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 the main its purpose is printing a series of envelopes or labels with different delivery addresses in the Merge Printing mode. For example, invitation 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 every 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 substituted with addresses from the print list. You have to design only one label/envelope as a template.

You can access Print List Database from different places.

• Through the Contacts window (menu: Window/Contacts/Print Lists). This way is the most useful during design process.
• At the third step of the Assistant.
• In 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 drop-down list.

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.

Address Source Panel

The Address Source panel represents external sources of contact data and "My Recipients" (embedded database).
Below the Source drop-down list you can see the Contacts list representing names from the selected address source. These names can be added to a print list.

To navigate within the list and find persons quickly, the sender panel has Search and Sort tools.
To find a name, type it into the Search field.
You can sort names by one of supported data fields. For this, select it in the Sort drop-down list. The "From Source" option leaves the original persons order unchangable.

Print List Panel

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).

Creation 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 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. If 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 creation of a new print list

1. Click on the upper "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.

You can sort names in the print list by one of supported data fields. For this, select it in the Sort drop-down list. When you add a new person into the print list it is placed accordind to the sort order. To leave persons in the order you add them to the list, select the "None" sort option.

Personal Info Panel

The Personal Info panel contains personal data such as name, address, company name, telephone and other. 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 fields, 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.