How to Customize Labels in ACT!

You would like to know how to customize a mailing label in ACT!

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If you need to customize a label in ACT! , you can modify an existing label template or you can create a new label template. It is generally easier to modify an existing template than to create a new one. Only Contact fields can be added to label templates. Company, Group and Opportunity fields cannot be added to a custom label.

For information on creating a custom Contact field, refer to the following Knowledge Base Answer:


Follow the instructions below to modify and existing label template:

To Modify an Existing Label Template:

1. Click the File menu, and then click Print. The Print dialog box appears.
   
   
   
   
2. Click Labels from the Printout Type list. A list of predefined (Avery) labels appears in the Paper Type list.
3. Click the appropriate template from the list, and then click Edit Template. The Report Designer appears with this label template displayed and the Pointer tool enabled in the Toolbox.
   
   
   
   
4. To remove a field from this template, click the field you wish to remove (the Pointer tool must be enabled in the Toolbox). When sizing handles appear to surround the field, press the delete key on your keyboard. The field is removed from the label template.
5. To move or resize a field on this label template, with the Pointer tool enabled, click the field you wish to move or resize. Sizing handles appear to surround the field.
   1. To move the field, place your cursor over the selected field. Click (with your left mouse button) and drag the field to the desired position.
   2. To resize the field, place your cursor over one of the sizing handles. When your cursor appears as a two-way arrow , click your left mouse button and drag the field to the desired size.
      
6. To add a Contact field to the label template:
   1. Ensure the Field tool is enabled in the Toolbox
   2. Place your cursor near the left edge of the position that you wish to place the field, click your left mouse button, and then drag to the right to create the new field.
   3. When you release the left mouse button, the Select Field dialog box appears.
      
      
      
      
   4. Ensure that the Select a record type field displays the appropriate record type, Contact or My Record.
   5. Clear the Include a label check box, click the field you want to add to this label template, and then click Add. The field appears on the label template.
   6. Once all fields have been added to the label template, click Close to exit the Select a Field dialog box.
      
7. To add permanent text to your label template:
   1. Enable the Text tool from the Toolbox.
   2. Place your cursor near the left edge of the position that you wish to place the text field, click your left mouse button, and then drag to the right to create the new text field.
   3. After you release the left mouse button, you may begin typing text into this field. You may format the text as you type.
      
8. To add a rectangle to your label template:
   1. Enable the Rectangle tool from the Toolbox.
   2. Place your cursor near the left edge of the position that you wish to place the rectangle, click your left mouse button, and then drag to the right to create the shape.
      
      Note: Images and System fields are normally not appropriate fields for Label templates. However, because ACT! gives you the ability to add these fields to your label, we have included instructions below.
      
      
   3. To add an image to your label template:
   4. Enable the Picture tool from the Toolbox.
   5. Place your cursor near the left edge of the position that you wish to place the image, click your left mouse button, and then drag to the right to create the field for your image.
   6. When you release the left mouse button, the Open Image dialog box appears.
   7. Browse to (if necessary), and then Open the Image file (.BMP, .JPG or .GIF) that you would like to appear on the label template. The image appears on the template.
      
      Note: Picture fields and System fields are normally not appropriate fields for Label templates. Although ACT! may give you the ability to add Picture or System fields, these field types are neither recommended nor supported on label templates.
      
9. When you are finished modifying the template, click File menu (in the Report Designer), and then click Save As. A Save As dialog box appears.
10. Ensure that the Save As Type field lists ACT! Label Files (*.lbl). Type in a unique File Name, ensure the Save In field displays the Reports directory (or your custom directory), and then click Save. A progress indicator appears as your custom label is saved.
11. Your custom label will now appear in the ACT! Reports directory.

To Create a New Label Template: If you find you need to create a new label template, follow the instructions below:

1. Click the Reports menu, and then click New Template. The New Report dialog box appears.
   
   
   
   
2. Ensure that Contact Reports is selected in the Report Types window, click Contact Labels in the Templates window, and then click OK. The Create Label dialog box appears.
   
   
   
   
   Note: Horizontal space refers to the distance between the horizontal rows of labels while Vertical space refers to the distance between the columns.
   
3. Click into the Choose a Label Product field and then scroll through the list until you can click a label with the correct dimensions. If you cannot find a label with the correct dimensions, enter the values for Page Margins, Label Size, Space Between Labels and Number of Labels, and then click OK. The Report Designer view reappears with a blank label template named Label Template 1.lbl.
   
   
   
   
   Note: In a custom label template, the label width will be accurately displayed while the label height will be continuous. Therefore, when adding fields to this template, it is important that you are aware of the label height so that you can make use of all available space and not place fields below the actual dimensions specified for the custom label.
   
   
4. To add a Contact field to the label template:
   1. Ensure the Field tool is enabled in the Toolbox.
   2. Place your cursor near the left edge of the position that you wish to place the field, click your left mouse button, and then drag to the right to create the new field.
   3. When you release the left mouse button, the Select Field dialog box appears.
      
      
      
      
   4. Ensure that the Select a record type field displays the appropriate record type, Contact or My Record.
   5. Clear the Include a label check box, click the field you want to add to this label template, and then click Add. The field appears on the label template.
   6. Once all fields have been added to the label template, click Close to exit the Select a Field dialog box.
      
5. To add permanent text to your label template:
   1. Enable the Text tool from the Toolbox.
   2. Place your cursor near the left edge of the position that you wish to place the text field, click your left mouse button, and then drag to the right to create the new text field.
   3. After you release the left mouse button, you may begin typing text into this field. You may format the text as you type.
      
6. To add a rectangle to your label template:
   1. Enable the Rectangle tool from the Toolbox.
   2. Place your cursor near the left edge of the position that you wish to place the rectangle, click your left mouse button, and then drag to the right to create the shape.
      
      Note: Images and System fields are normally not appropriate fields for label templates. However, because ACT! gives you the ability to add these fields to your label, we have included instructions below.
      
   3. To add an image to your label template:
   4. Enable the Picture tool from the Toolbox.
   5. Place your cursor near the left edge of the position that you wish to place the image, click your left mouse button, and then drag to the right to create the field for your image.
   6. When you release the left mouse button, the Open Image dialog box appears.
   7. Browse to (if necessary), and then Open the Image file (.BMP, .JPG or .GIF) that you would like to appear on the label template. The image appears on the template.
      
      Note: Picture fields and System fields are normally not appropriate fields for label templates. Although ACT! may give you the ability to add Picture or System fields, these field types are neither recommended nor supported on label templates.
      
      
7. When you are finished modifying the template, click File menu (in the Report Designer), and then click Save As. A Save As dialog box appears.
8. Ensure that the Save As Type field lists ACT! Label Files (*.lbl). Type in a unique File Name, ensure the Save In field displays the Reports directory (or your custom directory), and then click Save. A progress indicator appears as your custom label is saved.
9. Your custom label will now appear in the ACT! Reports directory.
10. To preview this label, click the File menu, and then click Print. The Print dialog box appears.
11. Click Labels from the Printout Type list. A list of predefined labels appears in the Paper Type list.
12. Double-click the label name saved in Step 8 above. The Define Filters dialog box appears.
    
    
    
    
13. Ensure the Send the report output to field displays Preview, enable the appropriate choice in the Create report for section, and then click OK. A preview of the label(s) will appear.
    
    Note: You will need to activate the Zoom In Tool Hold this cursor over the Print Preview and then click the left mouse button to enlarge the preview. You may need to repeat these steps several times for a clear preview.
    

Define Filters: ACT! allows you to set default filter options for each specific label template. To set the default filter options for your label templates, follow the procedure below:

1. From the Template editor, click the Edit menu, and then click Define Filters. The Define Filters dialog box appears.
   
   
   
   
   Note: The define filter dialog box refers to Reports, even when designing labels or labels because the same design engine is used for all three items.
   
2. The appropriate Send this report output to: options for labels are Preview and Printer.
3. You may choose to Create report for the Current Contact, Current Lookup or All Contacts.
4. Your Use data managed by options include All users and Selected users and you may also elect to enable the Exclude 'My Record' option.

Properties
A new feature of ACT! is the ability to easily customize the properties for all fields and other objects included on your label template.

ACT! uses the same template editor to modify reports, labels, envelopes and layouts. Consequently, not all of the field properties are appropriate for all fields on your label template.

There are four different field types that are appropriate for label templates: Data Field, Text Field, Rectangle and Picture fields. There are two ways to adjust field properties on an label template: Right-click the field, and then click Properties from the shortcut menu or click a field, click the View menu, and then click Properties Window. See the sections below for detailed information on field properties.
Data Field Properties: Right-click a data field, and then click Properties from the shortcut menu. The Field Properties dialog box appears.




Under the Font tab, you are able to adjust the Font, Font Style and Size.





Under the Style Tab, you are able to adjust Background Color or Border Style. Your Border Style options include None, Solid, Dash, Dot, Dash/Dot or Dash/Dot-Dot.





Under the Format Tab, you can disable (or enable) the Do not print if duplicated, Collapse if blank or Wrap text options.




Under the Data tab, you are able to use the field as a Data or Summary field. However, it is not normally appropriate to use Summary fields on an label template.




Under the Type tab, you can enable the Use My Record option. This option is normally appropriate for the return address of your label as it will draw the field information from the My Record of the user currently logged into the ACT! database.

If you click a data Field, click the View menu and then click Properties Window, the Properties window appears on the right side of the template editor with that field name displayed in the initial field.

The initial field displays the object that you are viewing properties for. Clicking different objects in the template will change the display to reflect the selected object.

By default, the Properties Window displays a categorized view by clicking the appropriate button below the listed object.



(Field) Properties are divided into four sections: Appearance, Behavior, Layout and Misc. The left column of the Properties window reflects item descriptions while the right column displays the value assigned to these items. You can adjust the value of items by clicking into the assigned value (right) side, clicking on the drop-down arrow or browse button, and then clicking a different value. The panel at the bottom of the Properties window will reflect which of these sections is currently active.


Appearance
Within the Appearance section, you are able to modify Background Color, Border Color, Border Style, Font, Font Color or enable Rich Text and/or Visible properties.

When you click the drop-down arrow to change the value for Font Color, Background Color or Border Color, you are able to select from the Custom, Web or System color palettes. (as illustrated below)




When you click the drop-down arrow for Border Style, you can change your border style from Transparent to Solid, Dash, Dot, DashDot or DashDotDot.

Clicking the browse button for the Font value will open the following dialog box.




Here you can modify properties for the Font, Font Style, Size. In addition you can enable the Strikeout and/or Underline Effects. You can also choose between the default Western Script and Hebrew, Arabic, Greek, Turkish, Baltic, Central European, Cyrillic or Vietnamese. Clicking the Font value for Name or Size will allow you to change these font properties individually. The Unit value can be changed to World, Pixel, Inch, Document or Millimeter.

Changing the Strikeout value to True will place a line through the text. Changing the Bold, Italic or Underline values to True will modify the text with these properties. The Text Alignment property will allow you to align your data Left, Right or Center. It is strongly recommended that you do NOT modify the values for GdiCharSet or GdiVerticalFont or Unit. The GdiCharSet is a byte value that specifies the GDI character set that this Font uses while the GdiVerticalFont is a Boolean (true/false) value that indicates whether this Font is derived from a GDI vertical font. These are settings that come from the font selected and are necessary for the graphic display of that font.

Enabling the Rich Text value is not appropriate in label templates and will have no effect on the appearance of this field. If you change the Visible property to False, your field will not appear on the label; this is also not appropriate for label templates and is not recommended.


Behavior
Within the Behavior section, you are able to modify Can Grow, Can Shrink, Hide Duplicates or Word Wrap properties.

The Can Grow or Can Shrink properties are enabled by default and may be important for the vertical spacing of the text in this field. Therefore, it is recommended that you do not disable these options. The Hide Duplicates or Word Wrap properties are not designed for label templates. Therefore, it is strongly recommended that you do not modify these options.


Layout
Within the Layout section, you are able to modify Alignment, Anchor, Height, Left, Margin Bottom, Margin Left, Margin Right, MarginTop and Width.




If you click the value for Alignment, you can align the text within this field from General to LeftTop, CenterTop, RightTop, LeftBottom, CenterBottom, RightBottom, LeftMiddle, CenterMiddle, RightMiddle, JustTop, JustBottom or JustMiddle.

The Anchor property for the text in this field can be configured as Top, Bottom or TopAndBottom.

The Height and Width and Left properties reflect the height and width of the field and the position of the left edge of the field on the template. These values can be modified by typing in a different value or by dragging the field to a different size or position on the template.

The Margin Bottom, Margin Left, Margin Right, MarginTop properties are not appropriate for label templates. Therefore, it is strongly recommended that you do not modify these properties.

Misc
Within the Misc section, you can modify Name.

Modifying the Name property will only change the name of this field in the initial Properties drop down list. Again, it is strongly recommended that you do not modify this property.

Text Field Properties:

Layout
Within the Layout section, you are able to modify Alignment, Anchor, Height, Left, Margin Bottom, Margin Left, Margin Right, MarginTop and Width.

If you click the value for Alignment, you can align the text within this field from General to LeftTop, CenterTop, RightTop, LeftBottom, CenterBottom, RightBottom, LeftMiddle, CenterMiddle, RightMiddle, JustTop, JustBottom or JustMiddle.

The Anchor property for the text in this field can be configured as Top, Bottom or TopAndBottom.

The Height and Width and Left properties reflect the height and width of the field and the position of the left edge of the field on the template. These values can be modified by typing in a different value or by dragging the field to a different size or position on the template.

The Margin Bottom, Margin Left, Margin Right, MarginTop properties are not appropriate for label templates. Therefore, it is strongly recommended that you do not modify these properties.

Misc
Within the Misc section, you can modify Name.

Modifying the Name property will only change the name of this field in the initial Properties drop down list. Again, it is strongly recommended that you do not modify this property.

Rectangle Properties: Misc
Within the Misc section, you can modify the Name property.

Modifying the Name property will only change the name of this field in the initial Properties drop-down list. It is recommended that you do not modify this property.

Picture Field fields and System fields are not appropriate for label templates. Therefore, the properties of these field types are not covered in this document.