Performing a Label Mailout

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Printing mailing labels from Top Producer is a quick and easy way to market yourself to all the contacts within your database. Labels are an invaluable tool for sending out Calendars, holiday cards, and other forms of mass mailing that will keep your name and services front and center in your clients' minds. Follow the steps below to print labels for a group of contacts.

There are 2 ways to print labels in Top Producer CRM, either through creating an activity, or by using the Mail-Out wizard. Both of these options allow you to print the labels right away, or schedule to print them in the future.

Printing Labels Using an Activity
Printing Labels Using the Mailout Wizard

Printing Labels Using an Activity

1. Hover over the Contacts icon in the Main Menu, and click Search for Contacts.
2. Perform a search using the criteria necessary to generate the list of contacts you wish to include in the Label mailout.
   

   Tip: For more information about performing searches, please see Searching for Contacts.

3. In the Search Results list, select the contacts you wish to include, or select them all by placing a check in the box at the top. At the bottom, click Schedule Activity.

   

4. At the top of the Add Activity page, click the Type drop-down list and select Label.

   

5. In the Activity Details section, enter a Description of the activity. If you wish to schedule this activity for a later date, enter the date in the field. Otherwise, leave it as today's date.

   

6. The Contacts section will include the contacts you selected from the Search Results. If you would like to include additional contacts, locate them in the list on the right and drag them into the Contacts section on the left, or click Search & Attach Multiple Contacts to perform an additional search.

   

7. In the Label Template section, select the label template you wish to use by choosing the Category and the Template. You can also choose to sort the labels in a specific order.

   

8. Once the above is completed, if you wish to schedule this activity for later, click Add Activity. If you would like to print the labels now, click Print Preview at the bottom of the page.

   

9. In the Print Labels popup, choose the starting position, which allows you to re-use a label sheet that already has some labels missing. The default is to start printing at the first label on the sheet. If you wish to print more than one label per contact, select the desired number from the Copies Per Contact list. Click Print Preview.

   

10. The labels will be displayed in a new window or tab. Use the Adobe PDF Toolbar to print the labels.

    Important: When printing labels, it is extremely important that your print settings are correct. Otherwise, your printed labels will not align correctly on the label sheet. For information about Adobe Print Settings, click here.

Printing Labels using the Perform Mailout Wizard

The Perform Mail Out Wizard allows you to print marketing material for contacts using three easy to follow steps. Whether you want letters, envelopes, or labels, the Perform Mail Out Wizard provides a consistent and simple method to print your mail out immediately.

Accessing the Perform Mailout Wizard

The Perform Mail Out Wizard is available from several locations:

1. Select the Marketing menu and click Perform Mail Out.

   

2. When viewing the Template Library, click Perform Mail Out within the Labels section.

   

3. In the Label Library, click the Create for Contact icon .

   

4. When viewing a Contact Record, the Perform Action control on the top right of the record provides the Perform Mail Out option.

   

Using the Perform Mail Out Wizard

Regardless of where you initially access the Perform Mail Out Wizard, you will always be presented with the same three steps:

Select Template

On the first step, set the type of mail out to Label, and then use the drop-down menus below to select the appropriate template. Labels can be sorted by street name, last name, or zip code.

The Mailout Details section can be expanded by clicking on the header, and allows you to specify a description, date, and priority to the mail out. You can also assign it to another team member or assistant, set a drop-off date, or link it to a Listing or Closing. Clicking Next proceeds to step 2.

Select Recipients

You can drag and drop contacts from the contact rolodex located on the right, or perform a search for a group of contacts by clicking Search & Attach Multiple Contacts. After your desired contacts are added, click the Create Label Button.

View & Print

The final step of the wizard opens the mail out for editing and printing.

You can cycle through each label of the mail out (if there are multiple contacts) by clicking Next or Previous at the bottom of the page and make changes to each instance. The Print Now button will open the mail out in a PDF preview window and allow it to be printed. Print Later will schedule the mail out as an activity to be displayed in your Activities Summary. When finished printing, click Mark Done.

Print Now

When you click the Print Now button, the Print Labels pop-up window displays. From the pop-up, choose the starting position, which allows you to re-use a label sheet that already has some labels missing. The default is to start printing at the first label on the sheet. If you wish to print more than one label per contact, select the desired number from the Copies Per Contact list. Click Print Preview.

The labels will be displayed in a new window or tab. Use the Adobe PDF Toolbar to print the labels.

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