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.
After opening MS-Word
2002/2003/XP, go to the File Menu then select
Print.
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.
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.
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.
Under "Select starting
document" choose "Change document layout".
Under "Change document
layout" click on "Envelope options". The Envelope
Options screen will open.
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.
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.
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.
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.
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.
Click on "Next: Select recipients".
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.
Click on "Next: Arrange your envelope".
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.
If you want to add a
return address, insert a graphic, or create a Postal
Indicia, do so now.
Click on "Next: Preview your
envelopes"
A preview of your envelope will be displayed.
Click on "Next: Complete the
merge"
Make sure the printer is online.
Under "Merge", click on "Print" (Merge to
printer).
The "Merge to Printer" box will appear.
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.
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".
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.
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:
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) |
¹ 20
inches |
| Envelope Imager
I/II (DA612/613) |
¹ 20
inches |
| Envelope Imager
III |
13.5
inches |
| Envelope Imager
2XP (DA616) |
¹ 20
inches |
| PS1000* |
¹ 20
inches |
| PS2000* |
¹ 20
inches |
| XPS-80/90*
(DA-630M/A) |
3 inches
(Unit 1 = 1.5", Unit 2 = 1.5") |
|
XPS-1000/2000/3000 |
¹ 20
inches |
¹ 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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