Creating Labels for Boxes - smith-special-collections/sc-documentation GitHub Wiki

Labels are created for boxes containing archival and rare book materials. They are also created for boxes containing restricted material (see bottom of page).

For archival/manuscript boxes, labels should contain just enough information to uniquely identify the container in a human-readable way. Specifically, box labels in collections should contain:

• Collection number, including the repository designator (CA, MRBC, or SSC)
• Collection Name
• Box Number

To create labels in bulk:

1. Open the appropriate Excel spreadsheet that corresponds to the size for which you want to create labels. (S:\LIB\Special Collections\Label Templates\Label generator script). Each spreadsheet is tied to a specific template, so it is important to select the correct spreadsheet before you enter data. You will need to repeat this process for each size of label.
2. In the spreadsheet, enter the data (either manually or using the label generation script). Save and then close the document.
3. Open the appropriate Publisher label template from the “Label Templates” folder you recently opened.
4. You will be asked if you want to access the data you entered into the Excel sheet. Select “Yes” and the mail merge function will be connected. Check that the label appears as you want it. Any edits you make here will change all labels (not just the one that is displayed).
5. If you need to modify the labels (such as changing the container type to something other than Box), click the “Finish and merge” drop-down, then select “Merge to new publication”.
   • Doing this will allow you to proofread the labels before they are printed. You can make edits to individual labels now.
6. Prepare to print the labels. When you want to print, remember to select the following options:
   • Print all pages
   • Multiple pages per sheet
   • Letter
   • Print One Sided
   • Portrait (for Oversize boxes) / Landscape (for Document boxes)
   • Adjust “Layout Options”
     • For Document and Half-Document box labels: Side margin -- 0.5” ; Top margin -- 0.25” ; Horizontal gap -- 0.5”
     • For Oversize labels: Side margin -- 0.25” ; Top margin -- 0.5” ; Vertical gap -- 0.5”
7. Print the document onto archival friendly labels. If the printer tries to print on regular paper, the work around is to take the paper out of the printer and go to the job status page on the printer menu to select the print job and select other paper source (i.e. tell the printer to print on the labels instead of on regular paper manually).

If you need to edit the label templates:

1. First check the existing labels. Data you entered into the Excel spreadsheet will be placed into any double bracket (<>) fields. Double check that all the fields needed are present and correctly placed. If you wish, click “Preview results” at the "Mailings" tab at the top to help you double check placement.
2. If fields need to be added, select the "Mailings" tab and then click the drop-down button "Insert Merge Field." (To delete a field, simply highlight and click "Delete".)

Restricted Material Labels: Apply these to boxes in which any material is restricted.

1. On the Google Drive, go to: https://drive.google.com/file/d/1yGVAB0VuXYBH7QijL8XUIOO2GbX2yZJ8/view?usp=sharing
2. These will need to be printed in color.
3. Follow steps 6 and 7 in the printing steps above.