Frequently Asked Questions

   - Printing From Microsoft Word (Using the "Mail Merge" feature) 

Notice:
It is our opinion that MS-Word is an excellent "word processing" program; however when attempting to use it to print addresses on envelopes, with a RENA printer, we have experienced many quirks and difficulties. Because of this, we do not encourage the use of MS-Word to address envelopes with RENA printers. As an alternative to MS-Word, we recommend using an "envelope design program" such as FlexMail.

Rena Systems, Inc. does not guarantee the accuracy of this information and is not liable for damages as a result of using this information. It is provided as a free service to end-users and has no warranty.

Before you begin:

  • Load the appropriate Rena Printer Driver onto your computer.

  • Rena Printer Settings (Valid for our older "legacy" Rena printer models, except for the Envelope Imager III) 

    • Default Reset the Printer. 
      Hold down the PROG button while powering on the printer. By doing this you are making sure that you are giving the software and Rena driver control of the printer.

    • Set and "local lock" the Paper Size. 
      With all Rena printer models, except for the Envelope Imager III, DA590/600/606/607, the paper size can be automatically set and local locked by pressing and holding the right-most key (Auto Paper Length Key) on the printer's control panel until "(L)" is displayed. When this key is released, a mail piece will be fed, it's length measured and "local locked". 
      Make sure the printer is measuring your mail piece accurately (Tolerance = +- 4 mm). This procedure will demonstrate how well the printer is recognizing and feeding the mail piece. If an accurate measurement is not obtained, this is an indication that the mail piece is slipping (jamming, hesitating) or that the paper sensor is not recognizing it correctly (possibly due to dark, non-reflective areas on the under-side of the mail piece). Paper length measurement problems must be corrected before you attempt to print. 


Please select your version of Microsoft Word:

Microsoft Word 6.0/95/97/2000    /    Microsoft Word 2002/2003/XP


Instructions for Microsoft Word 2002/2003/XP 
(Click here if your using MS-Word 6.0/95/97/2000)

This procedure is valid for Microsoft Word 2002, Word 2003 and Word XP. 
For earlier versions of MS-Word, please use the procedure for Microsoft Word 6.0/95/97/2000.

  1. After opening MS-Word 2002/2003/XP, go to the File Menu then select Print.

  2. If your desired Rena printer is already selected, click on the "Cancel" button. 
    If not, please select your desired Rena printer ((i.e. Envelope Imager II (DA613)) from the pull down list and then click on the "Close" button. 

  3. Go to the "Tools" menu and select "Letters and Mailings", "Mail Merge Wizard".
    The Mail Merge wizard will open on the right side of your computer screen.

  4. Under "Select document type" choose "Envelopes". Then click "Next" to continue.
    Note:  Do not select "Letter". From tests we have conducted, doing so may cause the message "The margins of section 1 are set outside the printable area of this page." to appear when you attempt to print, and or may cause address positioning problems. 
    For example; even with the address positioned all the way to the left edge of the page, the address may be printed about 3 to 4 inches from the left edge.

  5. Under "Select starting document" choose "Change document layout".

  6. Under "Change document layout" click on "Envelope options". The Envelope Options screen will open.

  7. From the pull down list, select your desired envelope size. 
    Example: Size 10  (4 1/8 x 9 1/2 in)
    Leave all other settings at their default values, including the settings found under the Print Options tab.

  8. Click on OK. A screen similar to the one shown below will appear.



    The characters ( ) , shown on  the screen image above, define the positions for the return address and mailing address. 
    With some minor modification, this layout may prove to be satisfactory when using a "shuttling head" printer like the DA608 or a multiple "fixed head printer" like the Envelope Imager III,  Envelope Imager 2.5/3.0/4.0/XT3.0/XT4.0 or XPS-ProMail 3.0/4.0. This layout will not work when using a single "fixed head" printer like the PS1000, Envelope Imager I/II or Envelope Imager 1.5/1.5+. 
    If you are using an Envelope Imager I/II (DA612/613), Envelope Imager 1.5/1.5+, PS1000, or PS2000 with a single print unit (1.5" of print), please remove these pre-defined positions and or text boxes.
        Procedure to remove pre-defined positions and or text boxes:
          - Go to "Edit" and choose "Select All". 
          - Press the Delete key, to remove all pre-defined positions and text-boxes from the screen.

  9. Go to "File", "Page Setup". Click on the "Margins" tab. 
    Verify that "Orientation" is set to "Portrait" and set all "Margins" to zero.
    See example below.



  10. Click on the "OK" button.
    Depending on which printer and envelope size you have selected, the following message may be displayed:


        
    If the above message is displayed: 
    - Click on  the "Fix" button. Doing so will set the margins to the limits of your printer's print width and height.

         DA608 Users: After you click on "Fix", as described above, please increase the left margin value
                              by 0.01". If not, the following message may appear when you attempt to print. 
                              "The margins of section 1 are set outside the printable area of this page." 
                              For example; when printing on a #10 envelope (9.5" page width) with a DA608, the
                              minimum left margin set by Word will be 0.52". This value must be increased by
                              0.01" to a value of 0.53". 


    In the example below, the Envelope Imager II was selected and a #10 envelope (Com-10) had been previously selected. Since the page height of a Com-10 envelope is 4.13", and the maximum print height of an Envelope Imager II is approximately 1.54",  MS-Word has automatically set the Bottom Margin to 2.59", so that you can not accidentally position the address data outside the print area of the printer.


  11. If you want to adjust the position of print, you can do so now by increasing one or more of the margin settings. 
    Remember, depending on the printer model you are using, you may not want to increase the top margin value. For example when using an Envelope Imager II; changing the top margin to any value other than zero subtracts from the 1.5" maximum print height of the printer by the value you set. 

    In the example below the left margin was adjusted to 4 inches in order to position the mailing address at the desired horizontal location on a #10 envelope, which was being printed by an Envelope Imager II.



    - Click on the "OK" button to close the "Page Setup" screen.

  12. Click on "Next: Select recipients".

  13. Under "Select recipients", choose "use and existing list" and then click on "Browse". 
    Locate and select the list (data file) of your choice. 
    The "Mail Merge Recipients" window will appear. After making the desired changes to this window, click on "OK".
    Note: MS-Word will accept many different data file types. This procedure assumes that you already have an appropriate data file (recipient list) located on your computer and that you know how to select it.

  14. Click on "Next: Arrange your envelope".

  15. Under "Arrange your envelope", select the desired items you wish to include on your envelope. 
    An example is shown below.



    Tip! MS-Word will display the envelope layout with a return address and mailing address area marked by the end of line symbols and or text boxes. Move your cursor to the desired area of the screen before inserting the items you want printed.

    Important! When using any of the RENA fixed head printers (Envelope Imager I/II/III, XPS-80, PS-1000/2000, Envelope Imager 1.5/1.5+/2.5/3.0/4.0/XT3.0/XT4.0 or XPS-ProMail 3.0/4.0) be sure to position the items you want printed within the print range of the printer. 
    For example: when using the Envelope Imager I/II, make sure the data is positioned at the very top of the page (envelope). The Envelope Imager I/II can only print data located within the first 1.5 inches of the page.

  16. If you want to add a return address, insert a graphic, or create a Postal Indicia, do so now.

  17. Click on "Next: Preview your envelopes"
    A preview of your envelope will be displayed.

  18. Click on "Next: Complete the merge"

  19. Make sure the printer is online. Under "Merge", click on "Print" (Merge to printer).
    The "Merge to Printer" box will appear.

  20. Test your envelope design (layout).
    Print a single record to verify that your envelope design (layout) is printed correctly. 
    Under "Print records" select "Current record" and click on "OK".
    The current page (envelope layout) will be sent to the printer. Verify that everything is printed correctly and in its desired location. 
    If everything is printed satisfactory, please go to the next step.
    If you need to adjust something, click on "Previous:..." to move back to the step that allows you to make the changes or additions you desire.

  21. Make sure the printer is online. Under "Merge", click on "Print" (Merge to printer).
    The "Merge to Printer" box will appear.  Make your desired selection and click on "OK".

  22. Done!

A NOTE about Postnet (Postal) Barcoding Using MS-Word 2002/2003/XP
Although MS-Word will generate a postal barcode, by selecting the zip code and street address fields within the "Insert Postal Bar Code" window, it may not be acceptable by the USPS for postal discounts. 
It is our understanding that the postnet (postal) barcode data (zip+4 and delivery point data) must be generated by a CASS certified mailing program. If the address data file you are using was obtained from a CASS certified mailing program, and it contains the correct zip+4 and delivery point data, it may be possible to select the zip code and delivery point fields, within the "Insert Postal Bar Code" window, to produce an acceptable delivery point barcode. See example below. 
Please consult with your local USPS representative to verify the accuracy and acceptance of barcodes printed from MS-Word. 

Barcode Readability: Barcode readability can be effected by many factors including ink type, cartridge quality, paper type, paper quality,, etc... Please be sure to print a sample mailing, of your particular print job, and have it accepted by the USPS before proceeding.

Additional Tips:
To help avoid splitting address lines between cartridges or head passes, it is recommended that you set the line spacing of all data on your page to "exactly" 12 points (assuming you are printing a 12 point font or less.). This setting can be found under Format, Paragraph.
If you are using "text boxes", to position data within your document layout, you may need to experiment with the vertical position of the "text box" in order to obtain a position that does not cause address lines to be split between cartridges (or head passes).
In some cases, the splitting of address lines between cartridges or head passes may be unavoidable.

If you notice the first and second lines being printed with very little space between them or if you are printing a postal barcode on the top line, that appears to be getting reduced in height (top cut off); set the top margin to 0.2 inches. Unfortunately, on a fixed head system this will reduce your maximum print height by about 1 line, but doing so seems to eliminate this line spacing problem that may occur when printing from MS-Word.

When printing; if the postal barcode is overlapping the top or bottom line of your address data, you may need to insert a blank line between the address data and barcode line, within your document layout.

If you receive the following message when you attempt to print:
"The margins of section 1 are set outside the printable area of this page."
   -
Make sure you selected "Envelope" in Step #4, as described above.
   - DA608 Users: Increase the Left margin value (found within Page Setup) by 0.01".


Instructions for Microsoft Word 6.0/95/97/2000 
(Click here if you are using MS-Word 2002/2003/XP)

This procedure is valid for Microsoft Word 6.0, Word 95, Word 97 and Word 2000. 
For newer versions of MS-Word, please use the procedure for Microsoft Word 2002/2003/XP.

  • After opening Word, go to the File Menu then select Print.

  • Select the Rena Printer (i.e. Rena DA610) from the pull down menu.

  • Click on the "Close" button.

  • Go back to the File Menu and select Page Setup.

  • On the Margins Tab, Zero out all the margins then click on the Paper Size Tab.

        wpe2.jpg (20177 bytes)

  • Set the Width and Height for the size of your mail piece, without exceeding the printers maximum print height and width. See charts below.

    IMPORTANT
    : Do NOT choose a pre-programmed "Envelope" size. Doing so will cause the information to be printed in a 90 degree orientation on the Rena printer. 
    If you find that the page dimensions you enter, automatically defaults to an "envelope" selection (like Envelope #10...), you will need to make changes to the dimensions, so the Paper size dialog box stays at Custom size. 
    For example if you are using a DA608 to print on a #10 envelope, you could set your dimensions to: Width: 9 inches (which is the max print width of the DA608) and Height: 4.25 inches, instead of 9.5 x 4.25. 
    If you are using a Envelope Imager I/II (DA612/613) to print on a #10 envelope, you can set the page dimensions to: Width: 9.5 inches and Height: 1.5 inches (which is the max print height of the DA612/613), instead of 9.5 x 4.25.

  • Make sure the orientation is set to Portrait.  For example, to set up a #10 envelope, it would look like this:
        wpe1.jpg (19603 bytes)

  • Click on the "OK" button.

  • Depending on which Printer you are using, a message regarding the margins may appear. If this occurs, select the "Fix" button. This will show you the limits of your printer's print width.

  • Go to the View Menu and select Page Layout (Print Layout in Word 2000).

  • Change zoom % to Page Width. This allows you to view the layout as if you are looking at an envelope.

  • If you are not using a Return Address, Skip the next step.

  • Go to the Insert Menu and select Text Box. Type in the Return Address. Position the box in the top left corner, and make the box only as big as it needs to be. If there is a black outline on the box, click on it with the right mouse button. Select Format Text Box. From the Colors and Lines Tab, select No Fill and No Lines from the pull down menus. 

  • Go to the Tools Menu and select Mail Merge.

  • Click on the "Create" button. Choose Form Letters (VERY IMPORTANT).

    A message will pop up, select the "Active Window" button.

  • Click on the "Get Data" button. Choose Open Data Source. A window will pop up at this point. You need to select a database to merge. Do so and click "Open."

  • A message will pop up referring to the lack of merge fields. Click on the "Edit Main Document" button.

  • Using the "Insert Merge Field" feature, insert and position the merge fields on the document exactly as you want them to appear on the envelope.
    Note: DA612/613 (Envelope Imager I/II) users, since these printer models can only print the first 1.5 inches of the page, be sure to position your merge fields so they start at the very top of the page. DA615 users are limited to the first 2 inches of the page. 

  • If you want to import a graphic, or create a Postal Indicia, do so now.

  • Make sure the printer is online. Print the current page to test the layout.
    This also sets the printer up. Repeat this step three times, once your layout is finalized, to verify that the layout is printing as desired.

  • If you want to make setup changes, now is the time.

  • When you are Ready to Print the list, go to the Tools Tab and select Mail Merge. The mail merge helper will appear. Click on Merge.

  • Once the Merge window appears, select "Merge To Printer." Set a range if you require a specific set of records to be printed.

  • Click on the "Merge" button.

  • The Print window will appear. Click OK.

  • PRINT!

A NOTE about Barcoding Using MS-Word 6.0/95/97/2000
To our knowledge, MS-Word is not capable of automatically determining the correct delivery point digits, in order to printing an appropriate Delivery Point Barcode (DPBC), as required by the U.S. Postal Service. Therefore, you should not use MS-Word to automatically generate the PostNet barcode. It is possible however, in some cases, to use a data base, generated by a CASS certified mailing program, in combination with the mail-merge feature in MS-Word, to deliver the correct numbers to the Rena Printer to be translated into a DPBC. This would only be possible if the data base you are using provides the appropriate Zip+4 and Delivery Point fields for you to choose when you design your merge document. In some cases the data base will provide a single field which includes both the Zip+4 and Delivery Point Digits. This field, or fields, would then be placed in your merge document in the position you would like the DPBC to be printed and must be surrounded by %10 (percent symbol, one, zero). See example below.

%10 <<Place the Zip+4 and the two-digit Delivery Point fields here>> %10

This line must be sent using an "internal printer font", like TmsRm12 (12 point). The printer's menu item "Type of Barc:" must be set to "zip" and the following menu choice "Barc. Options:" must be set to "off". You must also set the printer's "HEX to ASCII" feature "on". The Hex to ASCII feature can be found under the Menu Heading "Special Funct:". By doing these things, the printer will translate the 12 numbers, sent in the Zip+4 and Delivery point fields, to barcode. 

A Delivery Point Barcode is comprised of 13 digits in total, (a nine digit zip code, a two digit delivery point code and a "check digit"). Rena printers automatically calculate and add the "check digit" to the barcode, so you only need to send the Zip+4 and delivery point digits to the printer. For Example: %10 19456-106969 %10 

Please consult with your local USPS representative to verify the accuracy and acceptance of barcodes printed from MS-Word. 

Barcode Readability: Barcode readability can be effected by many factors including ink type, cartridge quality, paper type, paper quality,, etc... Please be sure to print a sample mailing, of your particular print job, and have it accepted by the USPS before proceeding.

Additional Tips:
To avoid splitting address lines between cartridges or head passes, it is recommended that you set the line spacing of all data on your page to "exactly" 12 points (assuming you are printing a 12 point font or less.). This setting can be found under Format, Paragraph.
If you are using "text boxes", to position data within your page layout, you may need to experiment with the vertical position of the "text box" in order to obtain a position that does not cause address lines to be split between cartridges (or head passes).
In some cases, the splitting of address lines between cartridges or head passes may be unavoidable.


Maximum Print Height and Width

Maximum Print Height Settings for older "legacy" printer models:
To avoid exceeding the maximum print height of your Rena printer, be sure the page height , within your Windows program, is not set any larger than the printer's maximum print height, as shown below. 

Rena Printer Model    Maximum Print Height
DA590/600/606/607/608/610   No physical limit. 
 Depends on internal printer software limits and
 type of data being printed.
 In most cases you should be able to print up to 
 12 inches in the normal (Nor) print orientation.
DA615  2 inches (Head 1&2 = 1", Head 3&4 = 1")
Digital Imaging System (DA620)  3", 4.5" or 6" (1.5" per Print Unit)
Envelope Imager I/II (DA612/613)  1.5 inches
Envelope Imager III  3 inches (Bank A = 1.5", Bank B = 1.5")
Envelope Imager 2XP (DA616)  3 inches (Unit 1 = 1.5", Unit 2 = 1.5")
PS1000*  1.5 inches
PS2000*  1.5", 3", 4.5" or 6" (1.5" per Print Unit)
XPS-80/90* (DA-630M/A)  3 inches (Unit 1 = 1.5", Unit 2 = 1.5")
XPS-1000* with PS1000 controller  1.5 inches
XPS-1000* with PS2000 controller  1.5", 3" (1.5" per Print Unit)
XPS-2000*  1.5", 3", 4.5" or 6" (1.5" per Print Unit)
XPS-3000*  1.5", 3", 4.5" or 6" (1.5" per Print Unit)

Set your page width to the width of your mail piece (material), but do not exceed the maximum print width of your Rena model.
Please see the chart below, for your printer's maximum print width settings.

Maximum Print Width Settings for older "legacy" printer models:
To avoid exceeding the maximum print width of your Rena printer, be sure the page width, within your Windows program, is not set any larger than the printer's maximum print width, as described below.

Rena Printer Model    Maximum Print Width
DA590/600  6.5 inches
DA606/607  8.75 inches
DA608  9 inches
DA610  10.3" or 11.5" depending on S/N
DA615  12 inches
Digital Imaging System (DA620)   20 inches
Envelope Imager I/II (DA612/613)   20 inches
Envelope Imager III  13.5 inches
Envelope Imager 2XP (DA616)   20 inches
PS1000*   20 inches
PS2000*   20 inches
XPS-80/90* (DA-630M/A)  3 inches (Unit 1 = 1.5", Unit 2 = 1.5")
XPS-1000/2000/3000   20 inches

Depends on version of Flashware (internal printer software) that is installed. 
In early Flashware versions the limit was 12 inches.

Maximum Print Height Settings for newer Rena Systems printer models:
To avoid exceeding the maximum print height of your Rena Systems printer; be sure the page height , within your Windows program, is not set any larger than the printer's maximum print height, as shown below.

Rena Systems Printer Model    Maximum Print Height
Envelope Imager 1.5/1.5+  1.5 inches (H1,2,3=1.5")
Envelope Imager 2.5  2.5 inches (H1,2,3=1.5", H4&5=1")
Envelope Imager 3.0  3 inches (H1,2,3=1.5"; H4,5,6=1.5")
Envelope Imager 4.0  4 inches (H1=0.5"; H2,3,4=1.5"; H5,6,7=1.5"; H8=0.5")
Envelope Imager XT3.0  3 inches (H1,2=1"; H3,4,5=1.5"; H6=0.5")
Envelope Imager XT4.0  4 inches (H1,2=1"; H3,4=1"; H5,6,7=1.5"; H8=0.5")
XPS-ProMail 3.0  3 inches (H1,2=1"; H3,4,5=1.5"; H6=0.5")
XPS-ProMail 4.0  4 inches (H1,2=1"; H3,4=1"; H5,6,7=1.5"; H8=0.5")
Envelope Imager CS  No physical limit. 
 In most cases you should be able to print up to 11 inches
 in height.

Maximum Print Width for newer Rena Systems printer models:
Set your page width to the width of your mail piece (material)
       Note: You can not print beyond the printer's maximum print width.
                 Please see the chart below, for your printer's maximum print width.

Rena Systems Printer Model    Maximum Print Width
Envelope Imager 1.5/1.5+  17 inches
Envelope Imager 2.5  17 inches
Envelope Imager 3.0  17 inches
Envelope Imager 4.0  17 inches
Envelope Imager XT3.0  17 inches
Envelope Imager XT4.0  17 inches
XPS-ProMail 3.0  17 inches
XPS-ProMail 4.0  17 inches
Envelope Imager CS  8.5 inches

 

 

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