Mailing labels

Generate mailing labels with Exact Forms Plus

The following describes how to do 2 things:

1. Create a new mailing label template based on how you want your output labels to appear—for example, 30 per page, 20 per page, etc.

2. Change your app to be able to use the mailing labels functionality

Create a new mailing label template for use with Exact Forms Plus!

1. Create a new Excel file with just the field(s) you want to use as mail merge fields in your template—you need the column header and maybe a test record or 2. In this example, you create a Quickbase report and export it to CSV, then open it and save it as an Excel file. It includes 1 field from your table called AddressBlock, which is a formula text field using the list function to string along your address fields.

2. Create a new Word document (blank)

3. From the Mailings menu in Word

   • Select Start Mail Merge then choose Labels then choose your Label Vendor and Product

   • Select Select Recipients then Use Existing List and select the Excel file created in step 1

   • In the first label, which should be empty, select the Insert Merge Field—choose your field(s)

   • Right-click and edit each field you selected, select Preserve formatting during updates

2. When done select Update Labels from the Mailings menu

3. In the document, right-click and edit each occurrence of the <<Next Record>> field and check off the Preserve formatting during updates box—you should see the <<Next Record>> disappear.

4. Select the Start Mail Merge and choose Normal Word Document

5. Save the Word document and you can now upload it to the Document Templates table in your Quickbase app

Changes required to your Quickbase app (for existing Exact Forms Plus clients)

Make the following changes to your Document Templates table.

1. Add 4 new fields to your Document Templates table:

Make the following changes to your Document Templates form.

1. Create a new section called Mailing Labels

   1. Make it visible only when viewing and/or editing records

   2. Include the Create Mailing Labels and Mailing Labels fields in that section (side by side)

2. Move the Mailing Label Template checkbox field to the top of the form

3. Create a form rule to hide/show the Mailing Labels section and hide the Document Subtables section

Make the following changes to the table that stores the address data to be used for label generation.

1. Create a new table report, only include the columns that are used on the labels, and apply whatever filtering criteria you want for the selection of addresses to be used for the labels.

   Make note of the report query id after you save the report, look in the URL line of your browser—you should see ../../db/xxx…qid=999 is the report query id.

   You will need this in the new formula field on the Document Templates table, Create Mailing Labels, in the msqry= URL parameter.

2. Optional: Create a new formula text field, use the list function to string along your address fields like this…(use your field names from your table)

Add a new Document Template record into the Document Templates table.

1. Name it

2. Check off the Mailing Labels Template

3. Upload your Mailing Label template file

4. Save it

5. Either enter the field id(s) of your address field(s) in the clist field or use the Exact Forms Plus Configurator to select them

6. Save

7. Select the Create Mailing Labels button