Print Avery Labels

Settings

1. To print avery mailing labels (size #5160), shipping labels (size #5163), and file folder labels (size #5366) from the Students menu, click Print Avery Labels.

This navigates to the Print Avery Labels screen, where a Student Search module will display in addition to the More Search Options link.

2. If searching for specific students by name or student number, type the information directly into the Student text box.

To generate labels for all students, leave the Student Search text box empty.

3. For a more advanced search and the ability to define a specific subset of students, click More Search Options. In the example shown, Grade 09 has been selected; therefore, labels will be generated only for students in 9th grade.

Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field.

Click Check all visible and Clear selected for quick selections.

4. Before conducting your search, you may have the ability to select a Student Group from the provided pull-down. Note: Student groups must be set up beforehand in order to use this functionality via Students > Student Groups.

5. You may have the option to Search All Schools by selecting the corresponding check box. If this option is not selected (or available), students will only pull from the school selected via the school pull-down, located in the header of the screen.

6. The last option is to Include Inactive Students. Selecting to Include Inactive Students will display two other options as well: Include Previous Years Inactive Students and Use Most Recent Enrollment. Select the corresponding check boxes to include the appropriate students.

7. When the Student Search and/or More Search Options has been defined, click Search to go on to the next page. If needed, you can click Reset to clear everything on the page and start over.

For more detailed information about conducting a student search, see the article, Searching for Students.

Printing Avery Labels

Clicking Search will generate a list of students where you can choose to print avery labels for selected contacts, students, parents per student.

1. First select how you would like the labels addressed; the default option is To all Contacts having Custody of the selected students, which will print all contacts that have custody via Students > Student Info > Address & Contacts tab. You can select to have labels addressed To each Student, which will print labels addressed to the student. Select To "The Parents of" to display "To the Parents or Guardians of  [Student Name]" on the labels. You can also select a Custom Label.

a. If you select Custom Label, an Edit link will display. Click the Edit link to create your own custom label. When finished, the new label will display in the text box as shown in the image.

b. Clicking the Edit link will open a word processing box equipped with a full formatting palette; note that hovering your mouse over any tool in the formatting palette will display a short description of what that tool will do.

c. See the following section, Custom Label Editor, for more information. When the custom label has been created, click Continue to return the main Print Avery Labels screen to select students. You also have the option to cancel by clicking the Cancel button or the blue X in the upper right corner of the editor.

Custom Label Editor

1. Save your work via the Save Template icon.

2. Click the Open Letter icon to open a created letter via Print Letters & Send Email.

3. You can also Bold selected text, use the Italics tool, Underline text, and Strikethrough text.

4. Use the X tools for Subscript and Superscript text as shown in the image.

5. Use the following tools to Insert/Remove Numbered List, Insert/Remove Bulleted List, Decrease Indent, and Increase Indent.

6. To change the size of the font, use the Font Size pull-down.

7. Use the following tools to Align Left, Center, Align Right, and create a Block Quote.

8. Select the Text Color button for a variety of text color options or the Background Color button to change the background color of the text.

9. Use this tool to Insert a Field from Focus. Depending on what is needed, select the correct header, such as Demographic, Enrollment, etc., then select the field. Multiple logging fields can be added to a custom label. Use the search options to access logging fields stored within each category. Selected fields will appear in the text editor, and will fill as student-specific information when the letters are printed.

You can add a Student ID Barcode, which would allows you to print barcodes that serve as student identification for scanning. To insert student barcodes, click Insert a Field when creating a Custom Label, then click the Student Demo tab, and select Student ID Barcode.

10. Click on the Source button for CSS/HTML embedding.

11. At the bottom of the word processing box, you will see a description of each entered section. Clicking on any of them will highlight the corresponding section. For example, if you click on body, all of the text entered will be selected. Or, clicking on h1, will select the heading entered.

3. Select the Starting row and the Starting column from the pull-downs to indicate where on the sheet of labels Focus should begin printing labels. This feature makes it easier when reusing a single sheet of labels. For a brand new sheet of labels, the Starting row and column would be 1.

4. Before selecting the students and generating the labels, you must also select a Label Type from the provided pull-down. The options available include Avery 5160 (mailing labels), Avery 5163 (shipping labels), and Avery 5366 (file folder labels).

Based on your search on the previous screen, you will have a list of students displayed via the Simple List or the Customized List depending on Preferences set up via My Preferences.

Notice that you can also return to the Search Screen by clicking on the tab. In doing so, you will lose all data and sections entered originally.

5. Select the students for whom you need labels by selecting the check box next to each student. As students are selected, the number of selections made will display next to the number of students pulled originally.

a. If you want to print labels for all students displayed, select the check box in the header.

If Protected students are listed, and you have permission to View Protected Students, you will not see any changes. If you do not have permission to View Protected Students, but you have permission to Edit Student Addresses and Edit Student Contacts, you will not see any changes. If you do not have permission to View Protected Students, and you do not have permission to Edit Student Addresses or Edit Student Contacts, you will not be able to select the student in order to print their information. Permission can be edited via Users > Profiles. For more information about setting up protected students, see Student Fields: Protected Student.

6. When all selections have been made, click Create Labels for Selected Students.

Upon creating labels, a print preview will display so you can review the information and the layout of the labels before printing. In the image shown, the Starting row was set to 3; therefore, the first two rows are blank.

7. From this screen you have several options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign). When finished, click Return to Focus to return to the previous Print Avery Labels screen.

Additional Features

Click the floppy disk icon to export the listed data (in this case, students) to an Excel spreadsheet.

Click any of the headers to sort data. Click once for ascending results; click twice for descending results. In the image shown, results have been sorted by clicking on Student (name) twice; therefore, the listed students start with accented names, then Z.

To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.