down and country field is automatically hidden If there is only one address when a label is printed the second country address is taken from Default Address Format settings in the Preferences dialog Address AutoResize option reduces address panel print size in case if the address is out of label envelope borders Hide Separating Commas option was designed to remove commas between fields between city and ZIP code company and department BeLight Software Ltd www belightsoft com Merge Printing 67 Mail Factory User s Manual Printing Any label or envelope can be edited prior printing directly from Print dialog This is very convenient if you need to move address panel on some labels or some person s data require slight correction You just need to enter label editing mode and make the corrections Double click on a label envelope to start editing or click on Editing Mode button and select a label with the mouse Preview window will display the selected document in which you will be able to make necessary changes To exit editing mode click Close Editor button Note if there are many changes you would better change initial document or database 3 Click Next button System dialog with selected Copies amp Pages option will come up for setting printer options such as print quality etc 4 Finally click Print button When you start merge printing the default number of labels or envelopes to print is equal to the n
70. e user to install and use the software on multiple computers The license doesn t allow multiple users to use the Software on multiple computers You agree that You will not assign sub license transfer pledge lease rent or share Your rights under this license You may not reverse engineer decompile or disassemble the Licensed Software for any purpose whatsoever Clip Art and Photo Images The Software contains numerous images hereafter as Images that are either owned by Licensor or licensed from a third party You are free to use modify and publish the Images as you wish subject to the restrictions set out in this section If you are uncertain about your rights to use any material you should contact your legal advisor You may NOT resell sublicense or otherwise make available the Image s for use or distribution separately or detached from the product You may NOT a create scandalous obscene defamatory or immoral works using the Image s nor use the Image s for any other purpose which is prohibited by law b use or permit the use of the Image s or any part thereof as a trademark or service mark or claim any proprietary rights of any sort in the Image s or any part thereof c use the Image s in electronic format on line or in multimedia applications unless the Image s are incorporated for viewing purposes only and no permission is given to download and or save the Image s for any reason d use any Image s except as expressly permitted b
71. eet field in a line convert two line street addresses into A 4 one line General Address Panel Printing Address Importing The Printing tab Print document as raster image Slows down printing process but helps to The following settings represent default values of Print dialog stl ec d Pca settings _ Suppress Country Field Print document as raster image send the document to the printer prd gie ict as a raster image rather than vector Enable this option if you have problems with printing your documents it makes printing slower Hide Separating Commas Hide commas between the address panel fields but more accurate Suppress Country Field enable this option if your correspondence M Address AutoResize is mostly within your own country and you don t need the country gedore address paet tize ia maka CCIE Sos in the address Close BeLight Software Ltd www belightsoft com The Preferences 81 Mail Factory User s Manual The Preferences Dialog Hide Separating Commas hides commas within address panels if there were any The default setting is off Mail Factory automatically inserts commas in addresses of specified countries for instance between City and State for USA Address AutoResize automatically reduces the address panel s size if it is out of the label or envelope edges The Address Importing tab Here the default location of the data source applications is 0090 Address Importing selected Mail Fa
72. els 10 4 000x2 000 in C Ll I 08665 Avery Clear Inkjet Full Sheet Labels 1 8 500x11 000 i 08667 Avery Clear Inkjet Return Address Labe 1 750x0 500 in 524 Eanes aE 08760 Avery Glossy inkjet Return Address Lat 2 250x0 750 in 08763 Avery Glossy Inkjet Shipping Labels 1 4 000x2 000 in 7 Go aay EE 08764 Avery Clossy InkJet Shipping Labels 6 3 750x3 000 in L C BERTA Search f Create Custom 2 Cancel OK If you re going to use labels or envelopes which are not listed in the Predefined list you can create a custom layout The list with custom layouts is on the Custom tab The Recently Used tab contains the list of last labels or envelopes worked with Use it for fast access to the most frequently used layouts All items can be deleted from this list by the Clear Recent button To find the necessary layout faster enter its name in the Search field or use the filters at the top of the dialog To narrow down the list you can specify the Manufacturer Paper size or Label Category BeLight Software Ltd www belightsoft com The Layouts Dialog 26 Mail Factory User s Manual Using Paper Layouts If you click the Create Custom button you ll be able to edit the layout and save it with a new name as a custom layout For more information see Custom Label Creation and Custom Envelope Creation subchapters Under the list of predefined envelopes you can see the Use window checkbox The checkbox is disabled when a selected envelope do
73. en paste the code into the dialog box that comes up It s recommended to save this mail for the case you will need to register the application after re installation or after update In case of the CD version enter code manually Be attentive don t use O character type only O zero digit in the license code There is also no small letter l but only 1 one digit in the license code The unregistered version of Mail Factory is fully operational The only limitation is that it prints Mail Factory Trial Version text at the bottom of each label or envelope that you print To eliminate this text you need to register your copy of the software To move from the trial to the registered version of the program you need to purchase and register it See details on our web site http www belightsoft com buy Difference between Mail Factory and Mail Factory Home Edition The application exists in two main versions Mail Factory and Mail Factory Home Edition Feature Mail Factory Mail Factory Home Edition Supported address data Sources Apple Address Book vCard Microsoft Entourage Microsoft Excel Now Contact File Maker Pro Text file Internal database for storing and editing addresses for Merge Printing Merge Printing prints different addresses on a single label v sheet or on envelopes or postcards from a batch ARRA BeLight Software Ltd www belightsoft com 9 Mail Factory U
74. envelope or label To tile image select it and choose Tile Image in the menu or tick Tile in Inspector Use Tile slide bar to adjust number of tiles and their size e PRPPRS BeLight Software Ltd www belightsoft com Working with Images 57 Mail Factory User s Manual Working with Objects Working with Smart Shapes Smart Shapes can be used to decorate your labels and envelopes or for other purposes To add a shape open the Design window using the Design button on the toolbar or through menu Window Show Design Drag and drop a shape on the label or envelope or click on it Most shapes behave like ordinary images they can be moved and resized Other operations on them are available through the Inspector window Open it using Inspector button on the toolbar or through Window Show Inspector menu In the Inspector you can change attributes of the selected shape The main difference between shapes and images shapes are special vector objects that have more parameters to control Border Line Border Line can be made visible invisible by using Line checkbox Use Color box to change Border Line color Adjust thickness of the line using Thickness control Color Filling Color Filling can be made visible invisible by using Fill checkbox Use Color box to change Filling color Adjust opacity of the shape using Opacity control Image Rotation and Flipping Inspector has controls to Rotate and Flip shapes
75. es not have window When the checkbox is selected you can see the position of the window on the preview and on the envelope document To change the position of the window click the Create Custom button and set the window dimensions and position in the dialog that comes up BeLight Software Ltd www belightsoft com The Layouts Dialog 27 Mail Factory User s Manual Using Paper Layouts Creating and Editing Custom Layouts This dialog is used for creating and editing custom label layouts and envelope sizes This may be necessary when you need to print on non standard label or envelope sizes Predefined Custom Recently Used Name Description Size My layout Return Address Label 30 2 250x0 700 in uum Cc es uu ba s A eas n se b A quee Ex E a Gas A Delete tdit Duplicate Create new Delete Edit Duplicate Create New buttons at the bottom of the Custom tab let you work with the list of custom layouts The Edit and Create new buttons open the dialog where you can edit dimensions of a label or an envelope and some other parameters The dialog looks slightly different for labels and envelopes The changes you make in the dialog can be immediately seen in the Preview area Tips for Creating Labels and Envelopes If you need to create a label or envelope that is slightly different from the existing one select the existing label envelope on the Predefined tab
76. esses can be stored in different locations on your computer There are special programs for working with contact information like Apple Address Book MS Entourage and other Addresses can be organized using a common purpose database like FileMaker Pro Addresses can be stored in a text file with delimiters data fields are separated there by Tabs or commas Usually such tab or comma delimited files are the result of export from some databases or contact managers and aren t handy Alternatively you can take address from e mail or some text file like one or multiple line text block In such case you will copy a block of text with address into Clipboard and then paste it in Mail Factory Also you can keep contact data in one of embedded databases of Mail Factory Using contact data from different sources Table 2 1 Data source How to access data from Mail Factory Apple Address Book Automatic import every time you start Mail Factory Contact data is always up to date Contact managers and databases Start import manually via the Contacts window 1 2 Now Contact 5 MS Entourage Microsoft Excel Start import manually via the Contacts window 1 3 5 vCard Start import manually via the Contacts window Tab or comma delimited text file Start import manually via the Contacts window 3 Text block 1 Paste data from the Clipboard using Paste As Address option 2 Paste address directly into a te
77. for dimensions either inches or millimeters You should set up units before entering the numeric data because changing Units leads to automatic recalculating dimensions to the new unit The Size section contains the width height of the label and corner radius used for labels with rounded corners The Layout section determines how the labels are arranged on the TOP MARGIN page t Columns and Rows specify the number of columns and rows of C 3 C t SPACE labels on a sheet of paper JC Top margin sets the distance between the top edge of the page and the first label J C Left margin sets the distance between the left edge of the page o 3 and the first label Horizontal space sets the horizontal distance between the mi labels WIDTH Vertical space sets the vertical distance between the labels LEFT HORIZONTAL MARGIN SPACE If you wish to print the labels on a plain thick paper and then cut them manually you may only enter the height and width of labels and tick the Arrange labels automatically box Click OK to save the layout Now when you need it click on the Custom tab of the Layouts dialog and select your previously saved layout from the list of custom ones BeLight Software Ltd www belightsoft com Custom Label Creation 29 Mail Factory User s Manual Using Paper Layouts Custom Envelope Creation Click the Create New button on the Custom tab of the Layouts dialog and
78. ges opacity of the tint color gt Mask Image O Inspector Tint image P Mask Image TINTED IMAGES QD OPACITY 70 OPACITY 100 To get some interesting effects you can apply a mask to an image Check the Mask Image check box in the Inspector and choose the mask pattern Browse Rotate Cnnimage BD anmmenquce D B Mask eo 150 0 180 as Du d Si i To select a picture as a pattern from a file click the Browse button To use a picture from the Clipart as a mask drag it into the box at the left of the browse button BeLight Software Ltd www belightsoft com Working with Images 56 Mail Factory User s Manual Working with Objects Crop Image To crop an image double click on it or select it and click on the Edit button in Inspector The Edit Image window will open Use the Crop tool to select a part of image you need then click OK Cropping is helpful when you want to use some part of a photo or other picture eoe Edit Image C GD Image Rotation and Flipping To rotate and flip a selected image use the Rotate and Flip controls in the Inspector Opacity To change transparency of an image use the Opacity slider Transparent images can be used as a background for text or other images Tile Image Tile Image creates multiple copies 1 1 or down scaled of the image in the rectangle which that image take This feature can be used for decoration of your
79. h on the toolbar has two conditions Select tool for working with objects select drag etc and Text Edit tool to place a new text box or to edit the existing text Address Panel button is a tool for adding address panels For more details about address panels see Chapter 8 On the right side Zoom control is located To change the scale use slider or and buttons The toolbar contains Design Inspector Contacts and Layout buttons for opening and closing corresponding windows Merge Printing button launches mass mailing mode In this mode addresses for labels or envelopes will be automatically taken from a list Print button starts ordinary printing One or several labels or envelopes will be printed with the same address BeLight Software Ltd www belightsoft com The Main Window 16 Mail Factory User s Manual Program Interface The Design Window The Design window is the main source of objects in the program The following OOO Design objects can be added to the document using the Design window Address Panels Text Fields Text Images Smart Shapes FA e E ams Address Fields All objects in the Design window are grouped in four tabs Address templates Simple Text Address fields Image collection and Handling Labels IS Open the Design window cess V Menu Window Show Design First Name Shortcut Cmd Shift D Last Name Design Suffix Address templates tab contains the list of address panel templates These Midd
80. hapter 8 Apple Address Book has Phone Fax and Email fields How to use them in Mail Factory Standard address panels in Mail Factory contain the most common postal information Fields for telephone or fax number aren t included But Mail Factory can deal with them and with various of other fields To see all available data fields you need to open the Address Fields tab of the Design window You can drag them on your label you ll get separate field By default such field shows data of a person selected in the Contacts window You can choose another sender s data to display in this field using the Inspector window You can drag several data fields from the Design window and group them into an address panel To add a data field to an existing address panel you need to ungroup this address panel place a new field among others and group all these fields again Address book can contain several telephone numbers work home Mail Factory allows you to select one of them Preferred Address in the Inspector window For more information about address fields see Chapter 8 Working with Text Fields and Working with Address Panels BeLight Software Ltd www belightsoft com 13 Mail Factory User s Manual Answers to Simple Usage Questions Several sender addresses Mail Factory allows you to switch among several return addresses This can be used when several people use the program or when one person uses work and home addresses The
81. he edit box For more details about images see CP Flora Chapter 8 Smart Shapes is a collection of vector geometrical shapes with controllable behavior For more details about Smart Shapes see Chapter 8 iPhoto shows pictures from the Apple iPhoto Custom Folder shows images from any folder selected by you Click Browse Camomiles Chestnut Br button and select a folder with your images Images from this folder will be displayed in the collection window Custom Folder is a suitable embedded image browser You do not need to switch to other applications for previewing images from your hard disk Select a folder and you will see thumbnails of images from this folder in the Dandelion I5 Flower on las Design window You can start working with the images immediately Handling labels various handling signs such as Air Mail FRAGILE and other supplied with the program Use Labels pop up menu to select the label category Search Q Sa Note if you have selected an object on your label or envelope and then clicked on another object of the same type in the Design window the selected object will be replaced with the new one Thus you can replace one image with another one replace a smart shape with a new smart shape and change address panel type Object s size will be preserved If you have selected several images all of them will be replaced But if a smart shape is selected clicking on image will result in adding a
82. he next field If you have an address in a text file e mail or somewhere else in text format copy the address to the Clipboard Then select Edit Paste As Address in the menu The program will help you to paste data into corresponding fields BeLight Software Ltd www belightsoft com Example 1 A Simple Envelope Creation 37 Mail Factory User s Manual Envelope Document Creation OOO Contacts From To Print List Source Apple Address Boc E Group Ean A n5 Peter Drummer Michel Maillard MyWay Corp Rahim Abdulla S HAITI 1346 Parkway Loop Suite 132 Nick Pert Tustin CA 92760 Alan Flegg Peter Drummer Toshiyuki Nanba Q Step 3 Arranging the Address Panels The envelope we are using is quite large So it s possible to make fonts in the panels bigger Open Inspector window Inspector button on the toolbar Select the address panel not a separate field Use Size slider to make the font bigger the address panel will be resized Set font size 14 for both panels You can move address panels quite freely on the envelope document but to make your envelope machine processable place address panels within the recommended areas Use View Show Postal Guidelines menu command to have these areas marked Mail Factory will not print Postal Guidelines For more details about Postal Guidelines see Appendix A Step 4 Adding a Barcode Mail Factory supports barcodes for the limited number of countries To add a b
83. i iis HTML options 9 Notification Security v Display complex HTML in messages V Mail amp News Preferences Automatically download pictures from my Address Book contacts 9 Read To protect your privacy 9 compose Entourage will not download pictu in e mai messages from ser B 9 Reply amp Forward 9 view Cancel C ok Note In some cases Entourage can show other messages You should react to them in order to let Mail Factory start importing General recommendation if you meet problems with import from an external database launch it prior to Mail Factory let this application load if any messages appear answer them and then start importing BeLight Software Ltd www belightsoft com 90 Mail Factory User s Manual Usage Tips Importing Custom Fields from Microsoft Entourage Mail Factory cannot import custom fields from Entourage directly This can be done via an intermediate text file Export contacts from Entourage to a tab delimited text file Then import the text file via the Contacts window into Mail Factory In the Map To dialog scroll down to find custom fields in the File Header column Click on the corresponding cell in the Map To column and choose a Mail Factory field to show imported data For instance select Custom1 for Custom 1 You should link all custom links you plan to use in Mail Factory Problem with Import from Microsoft Excel nothing was imported When you start impo
84. into corresponding fields Imported data can be also modified The data from My Recipients database can be used to fill corresponding fields in To address panels You can access My Recipients database through the pop up menu in the Contacts window at the third step of Assistant and via Window Contacts Recipients menu Contact data from My Recipients can be easily copied to the Sender and Print List databases because it is accessible there as a source Using the My Recipients database is very similar to Sender Database See details about using this database in the previous subchapter BeLight Software Ltd www belightsoft com My Recipients Database 73 Mail Factory User s Manual Embedded Databases Print List Database The Print List database stores recipient addresses It can be used as My Recipients for printing one or several labels and envelopes with the same recipient address But its main purpose is printing a series of envelopes or labels with different delivery addresses in the Merge Printing mode For example invitations to a presentation You will have to print dozens of envelopes with unique recipient address on each It is too boring and takes too much time to print each envelope manually Merge printing will save you from dull work In Mail Factory you can create a print list for batch printing multiple labels and envelopes When printing multiple addresses the address information in the address panel is substit
85. is is essencial for the front side where colorful pictures and text are located Calibrate your printer to avoid unnecessary picture shift at printing Borders Some printers can print from edge to edge some cannot Usually printers have non printable area along all sides If your does too keep this in mind 1 If you plan to cover your postcard with an image fully choose paper that has borders around cards like on the picture below BeLight Software Ltd www belightsoft com Postcards 42 Mail Factory User s Manual Postcard Document Creation For the best result make the background image slightly go over card borders This will help to avoid deffects if the printer print the picture with slight shift 2 If you will print on paper where card edges coinside with the sheet edges leave blank borders along your card edges Or to make your postcard more artsy apply a mask to the background image The background image will fade out to the postcard edge smoothly F Tint image Mask image Bm I a Zi Make test print to define the borders width your printer leaves blank a Open a blank document and create a custom layout with page size you plan to use For instanse if you will print 4 cards on the Letter size paper set Width to 8 5 and Height to 11 b Place on the page a rectangle from the Smart Shapes collection View Smart Shapes menu Make the rectangle slightly bigger than the page it must cover the page full
86. is resized accordingly Use the Size slide bar to change the size of the address panel You may also change the formation of an address in the address panel so that 7 Below Address it confirms to various country standards Choose a country in the Country list in In bottom right the Format menu the fields in the address panel will be formatted according to Text Format that country postal standards Apart from preset country formats you can choose a custom format which can be set in the Address Panel Format Dialog See the Format Customize Address Panel menu Color zz You can change various font attributes of the text inside the address panel For _ more information about this see Chapter 8 Working With Text Il The program has a special option for the street address field Set street field i ED in a line The option is available in the program preferences Address Panel tab When it is enabled multi line addresses are shown in one line The option affects separate Street fields as well as Street fields in address panels The option can be used when 1 You need to format automatically two line street addresses into one line 2 To get rid of blank line s after street address Sometimes addresses with blank lines can be exported from extrnal data sources Capitalize Fants Group and Ungroup Commands Group and Ungroup commands are used to create an address panel with special field order The Group
87. ity etc Finally click Print button For more information about printing see Chapter 9 BeLight Software Ltd www belightsoft com Example 1 A Simple Envelope Creation 39 Mail Factory User s Manual Envelope Document Creation Example 2 Creating an Envelope with a Background Picture Open blank 6 Commercial envelope See details in Chapter 7 Example 1 Step 1 Adding Graphics Open Clipart in the Design window and select Design and Technology in Clipart pop up menu Drag an image for example Space Station to the document We have to use dark side of the picture for return address and light for delivery address because the delivery address must be well readable We have several ways to do this The first we can turn Space Station upside down using the rotation tool this will cause no problem to astronauts they re trained Open the Inspector window and select the image then use the Rotate slider or edit box to set rotation angle For the most objects like animals cars etc this option is not the best to use For them Flip operation is prefered use horizontal Flip Move the upper left corner of the image to the upper left corner of the envelope Drag the right and bottom selection handles of the image to resize it so that it fully covers the envelope If your printer can t print without borders this is true for the most printers use a mask to smooth the edge of the image For this select the background image
88. l tab and choose country in the pop up menu Click on the right side of the panel tag and select Name Company from the list You can also find this list in the menu Format Address Template Note you have another way to add Name Company address panel to the document Open the Design window Design button on the toolbar switch to Address templates tab and drag Name Company panel from the list to the document Now we will fill the address panel with a recipient s address Open the To tab in the Contacts window Contacts button on the toolbar Make sure you have a delivery not return panel at the left side of the panel tag To must be shown Select the needed name in the Contacts window If you don t have the necessary personal information you can import it from external contact manager To enter address manually click on an address field for example First Name The program will switch to editing mode Type the name in And so on If you have an address in a text file e mail or somewhere else in text format copy the address to the Clipboard Then select Edit Paste As Address in the menu the program will help you to paste data into correct fields BeLight Software Ltd www belightsoft com Example 1 Address Label Creation 31 Mail Factory User s Manual Label Document Creation Peter Drummer MyWay Corp 1346 Parkway Loop Suite 132 Tustin CA 92760 For more information about Address Panels see Chapter
89. lar or other currency sign there Set the size 10 for the book name font ISDN and for price 20 Select Format Move to Center vertically from the menu From the Clipart Education amp Schools section add any image with a book to the bottom right corner and resize it to cover free space In the end you will have the following result Graphic Design School 471288349 339 95 LIA You can choose Multiple Printing to print price labels for all books Or use the Print option to print multiple copies of a label for the same book For more details about printing see Chapter 9 BeLight Software Ltd www belightsoft com Example 3 A Price Label Creation 36 Mail Factory User s Manual Envelope Document Creation Chapter 7 Envelope Document Creation This chapter is dedicated to creating and editing an envelope design starting from a blank document See Chapter 4 about creation an envelope document using Assistant Example 1 A Simple Envelope Creation We will design an envelope with delivery address return address and barcode Let s use envelope size 10 Commercial Step 1 Selecting a Layout Open a new envelope document using File New Envelope from the menu or press Cmd Opt N Click Layout button on the toolbar Select envelope 10 and click OK If your Mail Factory starts with Assistant you can change this in Preferences window open Envelope tab select envelope 10 and click New Blank Step 2 Adding A
90. le Name templates differ in purpose in combination of fields and fields positioning You can MIS drag and drop a template on the envelope or label You will get To address panel and if you have already selected the recipient his personal data will be Maiden Name automatically inserted there An address panel can be switched to From to display the sender s address using Format Refers To command from the menu The Job Title template of the selected address panel can be also changed later Choose the Format Address Template menu to do this EN For more details about address panels see Chapter 8 Department gt Address fields tab contains the list of separate text fields name and other personal information You can drag and drop a field on the envelope or label If you have already selected a person his corresponding personal data will be inserted automatically into this field Later address fields can be grouped into address panels Image collection gives access to several image collections Clipart Smart Shapes ODDO n iPhoto Custom Folder 2 Design erm r p Clipart is a large amount of pictures supplied with the program Use Clipart ES me LEE pop up menu to select image category then scroll up or down to find a Image Collection picture within the category Another way to find a picture is to search by i o Ji name You can search within the clipart or in the Internet To select search au area click the lens button in t
91. n in accordance with the terms of this license All rights not expressly granted here are reserved by BeLight Software The Licensor will not transmit your personal information to any third party without your express consent 7 TERMINATION This license is effective upon Your installing the software on any machine and shall continue until terminated You may terminate this Agreement at any time The Licensor may immediately terminate this License Agreement if you breach any representation warranty agreement or obligation contained or referred to in this License Agreement Upon termination you must dispose of the Software and all copies or versions of the Software by destroying the Software 8 LIMITED WARRANTY BeLight Software provides a thirty 30 day money back guarantee on the Software If during this period you are dissatisfied with the Software for any reason BeLight Software will refund your money if you return the Software and all copies to the place of purchase within thirty 30 days of the date of the original purchase THE FOREGOING IS THE SOLE AND EXCLUSIVE WARRANTY OFFERED BY BELIGHT SOFTWARE BELIGHT SOFTWARE DISCLAIMS ALL OTHER WARRANTIES EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE WITH REGARD TO THE LICENSED SOFTWARE AND ALL ACCOMPANYING MATERIALS BELIGHT SOFTWARE AND ITS AGENTS DO NOT AND CANNOT WARRANT THE PERFORMANCE OR RESULTS YOU MAY OBTA
92. ne Search Qy 3 Found images will be displayed in the Design window as downloaded Click on the image you need to insert it into the document window To change properties of the selected images use Inspector Editing Images Mail Factory lets you edit images The most image editing tools are accessible via the Inspector window Starting from Tiger Mac OS version 10 4 you can use Core Image filters in the Edit Image window To access Core Image filters from Mail Factory you need to install the Image Tricks application You can apply blur distortion and other effects to images Filters are distributed into categories Some filters have parameters that can be varied that can be numeric parameters and or color BeLight Software Ltd www belightsoft com Working with Images 55 Mail Factory User s Manual Working with Objects To apply a filter Select an image in the document window Double click on it or use the Edit button in Inspector The Edit Image window will open Select a filter from the list Adjust filter parameters if you need and if available for the selected filter Click OK More information related to Core Image filters can be found on the Image Tricks Web page http www belightsoft com imagetricks Tint Image To tint the selected image with the selected color enable the Tint check box Click on the color button nearby to change the tint color the Color panel will open The Opacity slide bar chan
93. new image because these objects are of different types Images from Image Collection Handling Labels iPhoto library and Custom Folder belong to one type BeLight Software Ltd www belightsoft com The Design Window 17 Mail Factory User s Manual Program Interface The Inspector Window The Inspector window is the main set of tools for editing objects and setting their O O Inspector properties in Mail Factory Objects can be of different types Address Panels Text Tint i P Fields Barcodes Text Images Smart Shapes The Inspector affects the way they E Led look Mask image The set of tools in the Inspector depends on the object that is selected Every object has its own attributes that can be adjusted The use of the Inspector is described in Working with Objects section Chapter 8 um Open the Inspector window 2 Menu Window Show Inspector Shortcut Cmd Shift I Bu u iy Inspector Browse Rotate 0 180 0 180 Flip dh IS t i 0 100 Opacity a M Tile M BeLight Software Ltd www belightsoft com The Inspector Window 18 Mail Factory User s Manual Program Interface The Contacts Window Mail Factory can get addresses and other personal information from different GEO sources You can access them via the Contacts window When you choose a From WW Print List person from the list in Contacts his details are automatically displayed in the Source Apple Address Boc
94. nter Calibration dialog TITTTTTTT T TTTTTTT TTTTTTTIT BeLight Software Ltd www belightsoft com Printer Calibration 61 Mail Factory User s Manual Printing Label Printer Calibration To calibrate label printer 1 Choose File Calibrate Printer in the menu 2 Choose a printer from the pop up menu 3 Click the Print button paper must be already inserted into the printer The calibration marks will be printed on a label ini ndn HEHH eim 15 10 5 5 10 15 Agee You should define the distance between zero of the calibration rulers and center of the label For this fold the label in halves horisontally and vertically The horizontal fold line will cross the vertical axis Enter the ruler s value at this point to the Vertical Y box of the calibration dialog Do the same for Horizontal X value 4 Click the OK button when finished Note Entering correction values does not affect the position of the calibration rulers They always show the shift between printer and program null points even after calibration BeLight Software Ltd www belightsoft com Label Printer Calibration 62 Mail Factory User s Manual Printing Label Printing This subchapter is about printing settings and about printing labels with a single delivery address To print one label or many labels with the same address 1 Click the Print button on the toolbar or choose Print from the File menu 2 The print dialog will c
95. o the program see about custom layouts Exporting your document To use your label or envelope document later you save it Mail Factory saves documents in its own file format Other programs can t open Mail Factory documents If somebody wants to see your document on another computer where Mail Factory isn t installed you have to send him your label or envelope document in such file format that can be opened everywhere Mail Factory can export documents to PDF and TIFF file formats usually used for documents and pictures Your PDF or TIFF document can be viewed like in Preview before printing But editing text and images as Mail Factory objects will be impossible PDF and TIFF file formats don t provide this Export is useful if you are going to send your documents to a printing company If your document is intended to be printed in a printing company refer to their requirements To export a document select File Export menu or press Cmd Opt E Then select output file name folder where to save and file format BeLight Software Ltd www belightsoft com 14 Mail Factory User s Manual Answers to Simple Usage Questions Printing on label printers Using label printers like Dymo LabelWriter has some differences from ordinary desktop printers A label printer uses special label paper on ribbons not Letter or A4 sized sheets The maximal height of a label is limited by printer size and is usually several inches Labels on a rib
96. ome up In the dialog you can see the label preview as they will be positioned on the printed sheet The page size Letter A4 etc is set automatically according to the label paper template you re using Printer ML 1210 HJ Unda Muy bebana Flawet Design Center Number of labels 10 OA o 1064 Foie m Greet SasFrawdece CA 403 p Start from label 1 3 Marking C Cut lines L Dotted marks Rules C Suppress Country Field SM Address AutoResize n Center LI Hide Separating Commas LI Print as Raster Image Print for One Person v Center p Merge Printing Print List 1 _ M Jean Patel Unda Murray bobana Powa Donign Cortet Lloyd Prezant d064 Fanon veet SaFawien CA 4103 Charles Lai Kirk Y Matsuo Editing Mode Page 1 3 of 1 Q Omm AQ Q Cancel C Next Select the printer you would like to use in the Printer list at the top of the dialog if you have more than one printer Enter the number of labels you would like to print in the appropriate field of the dialog To print all labels on the sheet click the Down stepper button on the right of the Number of labels edit box Enter the position where you would like the first label to be printed in Start from label field Marking If you need the cut marks or label outlines to be printed tick the Cut lines and Dotted marks boxes respectively This may be helpful if you re printing on regular paper rather than s
97. ommand To position the circles one above another more accurately use arrow keys on the keyboard Add a Horizontal Line from Smart Shape tab to the document Make its left end touch the edge of the bigger circle Pull the right end to extend the line to the edge of filled rectangle You can leave thickness 1 00 or change it if you like Color it as the bigger circle OOOO Wa Now our graphics is ready Step 2 Adding Address Panels Let s add a recipient s address Click the Address Panel button to add an address panel Select Name Company address format on its tag Select right alignment in Inspector for this address panel Move the To panel to the bottom right corner of the label Leave the gaps to the brown frame wide enough In the Contacts window select a recipient name on the To or Print List tab If you want to modify personal data double click on a person or click the Edit button If you don t have the needed contact data in the Contacts window type an address into address panel add a person to one of the embedded databases or import data from an external source Set font size 10 and select right alignment in Inspector Now we ll add a sender s address Click the Address Panel button Click To on the tag and select From it will became a return address panel Move it to the left part of the label Align it with the left edge of the bigger circle when you will see a vertical blue guideline s
98. ormat name TS J arrangement in the Address Panel By Simple Text fua as default Mail Factory automatically formats Company Dept the address depending on the country field However you may want to use custom uds Ep address formatting in some cases for last instance when designing an envelope it s Suffix sometimes convenient to have the return address in one line Prefix Street First Tithe Drag the fields into the cells in the order as they ll appear in the m The Address Panel Format dialog allows you comam address Panel i to edit and save custom address panel ku templates E 1 To call the dialog choose Customize z s uuum Address Panel from the Format menu Coder cnr GD This will be applied to a selected address 2 To apply a template to the selected address panel if it exists in the list choose the template in the list and click Apply 3 To create a new template click the Add button 4 The edit window will open Enter a name for the new template Drag the fields from the left part of the window onto the grid and arrange them how you want the fields to be placed in the address panel To delete a field drag it to Trash at the bottom right corner of the window You can also move fields to other places When ready click OK A new template will be added Now you can click Apply When you change the address template by using the Address Template list from the Format menu or the conte
99. p the Mail Factory print dialog for Merge Printing process Brings up the Mail Factory print dialog See Printing Labels and Envelopes for details Reverses the last operation you performed Reverses the last Undo operation Removes the selected objects or text and places the selection onto the Clipboard Copies the selected objects or text onto the Clipboard Pastes the content of the Clipboard into the document Pastes address from the Clipboard and automatically defines address fields Duplicates the selected objects Removes the selected objects Transforms the selected Address panel to separated text fields See Group and Ungroup Commands for details Creates a Custom Template Address panel from separated text fields See Group and Ungroup Commands for details Selects all objects in the document Opens the Edit Image dialog See Working with Images for details Creates a tiled image See Working with Images for details 84 Mail Factory User s Manual Menus Insert Sender Address Insert Recipient Address The View Menu Zoom In Cmd Option Zoom Out Cmd Option Actual Size Address Panels Address Fields Clipart Collection Smart Shapes iPhoto Library Custom Folder Handling Labels Show Hide FIM A Show Hide Postal Guidelines The Format Menu Font gt Show Hide Fonts Cmd T Font gt Bold Cmd B Font Italic Cmd l Font gt Underline Cmd U Font gt Bigger Cmd Font gt
100. pe Shows or hides the lines that mark valid zones for addresses Displays Fonts dialog Modifies properties of the selected text Increases decreases the size of the selected text Modifies properties of the selected text Aligns text to the left right or center Displays the selected objects above or behind all other objects Aligns the left edges of the selected objects Aligns the centers of the selected objects Aligns the right edges of the selected objects Moves selected objects horizontally to the center Moves selected objects vertically to the center List of address templates See Address Templates in Design Window for details Opens the Address Panel Format dialog See The Address Panel Format Dialog for details Allows to choose a country specific address format for the selected address panel Lets you choose which of the person s addresses to use for instance home or work Lets you choose to whom the selected address panel refers Sender or Recipient Opens a dialog where you can set custom formatting for the 85 Mail Factory User s Manual Menus Change Layout The Window Menu Close Window Cmd W Minimize Cmd M Bring All to Front Show Hide Inspector Show Hide Design Contacts gt Show Hide Contacts gt Senders Contacts gt Recipients Contacts gt Local Recipients Contacts gt Print Lists Show Hide Colors Cmd Shift C Show Hide Fonts Cmd T The Help Menu
101. pe and drag it to the document We will create the outside frame border Move the rectangle to the top left corner of the label until you see two blue guidelines Resize the rectangle so it extends till the bottom and right guidelines To make a frame from the rectangle open Inspector and uncheck Fill checkbox and check Line Click Color button in the Line section of Inspector to set brown color for the rectangle Add another rectangle and make it taking about 2 5 of the left part of the frame rectangle Set it s Fill checkbox and uncheck Line Leave it the same color as frame Open the Colors panel Select frame rectangle the sample color Its color will appear in Line section of Inspector Drag and drop this color from the Colors panel to the rectangle you want to set color Select Format Send to Back because it will be the background for other shapes Add another rectangle Make its width about 1 3 of the filled rectangle Move it to the bottom of filled rectangle Now we need to make two copies of the new rectangle Select it call a context menu and select Duplicate a copy of the rectangle will appear Make another copy Hh Place three little rectangles side by side at the bottom of the brown one If you need adjust their width They must be equal and cover the bottom of the bigger one Set their colors dark yellow brown and red Duplicate three small rectangles Place copies above the source rectangles with the same color
102. pecial label paper and want to cut the labels afterwards Rules options are commonly used in Merge Printing to manage address appearance on the label But they also work for ordinary printing e g to switch off Country field Suppress Country Field hides the country field when the recipient is in the same country as the sender Address AutoResize enables disables automatic resize of address fields Used in Merge Printing when you can t make sure that all addresses from a print list find room on labels Hide separating Commas hides commas between the address panel fields The default value of Rules can be set in the Preferences dialog Print as Raster Image send the document to the printer as a raster image rather than vector Enable this option if you have problem printing your labels or envelopes it makes printing slower but solves some printing problems The default value can be set in the Preferences dialog BeLight Software Ltd www belightsoft com Label Printing 63 Mail Factory User s Manual Printing 3 Click the Next button System dialog with selected Copies amp Pages option will come up for setting printer options such as print quality etc 4 Finally choose the Print button When you print out your labels they may not line up correctly on the label stock then you will need to calibrate your printer For more information see Chapter 9 Printer Calibration To select printing mode use Print for One Person
103. r resizing The General tab Font Set Helvetica 10 0 Open on Start Up here you can specify what to do when the program is launched open the Assistant create a blank Label document or create a blank Envelope document 2 Close Snap enables or disables the Snap mode the mode when objects are aligned to other objects when you carry them with the mouse You can also temporarily disable the Snap mode if you eee Address Panel press and hold the Cmd key when you move the objects 1 G 4 Font sets default font for new texts General Address Panel Printing Address Importing The Address Panel tab Default address format USA a _ Capitalize address panel automatically Default address format allows you to choose the default amp Make address format country sensitive formatting for address panels that will be applied when the The fields in address panel are arranged according to the specific country standards program can t set the address format automatically Capitalize address panel automatically transforms the address to all caps The default setting is off Make address format country sensitive if this option is v Set street field in a line enabled Mail Factory will automatically format the address 2 Close according to the postal standards of the country in the address If the country is not specified the address will be formatted 6606 Printing according to the Default Country setting EL ze zc Set str
104. r size mail should range from 3 1 2 x 5 to 6 1 8 x 11 1 2 Use ZIP 4 code when applicable Make sure the code is correct Enable postal barcodes when possible works for US UK and Canadian addresses Position the addresses within the guideline s zones Recommended font size for delivery address is from 8 to 18 points Avoid using unusual fonts styles for addresses Plain Arial font will work in most cases Mail Factory lets you prepare your labels and envelopes in accordance with USPS postal guidelines which should work for most other countries too For detailed information about designing automation compatible mail and the benefits it gives you use this link refers to United States Postal Service http pe usps gov text Pub25 Pub25chl1 htmztFinancial9520Savings See also the Postal Resources in the Internet article on our Web site http www belightsoft com products resources postal php BeLight Software Ltd www belightsoft com 83 Mail Factory User s Manual Menus APPENDIX B Menus The Mail Factory Menu About Mail Factory License Check for Updates Preferences Cmd Quit Cmd Q The File Menu New Label Cmd N New Envelope Cmd Option N New Postcard Cmd Ctrl N New from Assistant Cmd Shift N Open Cmd 0O Open Recent gt Close Cmd W Save Cmd S Save As Cmd Shift S Export Cmd Option E Insert Image Cmd Option l Search Images on the Internet
105. rces of personal data for the Sender list At the first start only Apple Address Book will be available because information from other sources must be imported before use You just need to select a person in the list You can delete a person from the list by selecting it and clicking Minus button To add a new person type new personal data into fields and click Add To List button You can also copy a complete address or part of it from an external text file to the clipboard and then click Paste from Clipboard The Sender Database can be edited later from Contacts window For more information about Sender Database see Chapter 10 One Recipient tab displays the data of persons from My Recipients embedded database or one of external data sources Apple Address Book used by default MS Entourage Eudora Now Contact vCard Data Source Text File MS Excel FileMaker Pro To find a name within the current list type the name in Search field below If address source as Text File is selected this file can be reloaded by clicking Update button New data can be typed into fields manually or pasted from the clipboard You can also edit this data later via the Contacts window For more information about using database sources see Chapter 11 BeLight Software Ltd www belightsoft com Step 3 Specifying Personal Data 24 Mail Factory User s Manual Assistant Multiple Recipients tab is used if you want to print more than one recipient s a
106. rent data records from the database os Print list Price list 3 Watercolor for the Serious Click Edit Print List button to enter print list editing window Click Plus button under Print List list Type Pricelist as the print list name In the Source of the Address Source section select MS Excel If you have imported from Excel before click Update if not Open File window will come up automatically Select your database file and click OK Graphic Design School A History of Graphic Desigr Digital Texturing amp Paintinc Now you need to match external data to our fields Edit Print List Check The First Row is a Header because we have a header in Excel file Map ISBN to Custom in the Map To click the cell against ISBN and select Custom in the pop up menu BeLight Software Ltd www belightsoft com Example 3 A Price Label Creation 35 Mail Factory User s Manual Label Document Creation Map Title to First Map Author to because we won t use this information Map Price to Custom2 Click Import All names of books will be listed in the Address Source list To add all of them to Pricelist print list press Cmd A and click Arrow button or drag them to the print list Click OK to close the dialog Step 3 Finishing the Label Move the address panel to the left edge of the label Click on the Show Blank Fields button of Inspector to make Simple Text field visible Enter a dol
107. rinting on label printers 2 c 2iecee oce rccte ce cre Lr rc L Lecce ere cree eI rL erre rea Ir rrr ILerur rere rrereDule 15 CHAPTER 3 PROGRAM INTERFACE ener rrr erreur rn 16 The EI Window ERTEREEEOSEEERRCEERRODERECEDOERERUTIDESERDUEDOOSEREERESDERDCEEOEERC 16 IIIA H iaza 17 The Inspector Ini RN 18 The Contacts Window cicer ee errare knee tke KIUKA KIKE nmi dmn umi mk ek Rmi isa 19 Mhe Layouts Dialog cts AA IAA her hrec i etr heir vedete 20 CHAPTER 4 ASSISTANT 5 5 52a io ooa ox eue qu Conn do neue dish rose KAIKE 21 Step I Selecting a Layout siscccceccdecetcedectccevecseds ceucectecwecscesceiecduuevtecedscedccasecpedepessndeedevaredeegs crecertesrede 21 Step 2 Selecting a Dili eer terr eterne kaka ai cheeeetuchensetts 23 Step 3 Specifying Personal Data eeeeeeeeeeeeeeeeeeeeeeeeeeeseeennnn nnns nnns sns n anna nasus asas asas asas asas anna 24 BeLight Software Ltd www belightsoft com 4 Mail Factory User s Manual Contents CHAPTER 5 USING PAPER LAYOUTS reset ene eeu ere on EE Yeu Ee eor OnREU ACE 26 The Layouts Dialog D ERE 26 Creating and Editing Custom Layouts cccccccccccecceeeeeeeeeeeeeeeeeeeeeeeaeaeaaaeaaaaaaaeaeaaaaaaaaaaaaaaaaeaaeeaeaeaaaes 28 Custom tabel Crealion 5 rectore Errare KAA KASAKA me fetes 29 Custom Envelope Creation vcccciccc ccccccccvvecesececcdcedcvedzecesecceesienvesetecenedivd
108. rking L Cut lines LI Dotted marks Linda Murray Rules C Suppress Country Field Ikebana Flower Design Center F Address AutoResize 1064 Folsom Street C Hide Separating Commas San Francisco CA 94103 LJ Print as Raster Image Print for One Person Merge Printing Angela Kipp Print List 1 J Gasthof Gri Jean Patel 0 Salzdahlumer Str 36 Lloyd Prezant 38302 Wolfenb ttel Charles Lai Germany Kirk Y Matsuo Editing Mode Page 1 8 of 2 Q emt A 2 Print dialog will appear again In preview area you will see how your envelopes or labels look like with the selected addresses Make sure that all settings such as printer number of copies etc are correct For more details on printing settings see previous section about ordinary printing Select necessary print list from Merge Printing pop up menu If you don t have any print list or want to change the existing list use Edit List item from the pop up menu Print List editing dialog will appear In this dialog you can create one or several lists of people whose addresses you wish to print See details about print lists in the Chapter 10 When finished click OK Options for automatic address processing are available from Rules section Their default values can be altered in the Preferences dialog Suppress Country Field option is used for hiding country field when correspondence takes place within one country e g From Canada to Canada Such circumstances ar
109. rting data from Excel it launches opens your database sends data to Mail Factory and quits If you edited your Excel document before you start import and it stays open and not saved Excel will show the following message window ContactsExcel xls is already open Qe Reopening will cause any changes you made to be discarded Do you want to reopen ContactsExcel xls If you click No importing will be impossible because Excel won t open file from disk requested by Mail Factory If you click Yes Mail Factory will import data from file but you will loose unsaved changes So don t leave the document unsaved if you are going to import data from it How to Create Back Up from Embedded Databases Mail Factory saves embedded databases into its preferences file com belightsoft mailfactory plist This file can be found in the following folder User Home Library Preferences Place a back up copy of the preferences file in other folder or what is better copy it to a removable storage like CD R ZIP or other You can compress this file using one of archivers to make it smaller BeLight Software Ltd www belightsoft com 91 Mail Factory User s Manual Usage Tips Importing data from DayLite Mail Factory does not support import from DayLite You need to use intermediate data storage DayLite can export contact data to vCard file and tab delimited text file Mail Factory can import from them To export contact data from the DayLi
110. s such as address phone fax can be set for different locations This is useful when you have person s work and home addresses To switch between addresses select Home Work or Other tab Empty data fields keep their names in gray At the bottom of the Personal Info panel there are custom fields use them for any additional textual or numeric information BeLight Software Ltd www belightsoft com Working with Print List Database 75 Mail Factory User s Manual Embedded Databases Creating a new print list via import 1 Click on the Plus button to add a void print list You can change its name for this click on the name and type in a new one 2 Choose a source address database If its data is divided into groups select a group To get the latest data from an external database click the Update button The Contacts list will show the person s list of the selected source 3 Fill your print list with persons from a source database To do this drag a person into the print list or double click on it To add several persons highlight them and drag into print list or click the Arrow button To highlight several persons using the mouse keep the Cmd key pressed To highlight a range highlight the first person press Shift and highlight the last one To highlight all press Cmd A 4 f you need to add or modify personal data select a person in a print list and click on a data field of the Personal Info panel Manual crea
111. seful feature for batch printing multiple labels and envelopes Find more at Merge Printing and Print List Database subchapters Note You can edit the personal information right in the Contacts window by double clicking on the person s name the exception is the data from external applications such as Apple Address Book etc BeLight Software Ltd www belightsoft com The Contacts Window 70 Mail Factory User s Manual Embedded Databases Sender Database Sender Database is one of the embedded databases Its main purpose is to keep sender s addresses The number of senders is not limited to one This is helpful if the program is used by several people when you need to print work and home addresses or in other cases Personal records can be imported from external data sources like Address Book and other Sender Database can store personal data from several such sources Alternatively you can add a blank personal record and type contact data into corresponding fields Imported data can be also modified Mail Factory saves Sender Database to have it available after the next launch Data from Sender database can be used to fill corresponding fields in From address panels You can access the Sender database through the Contacts window and at the third step of Assistant prior to designing When you click the Edit List button the following dialog will open EXTERNAL SENDER CONTACT LIST SOURCE 3 sd Address
112. ser s Manual Introduction Useful Web Resources Mail Factory page http www belightsoft com mailfactory Information about Mail Factory links to Download Latest Update Buy and FAQ sections Postal Resources in the Internet http www belightsoft com products resources postal php BeLight Software Web site http www belightsoft com Check it out for updates new product announcements special offers Buy Mail Factory http www belightsoft com buy Here you can purchase Mail Factory BeLight Software Technical Support http www belightsoft com support See this link for technical support BeLight Software Ltd www belightsoft com 10 Mail Factory User s Manual Answers to Simple Usage Questions Chapter 2 Answers to Simple Usage Questions have an address How to print it on an envelope Here is a sequence of operations to print addresses on an envelope using Mail Factory Let s suppose you are going to print one envelope and without frills To do this you need to prepare two things envelope document and contact data delivery and return addresses Mail Factory gives you enough tools to design an envelope from scratch but it is easier to use Assistant This tool will help you with design and contact data So start your new document from Assistant The first two steps will help you to select an envelope size and how your envelope will look like At the third step you can enter recipient s and sender s addresses
113. shapes Vector images supplied with the program Unlike other vector images from clipart some more their parameters can be adjusted Basic Operations on Objects Some portion of operations can be performed on all objects in Mail Factory and another one only on a particular kind of themO In this subchapter common operations are described Moving SMART GUIDE To move an object drag it with the mouse For more precise movement select an object and move it using arrow keys on the keyboard When you move an object using the mouse it snaps automatically to the label envelope border or other object edges and smart guidelines are displayed This helps to position the object more accurately You may toggle the Snap function by holding down the Cmd key as you move an object To turn it off permanently use the Preferences dialog a a Size and Orientation To resize an object select it and use resize handles at its sides To resize an object preserving its proportions use corner resize handles Side handles resize particular side only To inverse the action of corner handles hold down the Shift key To resize a text in Address panel or in a text box use the Size slide bar in the Inspector window As the result the address panel becomes bigger or smaller by changing the font size To change the orientation of the selected object except address panels use the Rotate slide bar in the Inspector BeLight Software Ltd www belightsoft com
114. sition of a window for envelopes number of labes on a sheet and size of gaps between them and other The numeric description is supplied with a picture for preview Users take as layout a piece of paper on which they design a label or an envelope Mail Factory comes with a large collection of popular label templates from major vendors and supports the most existing envelope sizes Using one of them you don t need to enter all dimensions only find it in the list on the Predefined tab To change a layout of an existing document use the Layouts dialog The Layouts Dialog Ej Open the Layouts dialog a Menu Format Change Layout Layouts The Layouts dialog contains three tabs Predefined Custom Recently Used The selected template can be seen in the preview area to the right Predefined Custom Recently Used M M Manufacturer All Paper size All Category Mailing Labels All JJ JJ JJ ID Manufacturer Description Size C 08464 Avery White InkJet Shipping Labels 61 4 0 3 333 in 08465 Avery White InkJet Full Sheet Labels 1 8 500x11 000 i EZA fests 08560 Avery White Inkjet Addressing Labels 2 625x1 000 in C L L 08567 Avery White InkJet Return Address Lab 1 750x0 500 in 08620 Avery Clear Inkjet Addressing Labels 2 625x1 000 in A I C 08660 Avery Clear Inkjet Addressing Labels 2 625x1 000 in 08662 Avery Clear Inkjet Addressing Labels 1 4 000x1 333 in C _ C J L 08663 Avery Clear InkJet Shipping Lab
115. stant see Chapter 4 Example 1 Address Label Creation on Avery 05159 paper with a person s name company name address and barcode right aligned Step 1 Selecting a Layout Open a new label document using File New Label menu or press Cmd N Peter Drummer MyWay Corp 1346 Parkway Loop Suite 132 Click the Layouts button on the toolbar The Layouts dialog will Tustin CA 92760 appear Type 05159 in the Search edit box and when Avery 05159 is Melee cleat lelloeetbed highlighted click OK If your Mail Factory starts with Assistant you can change this in Preference window select the paper type at the first step and click New Blank Using Zoom control make your label take all free space on the design canvas But avoid scroll bars appearing Step 2 Adding an Address Panel Click Address Panel button on the toolbar An address panel will be added to your document The program will apply address format that is the most common for the stated in the address country You may not write country name only state or province if your correspondence is local In this case you can set country for the selected address panel via the Format Country menu This will help the program to choose the correct address formatting It s possible to set the default country in the program for all addresses without country name To do this open the program preferences through the Mail Factory Preferences menu switch to the Address Pane
116. t Step 3 Specifying Personal Data Specify the address es that will be printed on your label envelope or postcard Pay attention that you need to choose both the Sender and the Recipient when you are creating an envelope or shipping label If you do not need to print address for instance on the front of a postcard click the Finish button to skip this step mn Assistant A PA 5 W ls 5 Aj m Sender One Recipient Multiple Recipients 1 E Prefix First Name Middle Name Source Apple Address Book mE Group Etalon He Last Name Suffix C Jar t Abdulla eiae Rahim Abdulla Company _ Department Sakib Afridi MUNAPOLIS TRAVEL Peter Drummer Job Title Daniel Fitzsimmons safari guide Alan Flegg Street Address b Angela Kipp 22 Radda street Ralf Kratz Charles Li City State Province Zip Postal Code lon Naboi 77345 Michel Maillard Kirk Y Matsuo Country Egypt Q Paste from Clipboard Clear Fields Preferred Source Work B 2 Open New Blank Prev Finish Sender One Recipient and Multiple Recipients tabs represent data from external and embedded databases The contents of Sender and One Recipient tabs look similar The right part contains a list of persons the left editable fields with personal data of the person that is selected in the list Sender tab displays the Sender list which refers to the contents of Sender database The program can use different sou
117. te application 1 Open your list of contacts 2 Highlight one or several contacts whose data you want to use in Mail Factory 3 Go to the menu File Export and choose one of possible variants Export Visible Columns and Selected Rows to File to export to tab delimited text file Note DayLite will export data only from visible columns You need to add columns containing information you require for this click on the triangle at the top right corner of the person list Hide other columns to avoid exporting unnecessary information Export X Contacts to vCard where X is the number of highlighted contacts Importing from vCard file is easier because you do not have to map data to internal data fields vCard contains all necessary information Printing is too slow Mail Factory requires more time to print one page of labels than a text editor takes for printing one page of text Before you see preview Mail Factory does pre print data processing Merge Printing is quite time consuming because every address from the print list must be processed separately What can cause slow printing What to do Setting options from the Rules section of the print dialog The more options enabled the more time is needed Uncheck all you do not need To speed up printing try to leave only Address Autoresize enabled You can change the default state of print options on the Printing tab of the program Preferences Cmd
118. the dialog you can see a preview of the envelope and its position relatively to a printed page at the right centered or at the left How to set this option depends on your printer Usually you need to choose the middle button for a laser printer and the left button for ink jet printer Printer ML 1210 HJ Number of copies 1 18 Paper Feed icu ut Rotate Left Right C Load from envelope tray works for supported envelopes only Rules L Suppress Country Field v Address AutoResize LI Hide Separating Commas C Print as Raster Image 9 Print for One Person O Merge Printing Print List 1 B Jean Patel Lloyd Prezant E Charles Lai eme Editing Mode Page 1 8 of 1 Q QOQA 0 C Cancel C Next Select a printer you would like to use in the Printer list at the top of the dialog Use Load from envelope tray option if you use a special tray and the printer supports your envelope size Enter the number of envelopes you would like printed in the appropriate field of the dialog BeLight Software Ltd www belightsoft com Envelope Printing 65 Mail Factory User s Manual Printing Rules options are generally needed in Merge Printing to manage address appearance on the envelope But they also work for ordinary printing e g to switch off Country field Suppress Country Field hides the country field when the recipient is in the same country as the sender Address AutoResize enables disables
119. tion of a new print list 1 Click on the Plus button to add a void print list You can change its name for this click on the name and type in a new one 2 Click on the Plus button below the Persons list to add a void personal record Name No Name will be added to the list It will change when you enter First and or Last name Until you fill fields on the Personal Info panel data fields will show their names in gray 3 Enter the required information into data fields of the Personal Info panel Repeat steps 2 and 3 to add as many persons as you need To remove a selected person from a print list click Minus button Names in your print list can be sorted Select required sort order in the Sort pop up menu BeLight Software Ltd www belightsoft com Working with Print List Database 76 Mail Factory User s Manual Using Contact Information from External Databases Chapter 12 Using Contact Information From External Databases and Contact Managers General Information Mail Factory can use addresses stored in Apple Address Book Microsoft Entourage Microsoft Excel Now Contact Eudora and FileMaker Pro If you have any of these programs installed on your computer you will be able to select them as the source of your contacts Besides Mail Factory can take addresses from tab delimited text files and vCard files because many programs can save data in these formats The person s details are displayed in the Contacts window The
120. top moving it horizontally If Snap checkbox in Preferences is selected program helps to align objects Select a person in the From tab of Contacts Use Color button in Inspector to set the same red color as a rectangle at the bottom has Click Font button in Inspector and select bold font for the return address Click on the first name on the To address panel and select it Set red color for the first name the same as the color e used for From panel Sakib Afridi REV amp Associates Press Cmd B to make the name bold 520 NE 65th Street Seattle WA 98115 Do the same for the last name United States Rahim Abdulla MUNAPOLIS TRAVEL A 22 Radda street Our label is ready 77345 Naboi A MENNENENIEERM Egypt BeLight Software Ltd www belightsoft com Example 2 Creating a To From Label with Graphical Design 34 Mail Factory User s Manual Label Document Creation Example 3 A Price Label Creation Let s create a label for a book store It will show book title ISDN code and price All book specific data will be taken from an external database For example MS Excel The sample of the database is shown in the table CH5 1 Table CH6 1 ISBN Title Author Price 0823056600 Watercolor for the Serious Beginner Mary Whyte 13 57 0471288349 Graphic Design School Alan Swann 39 95 0471291986 A History of Graphic Design Philip Meggs 69 16 0735709181 Digital Texturing amp Painting Owen Demers 55 00
121. ts use leading use leading zeros zeros option In this case number 3 will look like 0003 and 346 will look like 0346 Note that numbers aren t displayed in editing mode but will appear in Print Preview and when printed BeLight Software Ltd www belightsoft com Working with Text Fields 52 Mail Factory User s Manual Working with Objects File Data Fields File Data fields are used for automatic data insertion from a text file To add such fields to a label or envelope choose Text tool A and choose File Data option from pop up menu in the Inspector window To select a source file click the Browse button in Inspector when File Data field is selected You can also specify a kind of delimiter If you choose Read each line option data will be read for each line starting from the first line If you choose Read as delimited option data will be read according to delimiters Lets examine a file that includes the following lines 001 Russell Simmons Manager 347 12 567 002 Shirley Kaiser Accountant 653 54 444 For this file you should choose comma as a delimiter from pop up menu To display the field e g Occupation number 3 should be entered in Column field of Inspector Window because the first in each line is the index number the second is name and the third is occupation Note that text data from files is not displayed during editing but will appear in Print Preview and when printed Note In fact you can use Personal
122. ture on the Clipart panel and it will be inserted into the center of the document Images are organized into categories which you can change by using the pop up menu at the top of the panel To insert an image from the iPhoto library casas n Lon 1 Open the Design window by clicking the Design toolbar button or choosing BE mm m Show Design from the Window menu Gs dE ap RY 2 Click on Image Collection tab and choose iPhoto in the pane Image Collection 3 Use the pop up menu to switch between albums The program will display 1 amp z e amp ai thumbnails of your photos This may take some time if your iPhoto library contains ipart oa many pictures pt 4 Drag an image to the document To insert an image from a file on the disk 1 Choose Insert Image from the File menu or press Cmd Option l 2 In the Open dialog navigate to the graphic file you want to open and click the Camomiles Chestnut Br Open button Images in JPEG PDF EPS GIF PNG TIFF and some other formats can be used in the program 3 The image will be inserted into the center of the document If you need to insert multiple images from a single folder the best way is to use the Custom Folder tab on the Clipart panel M LS To find and download an image from the Internet 1 Choose Search Images on Internet from the File menu 2 In the dialog type the keywords that describe the image you need and click OK Mail Factory uses Google image search engi
123. umber of people in the list Sometimes it can be necessary to have envelopes or labels printed in alphabetical order of personal or company names For this your print list can be sorted before printing To sort it open the Print List tab of the Contacts window click Edit Print List and select a sorting rule See more details in Chapter 10 Embedded databases Merge Printing Tip For example you need to print on labels addresses of 10 people by 3 copies of each And you have 30 label paper It s enough for your task Create 10 person print list and start merge printing Set 30 in the Number of labels 10 labels by 3 copies BeLight Software Ltd www belightsoft com Merge Printing 68 Mail Factory User s Manual Printing Post Card Printing Predefined postcard layouts in the program can contain one or more postcards per page Depending on this the print dialog will have different set of controls If you have selected one postcard template the Print dialog will be similar to the envelope s one When you have several postcards per page usually 2 or 4 you will be able to set the postcard position from which to start printing see details in the Label Printing subchapter More tips about postcard printing see in Chapter 8 Postcard Document Creation BeLight Software Ltd www belightsoft com Post Card Printing 69 Mail Factory User s Manual Embedded Databases Chapter 11 Embedded Databases Using the Contacts Window
124. urn FIM on choose Show FIM A in the View menu The ability to add a barcode and what format was used depends on the Na country selected in the program For example a US barcode can be added to an address panel with US format address Hidsdlaliadlalliullil To change country format for a selected address panel use the Format Country menu Linda Murray You can select the default address format in the Preferences window Ikebana Flower Design Center Mail Factory Preferences menu 1064 Folsom Street San Francisco CA 94103 For more information see Postal Resources in the Internet on the BeLight Software site http www belightsoft com products resources postal php BeLight Software Ltd www belightsoft com Working with Barcodes 54 Mail Factory User s Manual Working with Objects Working with Images In Mail Factory you can use either supplied with the program images clipart and handling labels import an image from a graphic file use pictures from your iPhoto library or find and download images from the Internet Adding an Image To insert an image supplied with Mail Factory 1 Open the Design window by clicking the Design toolbar button or choosing Show Design from the Window menu 2 Click on Clipart pane from Image Collection tab or Handling Labels tab of the Design window View Clipart Collection menu command also opens the collection of images in Clipart 3 Drag a picture to your document Or click on the pic
125. urself using Edit Group menu This method is used for creating panels with a particular address fields allocation that are not provided in the program Alternatively you can add any address panel and then change it to the one you need using Address Panel Format dialog 5 The program menu has two separate options for adding address panels Edit Insert Sender Address Cmd Shift A Edit Insert Recipient Address Cmd Opt A To Name Company v To Some of listed above methods explain how to To to From address panel Linda Murray To do this select the panel to have visible its tag Click To on the tag and choose From in the pop up menu Ikeban a Flower 3 Another way to switch between sender and recipient panel select an address panel open the menu Format Refers To and select Sender or Recipient If a new address panel contains no data names of data fields while be shown in gray To fill an address panel with an address click on the Contacts toolbar button to open the Contacts window and choose a person there For To address panel you need to open To or Print List tab of the Contacts window Contact information to fill From panel can be selected via the From tab of Contacts window Alternatively you can type the address manually click on a field inside the address panel and type the address info there Use Return key to insert a line break and Enter key to finish editing Linda Murray Use the Tab ke
126. uted with addresses from the print list You have to design only one label envelope as a template For more details about Merge Printing see Chapter 9 You can access Print List Database from different places Through the Contacts window menu Window Contacts Print Lists This way is the most convenient during design process At the third step of the Assistant n the Print dialog when Merge Printing radio button is checked Contact data from the Print List database is associated with To address panel If you regularly conduct presentations or invite people to your birthday you deal with more or less constant groups of people Mail Factory lets you create and save a separate print list for each group Before printing select corresponding print list in Print List pop up menu BeLight Software Ltd www belightsoft com Print List Database 74 Mail Factory User s Manual Embedded Databases Working with Print List Database To open the Print List database click the Edit Print List button on the Print List tab of the Contacts window The following dialog will open ADD PERSON S FROM AN EXTERNAL EXTERNAL ADD AND CONTACT SOURCE LIST OF REMOVE A SOURCE PRINT LISTS PRINT LIST SS _ _ _ eT Address Source Print List Personal Info Source Apple Addres SENKI reece Group Eralon re Ralf Middle Contacts Kraz Suffix Jean Parel Ps CE Phones lnc Daniel Fitzsimenons Department
127. with a gap Downsize copies so that they have the same height as the gap Now add a filled circle from the Smart Shapes Make its diameter about 3 4 of the width of the bottom rectangle Move the circle to the top left corner of the label It should be on the imaginary line that connects the diagonal corners of the filled big brown rectangle 20 BC COBEBEENENEN Ea Press Cmd D three times on the keyboard to duplicate it for the following work Make diameters of three new circles about 3 5 1 2 and 1 3 of the source rectangle moving a corner handle of each 4 4 Set the color of the bigger circle equal to the middle rectangle Other must be 3 5 brown as filled rectangle 1 2 red as red rectangle 1 3 brown as the bigger circle Place the smaller circle between the bigger one and the top left corner of the label Place the 3 5 circle over the bigger one and the 1 2 over 3 5 BeLight Software Ltd www belightsoft com Example 2 Creating a To From Label with Graphical Design 33 Mail Factory User s Manual Label Document Creation The program menu has the group of commands that are very useful now Bring Forward Cmd Option F Bring to Front Cmd Shift F Send Backward Cmd Option B Send to Back Cmd Shift B Use them to move selected objects above or behind other objects On the picture with three circles the selected red circle is under the light brown one To make it above use the Bring Forward c
128. xt box 4 1 Databases and contact managers can often export data to tab or comma delimited text files If you encounter difficulties with import from an application directly or if Mail Factory doesn t support import from your database import data via tab delimited text file 2 Contact managers usually can save contact data as a vCard file It also can be used as an alternative import method Some of contact managers save only one person s data per vCard file 3 Databases and text files exported from databases usually have header that helps Mail Factory correctly interpret the meaning of data fields When such data source doesn t have a header you need to associate importing data with Mail Factory internal data fields in the Map To dialog during the import process 4 If an address was pasted in a text box not in an address panel the program will recognize it as text In this case functionality like automatic address formatting bar codes batch printing will be unavailable BeLight Software Ltd www belightsoft com 12 Mail Factory User s Manual Answers to Simple Usage Questions 5 You need to have the coresponding application installed on your computer to import its data If an address is written on a piece of paper you can type it in fields of an address panel or into embedded database it s better because data will be saved for further use Mail Factory stores all imported addresses in the internal cache so that
129. xt menu your custom templates are located at the bottom of the list below the prepared templates It is possible to have several custom address panel templates BeLight Software Ltd www belightsoft com Custom Address Panel Template 50 Mail Factory User s Manual Working with Objects Working with Text Fields Text fields are used to display personal data address and other information Address Panels are created with them Text fields can be divided into several types Personal Data fields for data such as name address telephone etc These fields correspond to Apple Address Book fields Counters fields for automatic document numeration File Data fields to insert data from a text file Simple Text fields for some text They don t have links to contact information in databases So they stay unchanged when you move from one person to another in a person list There are two ways for adding a text field The first way is to drag a panel from the Design window Address Fields tab and place it on a label or envelope You can choose a text field type you need The second way is to add a text using Text Edit tool A located in the lower left part of the program window In the upper pop up menu of the Inspector window change field type e g Personal Data Personal Data Fields Personal Data can be filled with address information either manually or pulled from a contact manager Address Book MS Entourage MS Excel
130. y Set the Fill checkbox on the Fill and Shadow tab of Inspector Choose color light gray to save ink or toner c Print the test document Make border width on your postcards equal or greater than the widest blank border on the printed sheet Usually the bottom unprintable area is bigger than others If you are using a borderless printer and want to use this printer s capability 1 Make sure your printer supports borderless printing for the paper size you are going to use Refer your printer documentation or see paper list in the printer driver see the next paragraph 2 Before printing open the Page Setup dialog via the File menu and select a paper that marked as borderless For the best result make the image slightly go over card borders This will help to avoid deffects if the printer print the picture with slight shift BeLight Software Ltd www belightsoft com Postcards 43 Mail Factory User s Manual Working with Objects Chapter 9 Working with Objects You can compose your documents in Mail Factory using the following kinds of objects Text Fields A piece of text can be placed on a label or envelope as a text field This can be a Personal Data Simple Text Counter File Data or Custom Text field Address panels Address panel is a single object for keeping the entire address Address panel consists of a group of personal data text fields Images You can use vector and raster images in Mail Factory Smart
131. y can be also used for filling out the embedded databases of Senders Recipients and Print Lists o O Contacts From To Print List Mail Factory uses AppleScript to pull information from external contact managers Sour 4 Apple Address Book 1 MS Entourage Importing from External Contact Managers except Apple Address Book to which the program has direct access When you Grouf tudora select for instance Entourage or Now Contact as the source in the Contacts Rich Now Contact OS X window for the first time this program will be launched so that Mail Factory can Alex VCard data source access information stored in it This may take a while until Mail Factory imports nli EE the addresses into its internal database The time required for import depends on Jean uud ec the size of your database and performance of your computer Dani Kirk My Recipients If Mail Factory can t launch the external program or calls the wrong version of the Unda PN required program please check the path settings in Preferences dialog Address z Panel tab Q The next time you select Entourage or Now Contact from the Source pop up menu the Contacts window will display the list of the previously imported contacts You may update the list by clicking the Update button Mail Factory will import the contacts from the corresponding contact manager Note To use Mail Factory with Now Contact the Contact File must be the primary file You can m
132. y this License and e use the Image s related to identifiable individuals products or entities for any commercial purpose or in a manner which suggests their association with or endorsement of any product or service 3 TRANSFER You may not distribute copies of the Software including clip art images photo images ready made designs in whole or in part to any third party nor may you use rent loan sublicense or lease the Software to third parties You may however transfer all your rights to use the Software to another person or legal entity provided that a You also transfer this Agreement the Software and all other software bundled or pre installed with the Software including all copies Updates and prior versions to such person or entity b You retain no copies including backups and copies stored on a computer and c the receiving party accepts the terms and conditions of this Agreement and any other terms and conditions upon which You legally purchased a license to the Software Notwithstanding the foregoing You may not transfer pre release or not for resale copies of the Software 4 ILLEGAL USE You are not to use the Software whether directly or indirectly for any illegal purpose under the laws or ordinances of Federal State or local governments It is Your sole responsibility to know and understand the laws and or ordinances that govern the use of the Software In the event that You violate any Federal State or local law or
133. y to move from one field to another Str If you have an address as a simple text block in the e mail body for instance you can copy it to the clipboard and paste using menu Edit Paste As Address The new address fills the selected panel or creates the new one Before the address is pasted into an address panel you will be able to review it and change if necessary BeLight Software Ltd www belightsoft com Working with Address Panels 47 Mail Factory User s Manual Working with Objects Prefix First Name Last Name Suffix Tracy Bricks Company Department Fresh Fish Street Address City Los Angeles State Province Prefecture Zip Postal Code S 90024 Country sa Cosa 2 Address panel as any other object can be deleted by Delete button It can also be broken into separate fields with Edit Ungroup menu Address Panel Properties Address panel can reflect Recipient To panel or Sender From panel data The only differences are that the postal limitations on address creation are not applied to Sender Panel and no barcode can be added The delivery address format should correspond the Postal Service recommendations which concern font type and size spaces between lines and other items These recommendations can differ from country to country For more information about Postal Guidelines see Appendix A Data to fill Sender s panel is taken from the internal Sender Database active record is shown in Contacts
134. you don t need to import every time you start Mail Factory Example How to deal with DayLite program direct import from which is not supported According to DayLite specification it can Export contacts to vCard Save any list view as tab delimited data Synchronize with Apple Address Book Mail Factory can import from Apple Address Book vCard and from tab and comma delimited text files So there are several possibilities to import data from DayLite It is better to use vCard or tab delimited text file in our case See details in Appendix D Transfering data via Address Book is not a good idea unless you are going to keep data from DayLite there How addresses differ Addresses have different formats 1 Different countries have their own address standards in what sequence address must be written width of spaces between letters words and lines width of border margins bar code dimensions where delivery and return addresses must be placed on an envelope all this is significant for automatic address recognition 2 Address can contain different information Correspondence can be addressed to a person or to a company Address can be written more officially for business purposes or less officially to a private person Mail Factory considers these factors having country specified address formats and address templates with different sets of address fields See more about address panels and address fields in the C
135. you will see the following dialog Name My envelope Units Inches E Description 6x3 5 in with window Width 6 0000 Envelope Height 3 5000 Window v Enable Window Width 3 50 Height 1 00 Bottom offset 0 50 Left offset 0 75 Cancel oc9 In the Name and Description fields you can type the name of the layout and a short description for it Size name and description will be seen in the custom layout list So it s a good idea to make these fields descriptive as much as possible In the Units pop up menu you can choose the measurement units for dimensions either inches or millimeters You should set up units before entering the numeric data because changing Units leads to automatic recalculating dimensions to the new unit The Envelope section describes the width and height of the envelope If your envelope has a window tick the Enable window box and specify the window size and offset from the bottom and left sides of the envelope in the corresponding fields Click OK to save the layout Now when you need it click on the Custom tab of the Layouts dialog and select your previously saved layout from the list of custom ones BeLight Software Ltd www belightsoft com Custom Envelope Creation 30 Mail Factory User s Manual Label Document Creation Chapter 6 Label Document Creation This chapter is dedicated to creating and editing a label beginning with a blank document How to create a label using Assi

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