Rolodex and Index Card Layout Settings

After viewing and editing the Overview and Select Printer windows, the Reports wizard displays the Label Layout window.

Use the available options to select a label style. You can also modify the address text and select how addresses and unlisted phone numbers print.

Set the Label Style

The Label Style section contains multiple label formats, including some manufactured by Avery®. Select a label style from the Style Name drop-down list. The label description displays beneath the style name. You can also set up custom label formats in the Label Style dialog box.

  1. In the Label Layout window, under Label Style, click Edit Style.
  2. To insert a new style, click Insert Style. To edit an existing style, select a style name.
  3. If you insert a new style, enter a unique name in the Style Name field.
  4. For the description, enter information about the label, such as its dimensions.
  5. Under Page Margins, enter the margins in inches. If your label stock uses pin-fed or Dot Matrix continuous form, select Continuous Form.
  6. Under Label Dimensions, enter the height, width, and amount of space between rows and columns in inches. Enter the number of columns on the label stock.
  7. To save your settings, click Save/OK. If you edit an existing style, all reports currently using this style will change. To save the style as a new style name so existing reports are not affected, enter the new style name, and click Save As.

If you're using a partial page of labels, enter a value in the Number of Labels to Skip field before you print the first label.

Modify the Text of a Label or Envelope

You can select from standard envelope size options, such as #9 (3 7/8" H X 7 1/2" W) or #10 (4 1/8" H X 9" W). Select an envelope style from the Style Name drop-down list. Envelope dimensions display beneath the style name. You can also set up custom envelopes.
  1. In the Label or Envelope Layout window, click Modify the Layout of the Address Information.
  2. In the editor, edit the text, and format it as necessary.
  3. To insert a field, click Insert Field, select a field name, and click OK. You can also double-click a field name to insert it into the list.
  4. When you're finished, click OK to close the editor.

Report Layout Field Information

Address Format
If the report includes addresses, you can select which address to print on the report.
  • Use the Street, Mailing, or Alternate Address—If selected, the active alternate address prints first. If there's no active alternate address, the mailing address prints. If there's no mailing address, the street address prints.
  • Use the Street or Mailing—If selected, the mailing address prints first. If there's no mailing address, the street address prints.
CAUTION: The USPS prefers that addresses print in all uppercase letters with punctuation removed. To print in postal format, make sure the field names are preceded by "Postal". Example: <Postal Fam Address Block>.
Date Used in Alt. Addr. Calculation

When you select Use the Street, Mailing, or Alternate Address, enter the date you expect the correspondence to be mailed. The date entered in this field determines if an alternate address is used instead of the mailing or street address.

For example, if an individual lives at the coast during the months of June and July, the correspondence needs to go to the alternate address during those months. If the current date falls outside this time period, the correspondence goes to the individual's mailing or street address.

Unlisted Address Format
If the report includes unlisted addresses, you can select how it prints them.
  • Print the Unlisted Addresses—Prints unlisted addresses. You might select this when printing inter-office lists where unlisted addresses should display.
  • Print Unlisted Addresses as X's—Indicates that unlisted addresses are known, but prints as "XXX XXXXXX XX". Listed addresses print as entered.
Unlisted Phone Format
If the report includes unlisted phone numbers, you can select how it prints them.
  • Print the Unlisted Numbers—Prints unlisted numbers. You might select this when printing inter-office lists where unlisted phone numbers should display.
  • Print Unlisted Numbers as X's—Indicates that unlisted phone numbers are known, but prints as "(XXX) XXX-XXXX". Listed numbers print as entered.
Unlisted Email Format
If the report includes unlisted email addresses, you can select how it prints them.
  • Print the Unlisted Email—Prints unlisted email addresses. You might select this when printing inter-office lists where unlisted emails should display.
  • Print Unlisted Email as X's—Indicates that the email address is known, but prints fully-masked. For example: XXXXX@XXXXX.XXX. Listed email addresses print as entered.
Note: Some reports do not allow you to change the unlisted options.