UG Network _/_
UG Library _/_ How-To
from Cindy O'Hora, Vice President of LCAC... 
Using Preprinted Certificates
and Mail Merge in ClarisWorks 4.
The whole trick to using preprinted certificates is to get the recipient’s name,
the date, the organization’s name, etc. to print in the right spot when the preprinted
certificates go through your printer.
This assumes you are using ClarisWorks 4, an ink jet or laser printer, and that
you have already made a database of the recipients and other data to be entered on
the form. Experience with Mail Merge is helpful.
You need:
A few (5) photo copies of the preprinted certificate.
A 12 inch ruler.
A database with atleast the names of your certificate recipients.
Blank preprinted certificates.
Document set up:
1. Open a New Drawing document .
2. Go to File...Page Setup. Set the page orientation to match that of your certificate.
3. Turn on the Rulers by going View.. Show Rulers. Turn off Autogrid by going Options..
Turn Autogrid off.
4. Go to Format ...Document and write down the preset margin settings. This is important
because it aids you in correctly finding the placement of the name, etc.
Locate the placement:
1. Use the ruler to measure from the top of your blank certificate down to where
the name would be typed. Subtract from this number the width of the top margin.
Figure 2 (left, or an expanded version)
2.
Use the Line drawing tool to draw a horizontal line across the ClarisWorks
drawing page at this measurement on the left hand ruler. For example: if the name
appears 4 inches from the top of the preprinted certificate and the margin is set
on the computer to 0.5 inches you would go down 3.5 inches on the drawing page and
make the horizontal line.
3. Now measure from the left hand side of the preprinted
certificate to where the name starts. Again, subtract the left hand margin width.
Now move the left hand edge of your drawn line to start at the number of your result.
Use the rulers on the drawing page to help you locate the spot. Be careful to not
drag the line up or down on the page!
4. I try to keep my lines about the same length as the
line provided on the preprinted certificate. They are only to give me an idea of
placement and are not a part of the final certificate.
5. Repeat this process for each spot you need to fill
in on the preprinted certificate.
6.
Make a recipient name entry on your CW document. Select the text button
(figure 4) and click just above the name line. Type “Name”. Resize the text box dragging
the handles so that they are on the text box is as long as the drawn line. It is
helpful to set this text to Center (Format... Alignment...Center) so that the name
centers in the space on the certificate. Adjust the font and size to meet your needs.
Save!
7. Repeat this for each spot you plan to have an entry.
Use alignment as you desire. Save!
Test your lines & adjust: Make a test run with one of the photocopies of the
certificate. Use this result as a guide to adjust the entries accordingly. Be sure
to save regularly through this process.
Once you have made a text entry at each line on your document, delete the lines by
clicking once on each one with the arrow tool and hitting delete. You should just
have the words on the drawing page. If you leave the lines on the document, they
will be printed on each of your certificates.
Mail Merge:
1. Select Fields. With your draw document open, highlight
the text box called "Name". Go File... Mail Merge. Select the database
of the people for whom you want certificates printed. Select the field for your recipient's
names in the dialog box. Click Insert field. You should now see the title of your
database field in the Name text box. It should have brackets around it like this
<<Name>>. Repeat this process for each item you are merging.
2. Lock entries. If one of your entries is a constant,
(like your name or the date) you can just type it directly on the drawing document
in the computer rather than merge it. It is helpful to lock these constant fields
to prevent accidental changes. To lock: select the text box and Go Arrange...Lock.
Notice that the handles are now gray instead of black.
3. Run a test with a photo copy certificate. In the
Printer dialog box, tell it to only print page 1.
4. Finish the project. When you are satisfied with the
placement, proceed to run your original paper certificates. Pay special attention
to the orientation of the blank preprinted certificates as you place them in the
printer paper drawer.
Rather than sign each certificate in projects that have hundreds of recipients, I
just type my name and choose a script like font for that entry (Pen Tweaks One or
Elegans Script).
My handwriting never looked so good!
Who is Cindy O'Hora
I have been using Macintosh computers for the past eight years. I provide
Macintosh tech support, on a volunteer basis, to my children's school. I write reviews
and computer tips for my user group’s newsletter. I am currently serving as Vice
President of LCAC. I have a web site called Macintosh Tips and Tutorials. http://www.geocities.com/SiliconValley/Lakes/8613/index.html
The Lancaster County Apple Corps is a group of approximately 100 Apple/Mac users.
We are located in Lancaster County, PA. LCAC publishes a monthly newsletter to members
called Peelings.Copyright 1997. Any user group newsletter may reprint
this article as long as they contact me for permission ohora@redrose.net and send me a copy of the newsletter.
Cindy O'Hora, 118 Arrowhead Circle, Conestoga, Pa. USA 17516
NOTE: Save a compressed version with all the graphics
files for republication.
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