AGent VERSO. Version 5.1 Product Information Bulletin. Printing Spine and Pocket Labels

Transcription

1 AGent VERSO Version 5.1 Product Information Bulletin Printing Spine and Pocket Labels AGent VERSO-006 March 2005

2 Scope and Purpose The Spine and Pocket Labels function lets you print spine and pocket labels for any item in your catalog. Label content is taken from the appropriate item records in your library s database. Records for printing may be selected based on date added or barcode range, or they may be selected on an individual basis by title. When the desired records are selected and printed, the labels are saved to a file accessible through the Reports module. Once the labels file has been created, the labels are printed using Microsoft Word. This bulletin provides the procedures necessary to create the labels file, format the file in Microsoft Word, and print the spine and pocket labels. Accessing the Spine and Pocket Labels Function From the CATALOGING menu, select Spine and Pocket Labels. The Spine and Pocket Labels Menu screen displays. To print spine and pocket labels, you must: Extract the records for the titles for which you wish to print labels. Review the extracted records Create (print) the labels file Download the labels file Print the labels Clear the records for which labels have been printed from the extract list. Spine and Pocket Labels Menu Screen Creating the Labels File Extracting Records You must extract the records for the titles for which you wish to print labels. To extract records: 1. From the Spine and Pocket Labels menu, select Extract records. The Extract Records Selection screen displays. 2. Enter your selection criteria for the items for which labels will be printed. Extract Records Selection Screen Impact/VERSO-006 page 2

3 Selected items are added to an extract list for review prior to printing. To extract records based on the date the records were added to the database: Select the Select By - Date Added radio button. Enter the desired date range for added titles in the associated Start and Stop text boxes. To select titles added on a single day, enter the same date in both the Start and Stop text boxes. Enter the desired dates using the format MM/DD/YYYY, i.e., "03/10/2001". Be sure to include the slashes "/" when entering the Start and Stop dates. Do not include alphabetic characters when entering the Start and Stop dates. You may also click the icon next to the date entry text boxes to select a Start or Stop date using the Date Entry Calendar. Use the Month and Year drop-down menus to select the desired calendar month and year, then click the desired date. The Date Entry Calendar closes, and the selected date is automatically entered in the associated text box. The Date Entry Calendar is available only with Internet Explorer, or with Netscape 6 or higher. Netscape Navigator does not support the Date Entry Calendar. To extract records based on barcode range: Select the Select By - Barcode Range radio button. Enter the desired barcode range in the associated Start and Stop text boxes. To extract a single record by title or barcode: Select the Select By - Single Item radio button. Enter the title or barcode for the desired item in the Enter Title or Barcode text box. 3. When the desired selection criteria have been entered, click the Submit button to continue. If you specified selection criteria based on Date Added or Barcode Range, or Single Item by barcode, the message Barcodes added: (number) displays, showing the number of items added to the extract list. Click the Continue button to return to the Extract Records Selection screen to add additional titles to the extract list. If you specified selection criteria based on Single Item by title, a Title List displays. Click the title for the item you wish to add to the extract list. An item list for the selected title displays. Title List Impact/VERSO-006 page 3

4 Click the Select this one link for the item you wish to add to the extract list. The message Barcodes added: 1 displays, showing the selected item has been added to the extract list. Click the Continue button to return to the Extract Records Selection screen to add additional titles to the extract list. 4. Repeat steps 2 and 3, as desired, to add additional items to the extract list. 5. When all desired items have been added to the extract list, click the Return button to return to the Spine and Pocket Labels Menu screen. Item List Reviewing Records You must review the extract list prior to printing the labels file to remove any unwanted records from the list. To review the extract list : 1. From the Spine and Pocket Labels menu, select Review records. The Review Spine and Pocket Labels screen displays. Records in the extract list are listed in the order in which they were added to the list. Each line in the list shows the Barcode, Title, Author and Call Number for the associated item. 2. If desired, select and delete items for which you do not wish to print labels from the list: Select items for which you do not wish to print labels using the No. checkboxes. Review Spine and Pocket Labels Screen A checkmark indicates the associated item is selected. An empty checkbox indicates the associated item is not selected. Clicking a checkbox repeatedly will toggle it on and off. Click the Delete Checked items button to remove the selected items from the extract list. 3. When all desired items have been deleted from the list, click the Return button to return to the Spine and Pocket Labels Menu screen. Impact/VERSO-006 page 4

5 Printing Records Once the desired records have been selected, you must print the labels file for subsequent download and label printing. The Print records function generates a formatted file for printing labels. The labels file is formatted for use with the following label sheet styles: Spine Labels - 40-per sheet, arranged as 5 rows X 8 columns [RECOMMENDED SUPPLIER: Brodart Style K, Catalog No (plain paper) or (foil)] Pocket/Spine Labels - 10 sets of three labels (one spine, two pocket), arranged as 5 rows X 2 columns [RECOMMENDED SUPPLIER: Brodart Style C, Catalog No (plain paper) or (foil)] Other manufacturers may produce label sheets conforming to the arrangements described above. These label sheets may be compatible with Impact/VERSO s label printing functions; however, such label sheets should be tested prior to making a bulk purchase of label sheets to ensure desirable results are obtained. To print the labels file: 1. From the Spine and Pocket Labels menu, select Print records. The Print Spine and Pocket Labels screen displays. The total number of labels to be printed is shown at the top of the screen. 2. In the Print Option field, select the radio button for the type of labels you wish to print, either Spine Labels (prints spine labels only) or Pocket Labels (prints both pocket labels and spine labels). 3. In the Print Start Position field, enter the appropriate values for the Row and Column location of the first label to be printed on a partially used label sheet. The default values for Row and Column are 1. In the event you wish to begin a print operation with a partially used label sheet, you must enter the appropriate Row and Column values for the first available label on the partially used sheet. Print Spine and Pocket Labels Screen Example: For a partially used spine labels sheet; if the first and second rows of labels and the first three labels of the third row have been used, enter 3 in the Row text box, and 4 in the Column text box. For Spine Labels, you may use the digits 1 through 5 for the Row value, and 1 through 8 for the Column value. For Pocket Labels, you may the digits 1 through 5 for the Row value, and 1 or 2 for the Column value. 4. When the desired Print Options and Print Start Position have been entered, click the Submit button to save the labels file. A confirmation screen displays, and the labels file is saved to the Reports Directory using the default file name SPINE_LABEL_(current date).txt when printing spine labels, or using the default file name POCKET_LABEL_(current date).txt when printing pocket/spine labels. 5. Click the Return button on the confirmation screen to return to the Spine and Pocket Labels Menu screen. Impact/VERSO-006 page 5

6 IMPORTANT: Each time you print a labels file on a given day, the previous copy of the file in your system's database is overwritten. To retain a copy of a previous labels file, copy the current file to your workstation before printing a new file. Copying the Labels File to Microsoft Word Once the labels file has been created, it must be copied into Microsoft Word on your local workstation for printing. When copying the labels file to Microsoft Word, you may: Copy the labels file to a preformatted template file, or, Copy the labels file into a blank document, and use a Macro to format the file You may download template files for spine labels and pocket labels from the VERSO News page. These files are configured with the recommended default values for font, paragraph and Page Setup options to ensure the labels are positioned properly on the label sheet when printed. The appropriate values for these options can vary slightly between printers, and may require adjustment for your printer (see Modifying the Template Files on page 8 for details). When using a Macro to format the labels file, you must create and save separate Macro for spine and pocket labels on each workstation from which you wish to print labels (see Creating Spine and Pocket Label Macros on page for details). To copy the labels file: 1. From the REPORTS MENU, select View Reports. The Reports Directory screen displays. 2. Click the name of the labels file you wish to copy. The formatted labels file displays. 3. Using the right-hand mouse button, click the formatted labels file. A shortcut menu displays. 4. Choose Select All from the shortcut menu. Reports Directory Screen All text in the formatted labels file is highlighted. 5. Using the right-hand mouse button, click the highlighted text. A shortcut menu displays. 6. Choose Copy from the shortcut menu to copy the selected text. Typical Labels File Impact/VERSO-006 page 6

7 7. Launch Microsoft Word (if it is not already open). Paste the copied labels file into a template file or blank document, as follows: To paste the labels file into a template file: Open the appropriate template file for either spine labels or pocket labels. From the Microsoft Word Edit menu, select Paste Special; the Paste Special dialog displays. Select Unformatted Text from the As list box, then click the OK button; the labels file is pasted into the template file and is formatted for printing. To paste the labels file into a blank document: Paste Special Dialog When pasting the labels file into a blank document, Macros must be available on the workstation for formatting the labels (see Creating a Macro on page for details). Open a new blank document. Using the right-hand mouse button, click the blank document; a shortcut menu displays. Select Paste from the shortcut menu; the labels file is pasted into the blank document. Click the Spine Labels or Pocket Labels Macro button to format the labels file for printing (see Creating Spine and Pocket Label Macros on page 10 for information on creating Macros and Macro buttons). Printing Labels Once the labels file has been copied to Microsoft Word (see Copying the Labels File to Microsoft Word on page 6 for details), you may print the labels. To print labels: 1. From the File menu, select Print. A standard Print dialog displays. 2. Make the desired selections on the Print dialog, then click the OK button to print the labels file. 3. Once the print function is complete, verify all labels have been printed properly. You may then delete the labels file from the Reports Directory (refer to the Impact/VERSO Reports User Guide for details). If you wish to retain a copy of the labels file on your local workstation, save the file before closing. If you used a template file to print the labels file, be sure to rename the file so the template file is not overwritten. Impact/VERSO-006 page 7

8 Clearing the Extract File Once labels have been printed, the contents of the extract file should be cleared to prevent unnecessary printing of duplicate labels. To clear the extract file : 1. From the CATALOGING menu, select Spine and Pocket Labels. The Spine and Pocket Labels Menu screen displays. 2. From the Spine and Pocket Labels menu, select Review records. The Review Spine and Pocket Labels screen displays. 3. Click the Delete All button to clear all records in the extract file. The screen refreshes with all records deleted from the extract file. Modifying the Template Files IMPORTANT: You may download template files for spine labels and pocket labels from the VERSO News page. These files are configured with the recommended default values for font, paragraph and Page Setup options to ensure the labels are positioned properly on the label sheet when printed. The appropriate values for these options can vary slightly between printers, and may require adjustment for your printer. The first time you use a template file, print a test page and compare it against the label sheet for proper alignment. If necessary, adjust the values for paragraph and Page Setup options and print additional test pages, as necessary, until proper alignment is obtained. DO NOT make changes to font options. To modify a template file: 1. Launch Microsoft Word. 2. From the File menu, select Open. A standard Open dialog displays. 3. Locate and select the desired template file, then click the Open button. The selected file opens in Word. 4. Copy the desired labels file into the template file (see Copying the Labels File to Microsoft Word on page 6 for details). 5. Print a test page (see Printing Labels on page 7 for details) and compare it against the label sheet for proper alignment. Impact/VERSO-006 page 8

9 6. If necessary, adjust paragraph options as follows: From the Format menu, select Paragraph. The Paragraph dialog displays. Select the Indents and Spacing tab. Select Multiple from the Line spacing menu, then enter the desired value in the At text box. For Spine Labels, the default value specified in the template file is.98. For Pocket Labels, the default value specified in the template file is.97. Click the OK button to save the paragraph specifications and close the Paragraph dialog. 7. If necessary, adjust Page Setup options as follows: From the File menu, select Page Setup. The Page Setup dialog displays. Paragraph Dialog Enter the desired Margins (inches) values as follows: For Spine Labels, the default values specified in the template file are: Top Bottom Left Right For Pocket Labels: Top Bottom Left Right Click the OK button to save your Page Setup specifications and close the Page Setup dialog. Page Setup Dialog Depending on your printer, the message One or more margins are set outside the printable area of the page. may display when you save your changes to the Page Setup options. Click the Ignore button to retain your specified settings for Margins (inches). 8. Repeat steps 4 through 7, as necessary, until proper alignment is obtained. Once the appropriate values for your printer have been entered, BE SURE to save your changes to the template file. It will not be necessary to modify paragraph and Page Setup options again unless you change printers. Impact/VERSO-006 page 9

10 Creating Spine and Pocket Label Macros If you do not choose to use template files for formatting and printing spine and pocket labels, it is recommended that you create Macros to automate the process of formatting the labels file. A Macro stores a series of keystrokes and mouse clicks that are recalled and invoked using a Ctrl key combination or by clicking a Macro button added to the Toolbar. You will need to create two Macros; one for spine labels and one for pocket labels. Before creating the Macros, you must determine the appropriate paragraph and Page Setup options for your printer. After the Macros have been created, you can add Macro buttons to the Microsoft Word toolbar to provide an easy means of invoking the Macros. Determining Paragraph and Page Setup Options You must have a spine labels file and pocket labels file available in order to determine the paragraph and Page Setup options appropriate for your printer (see Creating the Labels File on page 2 for more information). To determine paragraph and Page Setup options: 1. Copy the desired labels file (see Copying the Labels File to Microsoft Word, steps 1 through 6, on page 6 for details). 2. Launch Microsoft Word (if it is not already open). Open a new blank document. 3. Using the right-hand mouse button, click the blank document. A shortcut menu displays. 4. Select Paste from the shortcut menu. The labels file is pasted into the blank document. 5. From the Edit menu, choose Select All. The selected text is highlighted. 6. Set the correct font options for the labels file: From the Format menu, choose Font. The Font dialog displays. Set the Font options for the labels file as follows: From the Font menu, select Courier New. From the Font style menu, select Regular. From the Size menu, select 12. When the correct Font options have been selected, click the OK button to save your changes. The Font dialog closes, and the labels file refreshes to display your changes. Font Dialog Impact/VERSO-006 page 10

11 7. If necessary, adjust paragraph options as follows: From the Format menu, select Paragraph. The Paragraph dialog displays. Select the Indents and Spacing tab. Select Multiple from the Line spacing menu, then enter the desired value in the At text box. For Spine Labels, the default value specified in the template file is.98. For Pocket Labels, the default value specified in the template file is.97. The default values for Line Spacing may require adjustment to obtain proper alignment for your printer, as described in step 9. Once the proper values have been determined, be sure to make a note of the correct values for reference when creating your Macros (see step 10 for details). Paragraph Dialog Click the OK button to save the paragraph specifications and close the Paragraph dialog. 8. If necessary, adjust Page Setup options as follows: From the File menu, select Page Setup. The Page Setup dialog displays. Enter the desired Margins (inches) values as follows: For Spine Labels, the default values specified in the template file are: Top Bottom Left Right For Pocket Labels: Top Bottom Left Right Page Setup Dialog The default values for Margins (inches) may require adjustment to obtain proper alignment for your printer, as described in step 9. Once the proper values have been determined, be sure to make a note of the correct values for reference when creating your Macros (see step 10 for details). Click the OK button to save your Page Setup specifications and close the Page Setup dialog. Impact/VERSO-006 page 11

12 Depending on your printer, the message One or more margins are set outside the printable area of the page. may display when you save your changes to the Page Setup options. Click the Ignore button to retain your specified settings for Margins (inches). 9. Repeat steps 7 and 8, adjusting the paragraph and Page Setup options as necessary, until proper alignment is obtained. 10. Once proper alignment is obtained, note the actual paragraph and Page Setup option values for your printer below, for reference when creating your Macros. Spine Labels Pocket Labels Line spacing - At (default.98) (default.97) Margins (inches) Top (default 0.4) Top (default 0.3) Left (default 0.4) Left (default 0.5) Creating the Macros You will need to create two Macros; one for spine labels and one for pocket labels. You must also create the Macros on each workstation from which you wish to print spine and pocket labels. To create a Macro: 1. Copy the desired labels file (see Copying the Labels File to Microsoft Word, steps 1 through 6, on page 6 for details). 2. Launch Microsoft Word (if it is not already open). Open a new blank document. 3. Using the right-hand mouse button, click the blank document. A shortcut menu displays. 4. Select Paste from the shortcut menu. The labels file is pasted into the blank document. 5. From the Edit menu, choose Select All. The selected text is highlighted. 6. From the Tools menu, select Macro - Record New Macro. The Record Macro dialog displays. 7. Enter a name for the Macro in the Macro name text box. Use a descriptive name for the Macro, such as Spine_Labels. Do not use blank spaces in the Macro name. 8. From the Store macro in menu, select All Documents (Normal.dot). Record Macro Dialog Impact/VERSO-006 page 12

13 9. Use the Assign macro to options to select the method you wish to use to invoked the Macro; either Toolbars (using a button added to the Word toolbar) or Keyboard (using a Ctrl key combination), as follows: To assign the Macro to a Toolbar button: Click the Assign macro to - Toolbars button. The Customize dialog displays. The Commands list box shows the name of the name of the template to which the Macro is being added, appended with the name of the new Macro (for example, Normal.NewMacros.Spine_Labels ). To add a button for the Macro to a Toolbar: Click and hold the left-hand mouse button on the Macro name, then drag the Macro to the desired Toolbar location. A cursor displays in the Toolbar in the location at which the button will be added. Release the mouse button to add the Macro to the Toolbar. Customize Dialog Once the Macro has been recorded, you can customize the appearance of the Toolbar button if desired (see Customizing the Toolbar Button on page 15 for details). If desired, you may also add Keyboard shortcut for the Macro: Select Normal.dot from the Save in menu, then click the Keyboard button; the Customize Keyboard dialog displays. Define the desired Ctrl key shortcut as described below, then click the Close button on the Customize dialog and begin recording your Macro. To assign the Macro to the Keyboard: Click the Assign macro to - Keyboard button. The Customize Keyboard dialog displays. The Commands list box shows the name of the name of the template to which the Macro is being added, appended with the name of the new Macro (for example, Normal.NewMacros.Spine_Labels ). Select Normal.dot from the Save changes in menu. Position the cursor in the Press new shortcut key text box. Press and hold the Ctrl key, then type the desired shortcut key. Customize Keyboard Dialog Impact/VERSO-006 page 13

14 The specified Ctrl key combination is shown in the Press new shortcut key text box, and the message Currently assigned to displays below the text box. If the specified Ctrl key combination is currently unassigned, click the Assign button to assign the Ctrl key combination to the new Macro. The specified Ctrl key combination is currently assigned to another function, the Currently assigned to message shows the function to which the Ctrl key combination is assigned. Enter a new Ctrl key combination in the Press new shortcut key text box until an unassigned combination is located. Most of the keyboard keys are currently assigned to standard Word functions. It is recommended that you assign your Macro to a numeric keypad key. Be sure the Num Lock function is active when selecting your Ctrl key combination using a numeric keypad key. When the desired Ctrl key combination has been specified, click the Close button on the Customize Keyboard dialog to close the dialog and begin recording your Macro. 10. Once you have defined the desired Toolbar and/or Keyboard options, the Macro Recorder control panel displays, and the Macro Recorder is active. When the Macro Recorder is active, every keystroke, mouse click and menu selection you make is recorded to the Macro. If necessary, you can pause the Macro Recorder by clicking the button on the Macro Recorder control panel to exclude keystrokes, mouse clicks and menu selections from the Macro. Click the button again to resume recording. 11. Set the correct font options for the labels file: From the Format menu, choose Font. The Font dialog displays. Set the Font options for the labels file as follows: From the Font menu, select Courier New. From the Font style menu, select Regular. From the Size menu, select 12. When the correct Font options have been selected, click the OK button to save your changes. The Font dialog closes, and the labels file refreshes to display your changes. Font Dialog Impact/VERSO-006 page 14

15 12. Set the correct paragraphs options for the labels file: From the Format menu, select Paragraph. The Paragraph dialog displays. Select the Indents and Spacing tab. Select Multiple from the Line spacing menu, then enter the appropriate value in the At text box as noted in Determining Paragraph and Page Setup Options, step 10. Click the OK button to save the paragraph specifications and close the Paragraph dialog. 13. Set the correct Page Setup options for the labels file: From the File menu, select Page Setup. The Page Setup dialog displays. Enter the desired Margins (inches) - Top and Bottom values as noted in Determining Paragraph and Page Setup Options, step 10. Paragraph Dialog Click the OK button to save your Page Setup specifications and close the Page Setup dialog. 14. Click the button on the Macro Recorder control panel. The Macro Recorder control panel closes, and the Macro is saved to the Microsoft Word Normal.dot template. The Macro will be available each time you open a blank document. The Macro can be invoked using the Toolbar button or Ctrl key shortcut, as appropriate. Page Setup Dialog Customizing the Toolbar Buttons If you have assigned Toolbar button to your Macros, you can customize the buttons to change the button names and/or add a graphic icon to the buttons. To customize the Toolbar buttons: 1. From the Tools menu, select Customize. The Customize dialog displays. 2. To access the Customize shortcut menu: Using the right-hand mouse button, click the Macro button you wish to customize. The Customize shortcut menu displays. Impact/VERSO-006 page 15

16 3. To change the button name: Access the Customize shortcut menu. Enter a new name for the button in the Name field, then press the Enter key. The Customize shortcut menu closes, and the button refreshes to display your changes. 4. To add an existing graphic icon to the button: Access the Customize shortcut menu. Highlight Change Button Image in the shortcut menu. A selection of available preset graphic icons displays. Click the icon you wish to add to the button. The Customize shortcut menu closes, and the button refreshes to display your changes. 5. To create a new graphic icon or edit an existing graphic icon: Access the Customize shortcut menu. Select Edit Button Image from the shortcut menu. The Button Editor dialogs displays. If you assigned a preset graphic to the button (see step 4, above), the currently assigned graphic displays in the Picture window. If you did not assign a preset graphic to the button, the Picture window is blank. The Preview field shows the graphic as it will appear in the Toolbar. Select the desired color from the Colors palette, and edit the graphic in the Picture window as desired. Button Editor Dialog Select the desired color from the Colors palette, and edit the graphic in the Picture window by clicking the desired pixel(s). Use the,, and Move buttons to change the position of the graphic within the Picture window. When all desired changes to the graphic have been made, click the OK button. The Button Editor dialog closes, and the button refreshes to display your changes. 6. To set the display mode for the button: Access the Customize shortcut menu. Impact/VERSO-006 page 16

17 Select the desired display mode option: Text Only (Always): The button is displayed with the text label only; i.e.,. Text Only (In Menus): The button is displayed with the graphic icon only; i.e.,. Image and Text: The button is displayed with the text label and graphic icon; i.e.,. 7. When all desired changes have been made to the Macro button, click the Close button on the Customize dialog. How To Contact Auto-Graphics If you have any questions you can use any of the following methods to contact us: U.S. Customers Contact Auto-Graphics Technical Services by at or fax at (909) Telephone: (800) am ~ 5pm Pacific Time Canadian Customers Contact the A-G Canada Help Desk by at support@ag-canada.com or fax at (416) Telephone: (800) (press 2) 8am ~ 6pm Eastern Time Comments This is one of a series of bulletins designed to cover a level of information not generally found in other sources of hardcopy or online documentation. We welcome and encourage your comments. If there are any topics you would like to see addressed in a product information bulletin or if you have suggestions as to how this bulletin could be improved, please send to: bulletins@auto-graphics.com Impact/VERSO-006 page 17