Objectif Lune PrintShop Mail - 6.0 Instruction Manual
User Guide
Table Of Contents
About PrintShop Mail............................................................................................................................................5
Contact Information.............................................................................................................................................7
Using PrintShop Mail Help.....................................................................................................................................9
Getting Started......................................................................................................................................................... 11
Installing PrintShop Mail.....................................................................................................................................11
What is New in PrintShop Mail ............................................................................................................................13
Upgrading PrintShop Mail...................................................................................................................................15
Getting Started..................................................................................................................................................17
Installing a Printer Driver ...................................................................................................................................18
Installing the Hardware Key ...............................................................................................................................19
How to... .................................................................................................................................................................21
Create a New Document ....................................................................................................................................21
Default Settings.................................................................................................................................................23
Specify the Layout Size ......................................................................................................................................24
Link a Database to a Document .............................................................................................................................26
Open a Database...............................................................................................................................................26
Connect to SQL Server.......................................................................................................................................31
Add Text ..............................................................................................................................................................36
Add Variable Text ..............................................................................................................................................36
Formatting Variables..........................................................................................................................................39
Creating Serial Numbers.....................................................................................................................................42
Add Images.......................................................................................................................................................... 44
Add Static and Variable Images..........................................................................................................................44
Layout Conditioning ........................................................................................................................................... 48
Layout Repetition............................................................................................................................................... 51
Select Paper Trays.............................................................................................................................................53
Number of copies...............................................................................................................................................55
Verify a Document.............................................................................................................................................58
Save a Document...............................................................................................................................................60
Publish to PrintShop Web ......................................................................................................................................61
Publishing Documents........................................................................................................................................ 61
Print a Document..................................................................................................................................................70
Printing Basics...................................................................................................................................................70
Print Technologies .............................................................................................................................................72
Standard PostScript............................................................................................................................................72
Optimized PostScript..........................................................................................................................................73
AHT..................................................................................................................................................................74
Creo VPS...........................................................................................................................................................75
Fiery FreeForm ..................................................................................................................................................76
Fiery FreeForm 2 ...............................................................................................................................................77
PPML ................................................................................................................................................................78
PPML/VDX 7 ......................................................................................................................................................80
PrintStreamer ....................................................................................................................................................81
VIPP ........................................................................................................................... ......................................82
Page Setup........................................................................................................................................................ 83
Subset Finishing ................................................................................................................................................84
Automated Printing............................................................................................................................................85
Automated Printing Overview .............................................................................................................................85
Command Line Arguments .................................................................................................................................86
Extended Scripting.............................................................................................................................................87
DDE..................................................................................................................................................................91
HotFolder..........................................................................................................................................................92
Document Fundamentals ..........................................................................................................................................93
Properties Window.............................................................................................................................................93
Properties Panel.................................................................................................................................................97
PDF Page Properties...........................................................................................................................................99
Image Properties............................................................................................................................................. 102
Text Properties................................................................................................................................................ 105
Formatting Text.................................................................................................................................................. 109
Text Style........................................................................................................................................................ 109
Paragraph Style............................................................................................................................................... 111
Layout Basics...................................................................................................................................................... 115
Layout Basics ..................................................................................................................................................115
1
Guide Lines ..................................................................................................................................................... 117
Folding Lines ................................................................................................................................................... 118
Bleed Margin ................................................................................................................................................... 119
Crop Marks...................................................................................................................................................... 121
Manipulating Objects........................................................................................................................................... 122
Selecting Objects.............................................................................................................................................122
Moving and Resizing Objects ............................................................................................................................ 123
Copying Objects............................................................................................................................................... 124
Aligning Objects............................................................................................................................................... 125
Arranging Objects............................................................................................................................................ 127
Locking Objects ............................................................................................................................................... 128
Linking Text Objects ........................................................................................................................................ 129
Toolbar Reference...............................................................................................................................................130
Toolbars Overview........................................................................................................................................... 130
Database Toolbar.............................................................................................................................................131
Objects Toolbar............................................................................................................................................... 132
Standard Toolbar............................................................................................................................................. 133
Text Formatting Toolbar................................................................................................................................... 134
Text Link Toolbar............................................................................................................................................. 135
Tools Toolbar ..................................................................................................................................................136
View Toolbar ................................................................................................................................................... 137
Supported File Formats........................................................................................................................................ 138
Supported Database Formats............................................................................................................................ 138
Supported Image Formats................................................................................................................................ 139
Preferences Settings...............................................................................................................................................141
Program Settings............................................................................................................................................. 141
Print Job Settings............................................................................................................................................. 143
Repetition Settings...........................................................................................................................................145
Imposition Settings.......................................................................................................................................... 147
PrintShop Web Settings....................................................................................................................................149
Using Expressions................................................................................................................................................... 151
Expressions Overview ......................................................................................................................................151
Favorite Expressions............................................................................................................................................ 155
Favorite Expressions Overview..........................................................................................................................155
Favorite Expressions- Capitalizing names........................................................................................................... 156
Favorite Expressions- Salutations...................................................................................................................... 157
Favorite Expressions- Custom Serial Numbers.................................................................................................... 158
Functions and Operators...................................................................................................................................... 159
Functions Overview..........................................................................................................................................159
Expressions Operators...................................................................................................................................... 161
Barcode Functions ...........................................................................................................................................162
Barcode Functions Overview............................................................................................................................. 162
CODABAR........................................................................................................................................................ 166
CODE128 ........................................................................................................................ ................................167
CODE39 .......................................................................................................................................................... 168
EAN13............................................................................................................................................................. 169
EAN8 ..............................................................................................................................................................170
ITF (Interleaved 2 of 5).................................................................................................................................... 171
JAN13............................................................................................................................................................. 172
JAN8............................................................................................................................................................... 173
KIX ................................................................................................................................................................. 174
MSI Plessey..................................................................................................................................................... 175
NW7 ............................................................................................................................................................... 176
ONECODE .......................................................................................................................................................177
POSTNET ........................................................................................................................................................ 178
UPCA .............................................................................................................................................................. 179
UPCE ..............................................................................................................................................................180
Rolan Barcode Function.................................................................................................................................... 181
YUBAR ............................................................................................................................................................ 181
Layout Functions .............................................................................................................................................182
Layout Functions Overview............................................................................................................................... 182
BLANK............................................................................................................................................................. 183
PRINT............................................................................................................................................................. 184
SKIP ...............................................................................................................................................................185
Logical Functions ............................................................................................................................................. 186
Logical Functions Overview............................................................................................................................... 186
AND................................................................................................................................................................ 187
2
FALSE ............................................................................................................................................................. 188
FILE_EXIST ..................................................................................................................................................... 189
IF ................................................................................................................................................................... 190
NOT................................................................................................................................................................ 191
OBJECT_EMPTY............................................................................................................................................... 192
OR.................................................................................................................................................................. 193
TRUE .............................................................................................................................................................. 194
Number Functions............................................................................................................................................ 195
Number Functions Overview............................................................................................................................. 195
ABS................................................................................................................................................................. 196
CHR................................................................................................................................................................ 197
COUNTER........................................................................................................................................................ 198
DIV................................................................................................................................................................. 199
INT................................................................................................................................................................. 200
LAYOUT_COUNT..............................................................................................................................................201
LAYOUT_NR .................................................................................................................................................... 202
MOD............................................................................................................................................................... 203
PAGE_COUNT.................................................................................................................................................. 204
PAGE_NR ........................................................................................................................................................ 205
RECORD_COUNT ............................................................................................................................................. 206
RECORD_NR.................................................................................................................................................... 207
ROUND ........................................................................................................................................................... 208
SGN................................................................................................................................................................ 209
VAL................................................................................................................................................................. 210
String Functions............................................................................................................................................... 211
String Functions Overview................................................................................................................................ 211
ASC.................................................................................................................................................................212
CONTAINS.......................................................................................................................................................213
DATE .............................................................................................................................................................. 214
LEFT............................................................................................................................................................... 216
LEN................................................................................................................................................................. 217
LOWER ...........................................................................................................................................................218
LTRIM............................................................................................................................................................. 219
MID ................................................................................................................................................................ 220
POS ................................................................................................................................................................ 221
PROPER .......................................................................................................................................................... 222
REPLACE.........................................................................................................................................................223
RIGHT............................................................................................................................................................. 224
RTRIM ............................................................................................................................................................225
STR.................................................................................................................................................................226
TEXT_FILE ...................................................................................................................................................... 227
TODAY............................................................................................................................................................ 228
TRIM...............................................................................................................................................................229
UPPER.............................................................................................................................................................230
Pluggins.......................................................................................................................................................... 231
Windows Shortcuts .......................................................................................................................................... 233
Macintosh Shortcuts......................................................................................................................................... 235
License Agreement ..........................................................................................................................................237
Glossary................................................................................................................................................................. 239
Index..................................................................................................................................................................... 241
3
About PrintShop Mail
PrintShop Mail User Guide
Leverage the real pote ntial of your data by print ing va riable images and text base d
upon unique information on each individual recipient!
Overview
PrintShop Mail is a fast, efficient and very easy to use professional software tool that makes personalized printing quick
and easy. It allows you to optimize the process of merging variable database information with a design. For
advertisements, direct mailing, flyers or any other type of promotional documents, you can rely on PrintShop Mail.
PrintShop Mail enables users to perform simple and complex Variable Data Printing jobs for medium to high volume
output quantities.
By simply dragging and dropping database fields onto the document layout, PrintShop Mail creates a link between the
database field and your document. PrintShop Mail gives you an instant preview and provides you with a powerful
resource checking option to ensure proper printing. Utilize the comprehensive set of conditional rules for database driven
composition.
• Verify Document before printing.
• Preview repetition settings.
• Support for vertical text and double byte characters.
During the printing process, the variable information from the database is sent to the printer on the fly. The static portion
of the job does not need to be re-ripped. This greatly shortens the printing process and prevents network congestion.
PrintShop Mail then allows your PostScript® printer to print at or near rated speed, depending on RIP capability. This
makes variable information printing an efficient process.
Benefits
•
Easy to use: no programming experience needed
• No need to change your design application, database, PostScript RIP or printer
• Variable Information Printing at rated speed of the printer!
• Reduced print cost and print wastage
• Efficient production process saves time and money
• Open architecture - plugs in easily into your existing workflow
• Instant preview to see results before printing to facilitate accuracy
• Layout and database can be created separate from each other
• Resource check on print stream reliability
• Finishing options per record or per set
• Nine free bar code fonts included!
Business applications
Targeted Advertisements
•
• High Speed Mail Merges
• Direct Mailings
• Discount Coupons
• Postcards
• Flyers
• Tickets
• Certificates
• Letters and more…
5
Contact Information
PrintShop Mail User Guide
To find an Objectif Lune office near you and for more information on our products and services, visit
www.objectiflune.com.
7
Using PrintShop Mail Help
Getting Started with PrintShop Mail
Here are some tips on how to use this PrintShop Mail on-line Help.
About the Help Display
You can use several navigation tools in this Help system. The Help is divided into a left-hand and right-hand frame. The
right-hand frame shows the actual texts and some navigational aids , the left-hand frame is the mainstay for the
navigational aids. You can select four options above the left-hand frame:
• Hide/Show :To display or hide the Contents.
• Back :To display the previous topic you selected.
• Forward :To display the next topic you selected.
• Print :To print one or more topics.
Contents, Index, Search, and Glossary Tabs
The left-hand frame contains the following tabs, which access these navigation aids:
• Contents
• Index
• Search
• Glossary
Hyperlinks and Relate d T opics
The right-hand frame contains the following navigation aids:
• Hyperlinks
• Related topics
To use the Help naviga tion tools
Contents
Note: The Contents are displayed by default. Click the other tabs to access the corresponding navigational aids.
1. If not selected, click the Contents tab.
The table of contents appears in the left-hand frame. It is represented in the form of a tree structure with book
icons. These books are structured hierarchically.
2. Click a book icon.
3. Click a page icon.
Index
Search
The corresponding Help text appears in the right-hand frame.
1. Click the Index tab.
2. In the text box, begin to type the first letters of the keyword you want information on or the entire keyw ord.
The list below will jump to the first word beginning with the letters you typed.
The selected keyword is highlighted.
3. Continue to type more letters to narrow down the choice, or click the correct keyword if you can identify it.
4. Click Display.
The corresponding Help text is shown in the right-hand frame.
1. Click the Search tab.
At the top of the Search tab sheet, there is a box in which you can type the keyword.
2. Click List Topics.
A list with topics containing the keyword is disp layed.
3. Click the topic you want.
9
4. Click Display.
The Help text is displayed in the right-hand frame. The selected keyword is highlighted.
Glossary
1. Click the Glossary tab to display PrintShop Mail terms.
2. Click a term in the list to display its definition.
Hyperlinks
The Help texts contain hyperlinks. These are underlined texts. Click the underlined text
to view the Help topic.
Related topics
The Related Topics buttons provide access to topics that deal with similar subjects.
Click the Related Topics button.
• If there is only one related topic, it is displayed straightaway.
• If there are more than one related topics, a menu appears where you can make your selection.
10
Getting Started
Installing PrintShop Mail
Getting Started with PrintShop Mail
Before you start
If you are installing PrintShop Mail on a computer with Windows 2000, XP or 2003, make sure you are logged in with full
administrative rights before running the installation program.
To install PrintShop Mail
Windows
1. Locate the setup.exe file on the CD-ROM.
2. Double click this file to start the installation wizard.
3. Select the language you want to use for the installation.
4. Click OK.
5. Click Next.
6. Read the license agreement and select I accept the terms in the license agreement. (If you select I do
not accept the terms in the license agreement, the installation stops).
7. Click Next.
8. Specify whether you want PrintShop Mail to be available for all user s on the computer, or just for the current
user.
9. Click Next.
10. Choose between a Complete or Custom setup.
• If you select Complete, all necessary program features will be installed. This option automatically installs all
available languages.
• If you select Custom, use the next screen to select or clear program features.
To create a custom installation
1. Click the hard disk icon to view four choices for the selected feature:
This feature will be installed on local hard drive.
This feature, and all subfeatures, will be installed on local hard drive.
This feature will be installed when required.
This feature will not be available.
2. Select the options you want.
3. To change the default installation directory, click the Change button and select the directory for the PrintShop
With either selection you have the option to verify your installation settings.
11. After you have set the option you want, click Next.
12. Press Install to continue the installation wizard.
13. Click Finish.
Mac OS
Mail installation.
1. Locate the PrintShop Mail installer on the CD-ROM .
2. Double click this file to start the installation wizard. You will see the PrintShop Mail start up screen.
3. Click Continue.
4. Read the license agreement and select I accept the terms in the license agreement. (If you select I do
not accept the terms in the license agreement, the installation stops).
5. Click Continue.
6. By default PrintShop Mail will be installed in the application folder. You can select other place where you want
to install PrintShop Mail.
7. Click Continue.
8. Choose the Installation Type:
11
If you select Easy Install, all necessary program features will be installed.
If you select Custom, you can select or clear program features.
9. Press Install to continue the installation wizard.
10. A dialog will open saying "Installation was successful. If you are finished, click Quit to leave the Installer. If
you wish to perform additional installations click Continue."
You can install the Hardware key from this window or install it later. For more information, see Installing the
Hardware Key.
11. Everything has been installed into one folder called "PrintShop Mail".
12
What is New in PrintShop Mail
Getting Started with PrintShop Mail
Click a heading to display information on these new features:
Windows
Printing
• PrintShop Mail no longer depends on Adobe Acrobat for processing PDF pages.
• Print Preview has been implemented for viewing an on-screen representation of the printed output.
Variables
• USPS OneCode barcode support has been added.
• XML database support has been added.
Documents
• Two Color support has been added. Images can be displayed and printed in Two Colors.
• It is possible to save PrintShop Mail documents as PrintShop Mail templates. Templates are PrintShop Mail
documents that are designed for later use, for example templates can be used as base for new documents and
for Publishing to PrintShop Web. These templates contain the basic (background) layout and document
settings.
• It is possible to use plugins.
User Interface
• The user interface has been further improved, for example:
Docking windows, which allows you to customize the user inter face to your personal preferences.
Interface theme (Skins), which allows you to change the appearance of the application user interface.
• In the File menu a new Operator Instructions submenu has been added, a document designer can enclose
a note containing directions about duplex settings, paper weight etc. This is a shortcut to the Comments edit
box in the first step of the Publishing to PrintShop Web wizard.
Mac OS
Printing
• Support for printing technology AHT has been implemented.
Variables
• USPS OneCode barcode support has been implemented.
Documents
• Editing text properties (attributes) of multiple text objects at a time is now possible.
• You can now store your favorite expressions in PrintShop Mail, making it possible to reuse expressions easily in
other documents and export/import your favorites to other computers.
13
User Interface
• Text toolbar has been added.
14
Upgrading PrintShop Mail
Getting Started with PrintShop Mail
To use certain features in PrintShop Mail, for example a specific print technology or automated printing, your hardware
key must be upgraded before you are allowed to use it. When executing the upgrade, the application will detect which
upgrade options are available, and will allow you to make your choices.
Single-user licenses as well as multi-user, or Network License are available.
For information about the official retail prices, go to the PrintShop Mail Web Site and click on
Order Now/Price List.
Single-User Licenses:
Single-user license versions that are programmed for either an unlimited or a specified number of records are available:
1. Unlimited or Professional version, allows unlimited records to be printed.
2. Limited or Standard version, allows 200,000 records to be printed.
Multi-User Licenses (Windows only)
A Multi-user license is a license that will allow multiple users to print a PrintShop Mail job simultaneously to a printer that
is found within the Local Area Network (LAN).
All Multi-user license versions allow an unlimited number of database records to be merged.
PrintShop Mail upgrade options
Upgrade Options PrintShop Mail 6 Upgrades
PrintShop Mail Version
Upgrade
PrintShop Mail 98 Yes Not available
PrintShop Mail 4.X Yes Yes
PrintShop Mail 5.X Yes No
PrintShop Mail Product
Upgrades
Standard or
Professional
Technology Upgrade Windows Macintosh
Standard Production Standard Production
VIPP Not available Yes Not available Yes
Automated Printing Not available Yes Not available Not
Windows Macintosh
Yes Yes
To upgrade your hardware key
From the Help menu, you can select three different upgrade options:
• Voucher
• Upgrade request
• Activate dongle
Voucher
If you have a PrintShop Mail voucher number, click on the "Voucher" option. A PrintShop Mail voucher web page will
open. Here you need to enter the voucher number and some additional information to confirm the request.
Windows Macintosh
available
15
Upgrade
If you want to add credits, upgrade the version, add OL CARE or another option to your dongle click on the "Upgrade"
option. The PrintShop Mail Upgrade page will open. Here you select the options you want and some additional
information to confirm the request.
Activate dongl e
If you have get an Authorization code back from your voucher or upgrade request (by email) you have to enter that code
in the Activate dongle screen. Then you have to select the "Activate dongle" option and click "Activate".
To view the hardware key information, select Help/Credit Information.
The Upgrade options are only enabled when the PrintShop Mail hardware key is attached to the computer where the
upgrade procedure is performed.
Older PrintShop Mail documents
The new versions of PrintShop Mail can read your existing PrintShop Mail documents, but PrintShop Mail documents
created in older versions will not be able to interpret the new PrintShop Mail document format. For more information, see
How to Save a Document .
To recognize new versions of PrintShop Mail, you need to upgrade the hardware key.
16
Getting Started
PrintShop Mail User Guide
These are the basic steps to install PrintShop Mail and create PrintShop Mail documents.
Click each topic to follow this step by step guide.
Installing PrintShop Mail
Step by Step Guide
After you create and verify the PrintShop Mail document, it is ready to print or publish to PrintShop Web.
•
Installation Procedure
• Starting a New Document
• Opening the Database
• Inserting Static and Variable Images
• Creating Variable Text
• Layout Conditioning (also known as "page picking" )
• Selecting Paper Trays
• Layout Repetitions
• Print Preview
• Verifying the Layout
• Saving Your Document
• Choosing Your Printing Technology
• Setting the Print Options
• Publishing Documents
17
Installing a Printer Driver
Getting Started with PrintShop Mail
To produce PostScript output, PrintShop Mail must communicate with a PostScript printer driver. We recommend that you
use either the Adobe or the Microsoft PostScript printer driver.
Adobe PostScript Driver
Printer installation using the Adobe PostScript driver requires the AdobePS installer and a PPD (PostScript Printer
Description) file.
The PrintShop Mail CD-ROM includes both the AdobePS installer and a set of commonly used PPD files.
For more information about Adobe PostScript Driver, please visit www.adobe.com.
Microsoft PostScript Driver (Windows only)
You can install a printer using the Microsoft PostScript driver with the Add Printer wizard in the Windows Control
Panel. The wizard prompts for an INF file containing printer specific information.
The PrintShop Mail CD-ROM does not include INF files, but you should be able to acquire the correct files by contacting
your printer manufacturer.
18
Installing the Hardware Key
Getting Started with PrintShop Mail
About the hardware key
Without a hardware key, also known as "Dongle", PrintShop M ail runs in Designer mode. In this mode, all PrintShop Mail
functions are available, but you can only print up to 25 records per session and PrintShop Mail is printed over each layout.
If you have a hardware key from older versions of PrintShop Mail, it will need to be upgraded. Otherwise, PrintShop Mail
will run in Designer mode. For more information, see Upgrading PrintShop Mail.
This is a picture of the USB hardware key (though your key may differ slightly in appearance).
You can use each credit on your hardware key to print one record.
To install the hardware key
Windows
Attach the hardware key to the USB port on your computer.
To view the amount of credits available on the hardware key:
1. Start PrintShop Mail.
2. From the Help menu, select Credit Information.
Mac OS
1. Attach the hardware key to the USB port.
2. Locate the folder "Dongle Drivers".
3. Double click the "AKSUSB Install.pkg".
4. A Welcome message will be displayed, click on Continue.
5. A Read Me file will be displayed, click on Continue.
6. By default the HASP software will be installed on the volume "Macintos h HD". Click Continue.
7. Click Install.
8. A dialog will be displayed "Installation was successful".
9. Click the Close button to finish the installation.
10. To check if the driver has been installed correctly, start up PrintShop Mail, from the Help menu, select Credit
Notes:
To view the amount of credits available on the hardware key:
Information.
1. To install the hardware key driver, you need to log on as "root".
2. Before installing the hardware key for Mac OS X, make sure that the hardware key drivers for the OS 9x
platform are deleted from the system. The drivers of OS 9x are not compatible with OS X. If these drivers
remain installed, the hardware key for OS X will not work. You can do this as follow: press command + F and
search for MacHasp on your local disks (usually this can be found on the system folder of OS 9 - extensions
folder). When a list is shown with MacHasp4Shim and MacHaspUsbDD, delete them and make sure to empty
the trash.
1. Start PrintShop Mail.
19
2. From the Help menu, select Credit Information.
20
How to...
Create a New Document
How to...
Windows
You can create a new PrintShop Mail document in two ways:
To start with a blank document
On startup, PrintShop Mail always starts out with a blank layout. You can also instruct PrintShop Mail to create a new
blank document by selecting New Blank Document from the File menu, or press CTRL+N.
The size of this blank layout is set to Fit to Page. For more information on layout sizes, see How to Specify the Layout
Size.
Now you can use the design tools in PrintShop Mail to add static and variable objects to your layouts. For more
information, see How to open a database, How to add images and How to add variable text.
To base the layout contents on a PDF or image file
From the File menu, select New PDF based Document, or press CTRL+SHIFT+N. This option also offers the possibility
to import a Microsoft Word document, which will automatically be converted to a PDF file. This will create layouts that
match the pages in the PDF file.
Note: After you create a new PDF based document, the PDF pages are treated as separate objects. It is possible to scale
the PDF pages around on the layout. You can also place a PDF by choosing PDF from the Insert menu or click the
Place PDF button in the Tools toolbar. Importing a PDF in this way allows you to not only proportionally scale, but also
place the PDF anywhere on the layout.
PrintShop Mail Templates
PrintShop Mail allows you to create PrintShop Mail templates. Templates are PrintShop Mail documents that you can
design for later use, for example for Publishing to PrintShop Web. These templates contain the (background) layout and
the document settings.
Creating a template
You can create a PrintShop Mail template in two ways:
PrintShop Mail templates are saved with the extension ".PSMT ". By default PrintShop Mail templates will be saved in the
Template folder which is located in the PrintShop Mail application folder.
• Start with a blank layout
• Base the contents and size of your layouts on a PDF or an image file.
• From a PrintShop Mail document:
1. Start PrintShop Mail.
2. Create the desired PrintShop Mail document.
3. From the File menu, select Save as Template.
• New Template document:
1. Start PrintShop Mail.
2. From the File menu, select New Template-based Document.
3. Browse for a template file.
4. Click Open.
5. Make the desired changes.
6. From the File menu, select Save As Template.
21
Modifying the template
It is possible to modify PrintShop Mail templates to change the document settings or content.
1. From the File menu, select Open Template.
2. Make the desired changes.
3. From the File menu select Save As Template.
Note: A template does not save the link to the database you may have used in the designed stage of the PrintShop Mail
document.
Mac OS
On startup, PrintShop Mail always starts out with a blank layout. The size of the blank layout is set to Automatic. To
change the layout size, see How to Specify the Layout Size.
22
Default Settings
How to...
Default settings in PrintShop Mail are time savers . If the default settings don't fit the way you work, you may find yourself
repeatedly customizing each document individually before you can get started.
In PrintShop Mail it is possible to reset the default settings in the Preferences, to do that:
Note: Adjust the settings while no documents are open and those settings become the default for all new documents.
Changes made while a document is open affect that document only.
The default settings that can be fine tuned for all documents are:
1. Start PrintShop Mail.
2. From the File menu, select Close. On startup, PrintShop Mail always starts out with a blank layout.
(Windows): From the Edit menu (Ctrl+K), select Preferences.
(Mac OS): from the PrintShop Mail menu (Command,), select Preferences.
3. Make the appropriate changes.
• Program
• Print Job
• Repetition
• Imposition
• PrintShop Web
23
Specify the Layout Size
How to...
Windows
A PrintShop Mail document may consist of one or more layouts, which can be of different sizes. PrintShop Mail supports
multiple layout sizes within one document.
On startup, PrintShop Mail always starts out with a blank layout. The size of this blank layout is set to Fit to Page. The
layout size and shape (tall or wide) can be specified per each layout by selecting Size in the Layout menu or by
selecting the layout in Layouts Panel.
Locating this dialog box
Layout > Size
The table below shows more information on the options in the Layout Size dialog.
Setting Description
Size Select a standard size for the PrintShop Mail document, A3, A4, A5, B5, US Letter, US Legal. Select
Custom Size to enter customized settings.
Width Enter custom width. This setting is editable if you select "Custom Size".
Height Enter custom height. This setting is editable if you select "Custom Size".
Shape Select either Tall or Wide.
Apply to Current Layout
This point forward
Whole document
Mac OS
A PrintShop Mail document may consist of one or more layouts, all having the same size. There are tw o ways to specify
the layout size and orientation.
Automatic Layout Size
You can choose to base your layout size on the currently selected paper size in the Print Setup dialog, by selecting
Layout Size Automatic in the Layout menu. This will cause PrintShop Mail to dynamically resize your layouts to fit on
the paper, even when you are using layout repetition.
24
Fixed Layout Size
You can specify a fixed layout size in the Layout Size dialog. This will force your layout size to stay the same,
independent of the currently selected printer and paper size.
Locating this dialog box
Layout > Size > Fixed
The table below shows more information on the options in the Layout Setup dialog.
Setting Description
Size Select a standard size for the PrintShop Mail document, A4, A5, B5, US Letter, US Legal. Select
Custom Size to enter customized settings.
Width Enter custom width. This setting is editable if you select "Custom Size".
Height Enter custom height. This setting is editable if you select "Custom Size".
Orientation Select either Tall or Wide.
25
Link a Database to a Document
Open a Database
How to...
Traditional databases are organized by fields, records and files. A field is a single piece of information, a record is one
complete set of fields and a file is a collection of records.
Database example
ZIP CAR CAR TYPE
91335 Mustang A
75038 Explorer B
60173 Windstar C
33351 Explorer B
Where ZIP, CAR, and CAR TYPE are fields and the rest are the records.
To open a database
Windows
Note: You can define new data sources or modify existing data sources in the ODBC Administrator dialog box. This dialog
box is in the Control Panel. In Windows 2000, XP and 2003, it's located in Administrative Tools.
Limitations:
To browse the cont ents of your databa s e
After you open the database, the contents are displayed in the Data Fields Panel. You can browse the records in the
database by clicking the browse buttons in the Database toolbar, or by making the following selections from the
Database menu:
To sort the databa s e
For a list of supported database formats, see Support Database Formats.
1. From the Database menu, select Open.
2. Browse for a database file.
3. Alternatively to connect to a server based d ata source, in the left pane click the ODBC Data Sources icon.
4. Double click a data source name.
PrintShop Mail only supports one active table at a time. If a database contains multiple tables, you will be
•
presented with another dialog box prompting you to select one of the tables.
• PrintShop Mail does not support relational databases.
Data Fields
For the purpose of publishing PrintShop Mail documents to PrintSho p Web, you can design a
PrintShopMail document with or without linking it to a database. The entries you will find in the
Data Field panel in PrintShop Mail, represent data fields that occur in the document. These fields
are either referred to in expressions (for variables or layout conditions, without the need to be
directly linked to a database), or they refer to actual database fields (when the document is
already linked to a specific database). Data Field Properties are relevant for Publishing to
PrintShop Web. For more information about Data Fields, see Publishing Documents.
• First Record (ALT+Up)
• Previous Record (ALT+Left)
• Next Record (ALT+Right)
• Last Record (ALT+Down)
1. Select from the menu Database : Sort > Edit.
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2. Specify your sort conditions.
3. Click OK.
To filter the database
You can set up a filter in the Database by selecting Filter > Edit from the Database menu, for example if you only need
to print a certain range of ZIP codes (10000 up to 19999).
You can choose from:
Equals
Does not equal
Is less than
Is less than or equal to
Is greater than
Is greater than or equal to
Is empty
Is not empty
If you have more than one filter rule and you want ALL to be applicable, select AND to combine them.
If you want either one or the other, select OR.
Another way to filter the database is using Extended Scripting. See Extended Scripting for more information.
Mac OS
PrintShop Mail supports the following database formats: DBF, TXT and XLS
1. From the Database menu, select Open.
Note: A dialog will be displayed with the message " When your database file is not a DBF file, PrintShop Mail
will save a copy with DBF format".
2. Browse for the database file.
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Using a Native (DBF) Database
The following rules apply to a file in native database format, for example .dbf, if you want to link it to a PrintShop Mail
document:
• The first line in your database should contain the field names.
• Field names should only contain alphanumeric characters and underscores, and have a maximum length of 10
characters.
• The variable data should be listed below the first line.
• Variable data items should not contain quote.
• Though PrintShop Mail supports dbf3 and dbf4 format, the filename should have the ending ".dbf" (not dbf3 or
dbf4).
Using a Text File as Database
The following rules apply when using a text file as database:
• The first line in your text file should contain the field names.
• Field names should only contain alphanumeric characters and underscores.
• The records should be listed on the following lines.
• The field separator is either a tab, a comma, a space, a semicolon or a user-defined character (not
alphanumeric or underscore) and these separators cannot be used in field contents.
• If a field contains a field separator character, it should be enclosed in double quotes in order to be treated as
one string.
• Two adjacent field separators imply that an empty field is placed between them.
• The record separator is a newline character.
• Any missing fields at the end of a line are left empty.
Opening a Text File as Database
1. From the Database menu select Open.
2. Browse to the folder where the database file is located.
3. Select the text database file and click Open.
4. Select the Separation mark you wish to use in the dialog box.
Opening a XLS file as database
Note: This option requires Microsoft Excel. When you select a XLS database file, Excel is applied by PrintShop Mail,
making a plain text copy of the Excel file. Next, PrintShop Mail converts this plain text file to DBF. The DBF file will be
used.
1. From the Database menu select Open.
2. Browse to the folder where the database file is located.
3. Select the xls database file and click Open.
To Sort the data ba s e
You can define a large number of sort keys, which are applied to the opened database. Defining the sort keys and their
precedence is done independently of switching on or off, as explained below.
1. Open the Database floater and click the Edit button next to Sort checkbox.
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2. Select a database field in the list to the left and press Add button to copy it to the Sort Order list to the right.
Double clicking the field name has the same effect. Repeat the steps with all the fields that you want to use as
further sort keys.
3. It is possible to specify the Sort Order per selected field, which is either Ascending or Descending by
selecting a sort key in the list to the right and dragging it up or down, or remove a sort key by selecting it and
clicking Clear, or double click the sort key.
4. Press Sort to sort the database and Ready to close the dialog.
To Filter the databa se
PrintShop Mail allows you to filter the database to which you wish to link a document. This implies that only a selection of
the database is going to be used.
1. Open the Database window and click Edit button next to the Filter checkbox.
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