Printing Labels, Envelopes, and Name Tags in Sumac

Printing Labels, Envelopes, and Name Tags in Sumac

Overview

Sumac allows you to print mailing labels, envelopes, or name tags directly from any list that references contacts (e.g., Contacts, Donations, Memberships). The Labels/Envelopes button generates sheets of labels, individual envelopes, or name tags using predefined or custom page formats.

To begin:

  1. Open a list (e.g., Contacts or Donations).
  2. Select the contacts (or records that link to contacts).
  3. Click Labels/Envelopes.

This opens the Labels and Envelopes dialog, where you configure formatting and content.

Labels and Envelopes Dialog Options

Selecting Contacts

  • The list shows selected records. Each record identifies a contact either directly (Contacts list) or indirectly (e.g., a donation identifies the donor).
  • Use Check All or manually check/uncheck entries.

Page Format

  • Choose a predefined format from the Page Format drop-down (e.g., Avery 5160).
  • The preview to the left updates to show label layout selected.
  • If your label stock isn't listed, click the Details button to display custom fields:
    • Rows and Columns: Number of labels per sheet (set both to 1 for envelopes).
    • Margin Left/Top: Distance from sheet edge to first label.
    • Printing Area Width/Height: Size of each label or printable area on envelopes.
    • Units: Points (72 per inch) or inches.
    • Save custom settings to a file for reuse; Load previously saved settings.

Content to Print

  • Mailing Address: Full name and address (default formatting).
  • Name Tag: Contact name only, centered.
  • Custom Layout: Uses a custom layout file (see Creating Custom Layouts below).

Mailing Address Options

  • Title placement: Same line, separate line, or none.
  • Include/Exclude Prefix (Mr., Mrs.) and Suffix (Esq., PhD).
    • Global preferences: Utilities > Customize Database > Preferences > CRM > Mail Merge Salutations.
    • Checkboxes override preferences for this print job only.

Printing Order and Starting Position

  • Labels print down columns first (e.g., position 1 → 5 → 2 → 6 on a 2-column sheet).
  • First label to print on first page: Start at a specific position to use partial sheets (e.g., enter 4 to skip used labels 1–3).

Country Suppression

  • Select an Office record to suppress printing the country if it matches the office's country (e.g., omit country on domestic mail).

Return Address (Envelopes Only)

  • Choose an office record that contains the return address, or select none.

Font and Copies

  • Maximum Label Font Size: Default usually works; lower for small labels.
  • Print multiple copies of each label: Enter number of duplicates.

Canada Post Options (for lower postage rates)

  • Machinable formatting: Enforces font size limits, mono-spaced font, and punctuation rules for machine-readable mail.
  • Sort using Canada Post’s National Presortation Schematic:
    1. Download the latest schematic PDF from canadapost.ca.
    2. Convert PDF to text (.txt) using Adobe Acrobat.
    3. Select the text file when prompted.

Output Destination

  • Click OK → Choose Printer, File, or Screen (preview with boxes around labels; boxes do not print).

Communication Records

  • After printing, choose to create a Communication record for each contact.
  • Specify the communication type, date, notes, etc. (the contact field is auto-filled).

Previewing and Editing Contacts

When previewing on screen:

  • Grey contact ID appears in the top-right corner of each label.
  • Incorrect address? Click the Show button, enter ID, edit contact, then re-run Labels/Envelopes.

Creating Custom Layouts

Custom layouts override default formatting for labels, envelopes, name tags, membership cards, or tickets.

Opening the Layout Editor

  1. Go to Utilities > Templates and Template Editor > Custom Layout.
  2. Click Open to select an existing .layout file or New to create a new one.

The editor divides the page into four sections (drag separator lines to adjust height):

  • Header (H): Titles, page numbers (top of page).
  • Detail (D): Repeated content for each contact/label.
  • Summary (S): Totals (usually not used for labels).
  • Footer (F): Page numbers, notes (bottom of page).

Tip for Name Tags/Membership Cards: Collapse Header, Summary, and Footer to zero height; place all elements in Detail.

Layout Elements

Click the New button to add elements.

Types:
TypePurposeKey Settings
TextFixed text (e.g., "Hello")Enter text; choose font, style, justification, size.
FieldVariable dataEnter variable name (e.g., c_first_name).
RectangleBorder around elementsSize to enclose other elements.
LineHorizontal/vertical dividerWidth > height = horizontal line.
PictureContact photoUse variable c_picture; auto-resized to element size.

Editing Tips

  • Font: Leave blank for default. Specify the exact font name installed on the computer.
  • Position/Size: Enter precise values in points or inches (0,0 = top-left).
  • Mouse: Click/drag to select/move/resize; Shift/Ctrl for multi-select.
  • Keyboard: Arrow keys (1 pixel); Ctrl+Arrow (10 pixels).
  • Buttons: New, Delete, Duplicate, Save, Save As.

Using a Custom Layout

  1. In Labels/Envelopes dialog, select Custom Layout under Content.
  2. Browse to your saved .layout file.
  3. For membership cards or name tags: Ensure all content is in the Detail section.

Example: Simple Name Tag Layout

  1. Collapse H, S, F sections.
  2. In Detail (D):
    • Add Field → c_first_name (large bold font, centered).
    • Add Field → c_last_name (below first name).
    • Add Picture → c_picture (top center, sized appropriately).
  3. Save as "NameTag_Bold.layout".