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Royal Mail Smartstamp Manual

Royal Mail Smartstamp Manual

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Published by Anil Kuner

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Published by: Anil Kuner on Mar 02, 2011
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Sections

  • new features of version 3.0
  • See a demonstration
  • How to personalise yourpostage with logos orslogans
  • Insertyourcompany logo
  • Insertyourcompany logo
  • How to top up youraccount
  • Having trouble with yourprinterand/orinternet connections?
  • Can I geta refund on unused ordamaged postage marks?
  • Warnings settings
  • Language settings
  • Language settings
  • Info settings
  • Templates
  • Address books
  • Postal services
  • View youraccountbalance
  • create envelopes and labels
  • Printa single envelope orlabel
  • Printa single envelope orlabel
  • Mail merge
  • Printpostage marks formultiple addresses
  • Bulkprintpostage onto envelopes orlabels
  • Change bulkprintsettings
  • logos, slogans and senderaddresses
  • Applying a logo orslogan
  • Applying a logo to envelopes and labels
  • Removing logos
  • Add a slogan
  • Add a senderaddress
  • Selecting orediting an existing senderaddress
  • Open a template
  • Alterthe preview to yourprintable area
  • Printeroffset
  • Adjusting a printwith printeroffset
  • Choose the rightlabel
  • Printspecific labels within a sheet
  • Selectlabels forediting
  • Selectlabels fordeletion
  • Choose the rightenvelope
  • Load envelopes and labels correctly
  • Delivery within the UKand Channel Islands
  • Remove postage values from yourFavourites
  • Selectyouraddress books
  • Access and importyourPC’s address books
  • New! Importdata from eBay.™
  • Importdata from eBay™
  • Search foran address
  • Postage History
  • ExportPostage History items
  • make payments and manage your accountonline
  • View yourcurrentbalance
  • Update yourpersonal details
  • Can I abandon orreseta print?

get familiar

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This SmartStamp® user guide shows you just how simple it is to print postage onto your envelopes and labels, straight from your PC and printer. No more running out of stamps, or having to leave the office to buy more. Our easy-to-use SmartStamp® software saves you time, trouble and money. What’s more, it can enhance your company’s image thanks to the professional look it gives your mail. Read on and follow our straightforward steps on everything you need to know – from installing your software through to printing postage, logos and slogans – to help you get your mail out quicker.

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5 what is SmartStamp® 3.0? 6 new features of version 3.0 7 7 7 8 9 9 9 9 10 11 12 12 13 15 15 16 16 17 17 18 get started What you need. How to install SmartStamp® 3.0. See a demonstration. ® How to open SmartStamp. ® How to activate SmartStamp. How to Trial Print your postage. How to print a specimen postage mark. How to personalise your postage with logos or slogans. Insert your company logo. Logo and Slogan option. How to print a single envelope or label. How to top up your account. Use SmartStamp® on multiple computers. Printer compatibility. Your navigation menu. Settings. Customise your settings. Connection settings. Having trouble with your printer and/or internet connections? 19 Can I get a refund on unused or damaged postage marks?

19 21 22 23 25 27 29 30 30 31 31 32 35 36 37 37 38 39 39 40 41 42 43 44 46

Warnings settings. Language settings. Info settings. Templates. Address books. Postal services. View your account balance. use SmartStamp® create envelopes and labels Print modes. Trial print your postage. Print a single envelope or label. Mail merge. Print postage marks for multiple addresses. Change mail merge settings. Bulk print. Bulk print postage onto envelopes or labels. Change bulk print settings. logos, slogans and sender addresses Applying a logo or slogan. Applying a logo to envelopes and labels. Removing logos. Add a slogan. Add a sender address. Selecting or editing an existing sender address.

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47 47 48 49 50 52 55 55 56 58 58 59 60 60 61 62 62 63 64 64 64 65 66 66 67 67

print envelopes and labels Save a template. Open a template. Alter the preview to your printable area. Printer offset. Adjusting a print with printer offset. Choose the right format for envelopes and labels. Print onto labels. Choose the right label. Print specific labels within a sheet. Select labels for editing. Select labels for deletion. Add labels on a mail merge. Print onto envelopes. Choose the right envelope. Custom formats. Change details or settings before printing. Load envelopes and labels correctly. postal services and postage marks Get Royal Mail product and service information. New prices and formats. Delivery within the UK and Channel Islands. Standard parcels. Delivery outside the UK. Favourites Save frequently used postage values.

67 68 68 69 69 70 71 71 72 73 75 75 77 78 78 80 83 84 84 85 85 86 87 87 88

Remove postage values from your Favourites. Find a postcode or address. Understand the postage mark. address books Select your address books. Access and import your PC’s address books. Import data from Microsoft® Exchange (CDO). Import data from Symantec ACT! Import data from Microsoft® Excel. Import data from eBay.™ Import data from Microsoft® Access. Configure your address table. Search for an address. Select an address for single print. Select multiple addresses for a mail merge. Postage History Export Postage History items. manage your account make payments and manage your account online Top up your account. View your account statement. View your current balance. Print a statement. Apply for a refund. Update your personal details.

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90 My account has been suspended. What shall I do? 90 Can I get a refund on unused or damaged postage marks? 90 I’m having trouble with my printer and/or internet connections. 91 Can I abandon or reset a print? 92 Can I change the settings for a complete mail merge? 92 Can I change the settings of one item in a mail merge? 93 Can I use SmartStamp® with more than one address book? 93 How does Royal Mail process postage created by SmartStamp®? 93 How do I get additional SmartStamp® software? 93 How do I uninstall SmartStamp®? <Back to contents Previous page Next page . 89 troubleshooting 89 I’ve forgotten my password.get started Page: 4 88 Review your SmartStamp® subscription.

not sold • You indicate your acceptance of the licence terms when you install the software • Your software can only be used with one Royal Mail account at any time • You can install your software on any number of computers within your organisation that use the same account(s) • You can obtain additional copies of the software by ordering another CD or by downloading it from www. You can save your most frequently used formats as templates to reuse when needed.what is SmartStamp® 3. Any contract between your company and SmartStamp® must be for a period of at least three months. single label or pair of labels in a label sheet • Mail Merge – prints multiple postage marks onto envelopes and pairs of labels. All you need is the SmartStamp® software installed on your PC and an online SmartStamp® account.com/smartstamp • You must not sell copies of your software to a third party • This software is protected by copyright laws. <Back to contents Previous page Next page . Mail Merge and Bulk Print. • Single Print – prints onto a single envelope. Go to page 31 for more about the three print modes.0? Page: 5 SmartStamp® summary of software licence. There are three print modes: Single Print. with addresses which can be imported from your PC’s electronic address book • Bulk Print – prints more than one envelope or label without addresses.0? With SmartStamp® from Royal Mail you can print postage marks directly onto envelopes and labels – straight from your computer. • Your SmartStamp® software is licensed to you. which you will see when you open your account. what is SmartStamp® 3. Please read the full licence agreement when you install your new software. Your SmartStamp® account is subject to its own terms and conditions. Please also read them carefully.royalmail. simply select ‘Envelopes’ or ‘Labels’ from the ‘New’ menu on the left hand navigation. To start preparing your postage. SmartStamp® also lets you include your sender’s address details and company logo or slogan on your mail.

we’ve improved the software in the following ways: Advice Centre: this replaces the current ‘hints & tips’ and offers much more information and technical support. In addition to these new features. mail merges. editing. eBay™ address book: this lets you select address details from your eBay™ address book and even choose the addresses for auctions ending between specific dates. so you don’t have to fill them out at a Post Office® branch. Royal Mail forms: now you can preprint Certificate of Posting forms with details of your mailings. <Back to contents Previous page Next page . including information such as the date.what is SmartStamp® 3.0? Page: 6 new features of version 3. we have also enhanced the functionality for labels. Price of bulk mailing: now the screen shows you the cost of your mailing before you print out the postage. templates.® in the same way that franking customers can pay through their meter.0 In response to your feedback. Ad hoc Business Collections: now you can pay for an ad hoc Business Collection through SmartStamp. adding and deleting. Interface with Microsoft® Access: this means you can mail from address books held in Microsoft® Access. This excludes Special DeliveryTM products. address and price. Posting journal: this lets you create a journal of all the items you’ve posted within a specific timeframe. logos.

If you do not already have this browser installed.com/downloads How to install SmartStamp® 3. at least 64MB RAM and 20MB free hard disc space • Microsoft® Windows® – either: • 98 (SE 2nd Edition) • 2000 (server. You can download SmartStamp® by visiting www. • PC with a minimum 200Mhz processor. laserjet or thermal with 300dpi or higher output) • Internet connection • SmartStamp® account number (to print live.zip’ if you are using Windows XP or ‘smartstamp_ver3_setup. double click either ‘smartstamp_ver3_XP_setup. clicking ‘Buy Now’ and following the payment instructions. SmartStamp® works best with Microsoft® Internet Explorer® 6. 6 If you need any further help. SP6 & SP6a) • XP Home & Professional (SP1) • Printer (inkjet. professional. SP2 & SP3) • NT 4.0. you can download it from www.® enter your reference number and follow the instructions to complete the installation and activate your account. make sure you login to your PC as an Administrator. 3 If you downloaded the WinZip version. Opening hours are Monday to Friday. Local rates apply. Previous page Next page .get started Page: 7 What you need.com/smartstamp.microsoft. 1 Before you start.0 workstation. a Double click on the download called either ‘smartstamp_ver3_XP_setup. 8am to 6pm. <Back to contents 5 Open SmartStamp. SmartStamp® is not supported on Apple Macintosh. useable postage marks). Alternatively you can download SmartStamp® from the ‘My Account’ page of the SmartStamp® website. please call our customer helpline on 08456 001 334. 2 Close all applications on your PC.exe’ if you are using Windows XP or ‘smartstamp_ver3_setup.0. 4 Follow the installation instructions.exe’ if you are using any other version of Windows.0 server (4.zip’ if you are using any other version of Windows to extract the SmartStamp® exe file.royalmail.

get started

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See a demonstration.
® Before you begin using SmartStamp, go to ‘Start printing SmartStamps now’ to see a demo to:

Simply follow the on-screen instructions or read on to learn how to ® activate SmartStamp. Once you enter the Welcome screen, the Envelope Template page ® becomes your default start page. Next time you open SmartStamp, it will open with the last print medium (envelopes or labels) you used.

• find out more about how SmartStamp® works • set up templates • customise your settings • print postage marks onto envelopes or labels (postage is not valid in Trial Version) • configure and fully test your software before setting up an account.

Open SmartStamp®

use SmartStamp® in trial version

enter your customer reference number to activate SmartStamp®

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® How to open SmartStamp.

How to print a specimen postage mark.
1 Select your print medium via ‘Envelope’ or ‘Label’ from the ‘New’ menu to open your SmartStamp® Selections window. 2 Select your print mode. In Single Print, Mail Merge or Bulk Print, prepare the stamped envelope or label sheet in the preview area as usual. 3 Select a printer from the drop-down list and edit the printer settings as necessary. 4 When you are ready to print a specimen of your postage marked envelope or label sheet, click ‘Trial Print’.

Once the installation is complete you should have the SmartStamp® icon on your desktop and in your programs menu. Double click on ® the icon to open SmartStamp.
® How to activate SmartStamp.

Simply enter your SmartStamp® customer reference number in the box under ‘Activate your account’ and click the small yellow arrow.

How to trial print your postage.
® Until you are familiar with using SmartStamp, you should practice by trial printing your postage. ‘Trial Print’ lets you print a specimen postage mark without your account being debited, so you can see how your real postage will appear in print. This costs you nothing and doesn’t require a password or internet connection. The specimen postage mark is not valid postage and will be marked as a specimen.

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How to personalise your postage with logos or slogans.
You can give your mail a truly professional look by adding your own logo or slogan alongside your printed postage mark. With ® SmartStamp, you have an area of 50mm x 28mm to the left of your postage mark reserved for your business personalisation.

‘Logos & Slogans’ features: • Insert Logo - either use your own logo or choose an image from our logo library • Insert Slogan - choose a font and write your message • No Logo/Slogan - cancel any previous settings.

An envelope template with logo and sender address

format options templates menu for envelopes and labels

last sender address, logo and slogan are used as default settings preview area

click to save template

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which will open by default when you select ‘Insert Logo’ and click on ‘Select File’. You can also copy your own logos into this folder to access them easily. Your chosen logo. You can choose a logo from SmartStamp’s logo library. so you can see exactly how it will look when you decide to use it.get started Page: 11 Insert your company logo. slogan or message will automatically appear to the left of a specimen postage mark in the preview area of the screen. Insert your company logo logo & slogan options logo & slogan navigation menu preview of graphic and postage mark <Back to contents Previous page Next page .

Mail Merge and Bulk Print. Follow these instructions to print postage onto a single envelope or label: 1 To open the SmartStamp® Selections window. Go to page 64 for more information on the new formats. The logo and/or slogan you select are only settings for the current mail item displayed. Large Letter or Packet. From 21st August 2006. You can add logos and slogans with Single Print. If you would like to use these settings for all the items of your current mailing. You can change the typeface and font of your slogan: • Click the ‘Font’ button in the Logo/Slogan section of the SmartStamp® Selections window • A standard windows font selection window will appear • Select the desired typeface and size. select ‘Envelope’ or ‘Label’ from the ‘New’ menu in the navigation list on the left. How to print a single envelope or label. and then clicking ‘OK’. you will need to ensure that you select the correct format for your postage item. 4 Click ‘OK’ to return to the main preview area. 2 Enter the recipient address in the text field provided. <Back to contents Previous page Next page . such as logo labels and all-in-one labels.tif) • GIF (.e. Logos in the following formats may be added to envelopes with templates for Single Print. then click ‘OK’. i. either by: a manually entering the recipient’s details as you wish them to appear in print b going to your Address Book to locate the address.gif) • JPEG (. then tick the ‘Apply to All’ check box. then tick ‘Set as Default’.get started Page: 12 Logo and Slogan option. Letter.jpg). If you would like to save the settings to be your default settings. You can use them on special labels. Mail Merge and Bulk Print for envelopes and labels: • Bitmap (.bmp) • TIFF (. 3 Select the appropriate postage product from your ‘Favourites’ or from the tabbed options – ‘UK Mail’ or ‘Overseas Mail’.

3 Select whether you wish to make regular or one-off payments. ® 1 Click ‘My Account’ on the left hand navigation of SmartStamp.get started Page: 13 5 If necessary. Where there are one. 6 If you have entered a recipient’s address and chosen to print to a label. How to top up your account. 7 Select a printer from the ‘Select a Printer’ drop-down list and edit your printer settings. the address and postage are both applied to the same label. Both labels will then be opened for editing. <Back to contents Previous page Next page . leave the Address Box empty in Single Print mode or select Bulk Print mode and ‘1’ from the ‘Number of Stamps’ box. You will be taken to the login area of the Royal Mail website. 2 Click ‘Top Up Your Account’. two or four labels per sheet. click ‘Trial Print’ or ‘Print’. One-off payments are automatically made using the payment card details stored in ‘My Personal Details’. They work as pairs where there are more than four labels per sheet. switch to another print format (such as envelope size) via the drop-down list. To print a single label without an address. and you will be asked for your account password which will take you to your account home page. and your selection will be displayed in the preview area. Note that you can only select different sizes or types of the same medium (ie. For labels that work as a pair. Remember. we advise that you trial print until you are confident ® using SmartStamp. the labels will either print singly or in pairs. 8 When you’re ready to print your stamped envelope or label. envelope or label) that you originally selected. double click on the preview area to edit either of them.

Once configured. such as connecting to your account when printing postage or refreshing your account balance. Internet connection wizard click to run through the connection sequence <Back to contents Previous page Next page .get started Page: 14 SmartStamp® supports the following connections: • Dial up connection to the internet – you can either choose a preferred selection from the available dial up connections or use the current standard connection • AOL connection direct to your AOL provider • CompuServe connection direct to your CompuServe provider • LAN connection to the internet using your Local Area Network (LAN) settings • Manual connection to the internet every time you request online services. your internet connection settings are saved and can be changed afterwards via the ‘Connection’ tab through ‘Preferences’ in the ‘Extras’ menu.

SmartStamp® supports the following printers: • Inkjet printers 300dpi or higher • Laser printers 300dpi or higher • Thermal printers 300dpi or higher. and follow the Activate SmartStamp® instructions. A benefit of SmartStamp ® is that everyone in your office can use it from their own PCs. As long as your printer can print onto envelopes. click on ‘Uninstall SmartStamp®’ on the Windows Start menu or open the Windows Control Panel. Just install a copy of the software (using the same CD) onto all the PCs from which you need to print. <Back to contents Previous page Next page . the SmartStamp® application must be uninstalled and then reinstalled. select ‘Add/Remove Programs’. and choose the SmartStamp® software. SmartStamp® will print valid postage marks. ® To uninstall SmartStamp. To activate a new or separate SmartStamp account (using a different customer reference number). SmartStamp® works with all modern colour and black and white printers.get started Page: 15 Use SmartStamp® on multiple computers. letters or labels. each using the same SmartStamp ® account. ® Printer compatibility.

you should indicate the number of postage marks you require. select multiple addresses from your address book. Just click ‘Envelope’ or ‘Label’ in the ‘New’ menu. such as your customer reference number and the version of SmartStamp ® software you have installed. If in Bulk Print. Now you’ll be in the SmartStamp® Selections window where you can set up your print mode (Single Print. To enter a recipient’s address in Single Print or Mail Merge. You’ll find it in ‘Extras’ in the Settings menu. Mail Merge or Bulk Print) and your postage. Go to page 31 for more about different print modes. Settings. <Back to contents Previous page Next page .get started Page: 16 Your navigation menu. ‘My Settings’ features: • Connection – specify your internet connection properties • Warnings – select a limit for your SmartStamp® account to indicate when your spend has fallen to a certain balance – or choose an amount in £s if you want to be alerted to the printing of postage of a particularly high value • Language – configure your postage in English or Welsh • Info – details of your current settings. any of the three print modes are available for both envelopes and labels. With SmartStamp ® 3.0. ‘Preferences’ gives you an overview of your default settings.

2 Select ‘Create Connection’ and follow the steps. 4 Select ‘Finish’ to apply the settings. ‘Language’ and ‘Info’ settings. Customise your settings ‘Connection’. You should save any changes you make in My Settings by clicking ‘OK’ or you will lose them when you leave this section. ‘Language’ and ‘Info’ options ‘Preferences’ menu <Back to contents Previous page Next page . ‘Warnings’. How to establish or edit your internet connection settings: 1 Click ‘Preferences’ in the ‘Extras’ menu in the navigation list and select the ‘Connection’ tab.get started Page: 17 Customise your settings. ‘Warnings’. The My Settings screen lets you configure your ‘Connection’. You can configure your SmartStamp® Selections by clicking on ‘Preferences’ in the ‘Extras’ menu. Connection settings. 3 Select ‘Connect Now’ to test the connection.

If you use a different browser. it may be that you don’t have Internet Explorer set up properly.) Any persistent problems may be due to a hardware configuration. You should check the following: • Is your modem working and correctly installed? • Are your ISDN card settings correct? • If you use a LAN. Try a test print by selecting the appropriate printer from the Windows Control Panel. to access the internet. next use the Internet Connection Wizard to try to automatically reset your connection. If the settings appear to be correct.get started Page: 18 Having trouble with your printer and/or internet connections? If you are having difficulties connecting to your printer. (Note that SmartStamp® uses Internet Explorer settings for this. such as Netscape. are your network settings correct? Connection settings ‘Connection’ tab edit connection properties ‘Preferences’ menu <Back to contents Previous page Next page . first check your SmartStamp ® internet settings. it is likely that there’s a problem with Microsoft® Windows® or your printer driver. If your internet connection is not working. These can be found on the ‘Connections’ tab of the My Settings screen. Check if your proxy settings are correct.

How to set up automatic Low Credit Warnings: 1 Click ‘Preferences’ in the ‘Extras’ menu in the navigation list and select the ‘Warnings’ tab. • Low Credit Reminder – if your remaining SmartStamp® credit falls below a pre-specified value • High Value Warning – if your selected postage exceeds a pre-specified value. you can claim a refund. you can set up automatic warning messages. <Back to contents Previous page Next page . The refund process is managed on the website. which you can raise or lower either manually or by clicking the arrows. To find the refund form. You will need to complete a form and send the unused postage marks to our Freepost address within seven working days. Warnings settings. 3 Click ‘OK’ to save your changes. print off the form. click on ‘My Account’ on the left hand menu and login. Then just fill in the details as appropriate. If you want to be alerted when your SmartStamp® account falls below a certain balance or your selected postage exceeds a certain value. Go to page 87 for more on applying for a refund. A default value of £30 appears in this input field.get started Page: 19 Can I get a refund on unused or damaged postage marks? Yes – if you print unwanted or damaged postage marks. At the top of your account home page. 2 Check the ‘Low Credit Reminder’ box and specify in the corresponding input field a value for your SmartStamp® credit limit. and send it to us with your unwanted postage marks. click on ‘Apply for a refund’.

you will not receive a warning. A default value of £5 appears in this input field. which you can raise or lower either manually or by clicking the arrows. Warnings settings ‘Warnings’ tab set low credit and high value warnings ‘Preferences’ menu <Back to contents Previous page Next page . How to set up automatic High Value Warnings: 1 Click ‘Preferences’ in the ‘Extras’ menu in the navigation list and select the ‘Warnings’ tab. 2 Check the ‘High Value Warning’ box and specify a value for your SmartStamp® balance. Once your High Value Warning is active. This reminder will generate a message when you print postage that takes your SmartStamp® credit below the specified amount. you will receive a message when you select postage with a value that exceeds your specified limit.get started Page: 20 You will only receive a warning when your Low Credit Reminder is active. If your High Value Warning is not active or if you deactivate it. 3 Click ‘OK’ to save your changes.

2 Select either ‘English’ or ‘Welsh’. 3 Click ‘OK’ to save your changes. Language settings ‘Language’ tab select English or Welsh language postage mark preview ‘Preferences’ menu <Back to contents Previous page Next page . How to configure your postage marks in English or Welsh: 1 Click ‘Preferences’ in the ‘Extras’ menu in the navigation list and select the ‘Language’ tab.get started Page: 21 Language settings. The preview to the left will display the postage mark for the language you have selected.

Info settings ‘Info’ tab your customer reference number and software version ‘Preferences’ menu <Back to contents Previous page Next page . When using SmartStamp® in live mode.get started Page: 22 Info settings. You will find this information in the ‘Info’ tab when you click ‘Preferences’ in the ‘Extras’ menu. New SmartStamp® customers will receive a customer reference number by email. click here to check your customer reference number and existing software version.

and recipient & sender address) • the printer you’ve selected to print the template • the printing memo • the logo or slogan you’ve selected • the recipient address • the sender address • the postage you have selected. envelope size and label sheet) • the product information and additional services • the font settings of text elements (slogan.get started Page: 23 Templates. message. A template generally stores: • the format (i. SmartStamp® lets you create and save your most frequently used configuration settings as reusable templates for envelopes and labels. An envelope template navigation menu to create envelopes and labels templates menu for envelopes and labels <Back to contents Previous page Next page .e.

When you click on ‘Envelope’ or ‘Label’ in the ‘New’ menu. <Back to contents Previous page Next page . You can always return to your templates by clicking on ‘Open’ in the ‘Template’ menu. Go to page 47 for more on creating templates.get started Page: 24 The last sender address and logo/slogan used are displayed as default in the preview area but are not saved as part of your template. It is always determined by the current date plus one day into the future. the last configuration appears in the preview. The date takes account of weekends and all British Bank Holidays. including the last printer you used. Please note: the date of posting is not stored in the template but ® added automatically by SmartStamp.

all entries in the address book are listed on the left hand side of the Address Book window. You can define which fields you want to display in your Address Book window by clicking ‘Properties’. An activated address book is shown with a dark blue checkmark. click ‘Settings’. An uninstalled or deactivated address book is shown with a red checkmark. Import an address from your PC’s address book select an address book to import address book window properties select an address type and configure layout address book table search for addresses within a selected address book <Back to contents Previous page Next page . All supported address books are listed in a drop-down menu called ‘Choose Address Book’. Your SmartStamp® address book lets you select recipients that you have already set up on your PC. To activate or deactivate an address book in the drop-down list. SmartStamp® supports the following PC address books: • • • • • • • Microsoft® Address Book (WAB) Microsoft® Outlook Microsoft® Exchange (CDO) Symantec ACT! Microsoft® Excel (xls) New! Microsoft® Access (mdb) New! eBay™ Address Book. Once an address book is selected.get started Page: 25 Address books.

Selected addresses automatically appear in the Edit Address box. and in which order. You can also search for a specific entry in a selected address book by entering all or part of a keyword and clicking ‘Search’. where you can change existing addresses or add new ones. Select multiple addresses for a mail merge select an address book to import select an address type and configure layout checkboxes for mail merge mode address book table <Back to contents Previous page Next page . Once you have selected an address. you can specify which fields are to appear on your envelope or label. select ‘Business’. Go to page 69 for more on using address books. If a contact in your address book has more than one address listed. To do this. Click ‘OK’ to apply the selected recipient address(es) or ‘Cancel’ to return to the SmartStamp ® Selections window. These changes will only be saved in SmartStamp. you can select multiple addresses by ticking the checkboxes beside each entry in the address table. by clicking ‘Configuration’. Your search results will appear in the address table.get started Page: 26 If you are in Mail Merge mode. you can choose which you want to use.® not in your PC’s actual address book file. ‘Private’ or ‘Other’ from the right hand side of the input box.

Letter. settings and services that you have saved. From 21st August 2006. product. listed as follows: • Country of destination • Price of the product class per weight selected (in £) • Price of the additional services selected (in £) • Total cost (in £) • Post by date.e. Large Letter or Packet. Changes to country. price. you will need to ensure that you select the correct format for your postage item: i. ‘UK Mail’ and ‘Overseas Mail’ options product selection area summary of product and any additional services selected <Back to contents Previous page Next page .get started Page: 27 Postal services. Select postal services address area print mode selector ‘Favourites’. In the product selection area of the SmartStamp® Selections window. you can choose from the following postal options: • UK Mail – select and save products and additional services for destinations within the UK and Channel Islands • Overseas Mail – select and save products and additional services for destinations abroad • Favourites – select from frequently used postage values. Each option gives a summary of the product and additional services. Go to page 64 for more information on new formats. weight and additional services are updated automatically.

then the Post by date will be the Tuesday. If that Monday is a Bank Holiday. <Back to contents Previous page Next page . Please note: The Post by date will not include Saturdays.get started Page: 28 UK Mail and Overseas Mail options also offer: • Product Information – a direct link to the product information pages of the Royal Mail website • Add to Favourite – to save the product and additional services info you have selected for later use under your ‘Favourites’ tab. the Post by date printed will be the Monday. Sundays or any British Bank Holidays. Go to page 64 for more on postal services. So if you print a SmartStamp® on a Friday.

Refresh your account balance your SmartStamp® balance create envelopes and labels menu templates menu for envelopes and labels link to Royal Mail Hints & Tips <Back to contents Previous page Next page . Your last updated SmartStamp® balance is always shown in the top right corner of your main SmartStamp® screen. When you print a postage mark. You may need to refresh your balance if you have topped up your account using Royal Mail’s website. click ‘Update’ in the top right corner. To update your SmartStamp® balance. You will be asked to enter your SmartStamp® print password and click ‘OK’. or if more than one person/workstation accesses a single SmartStamp® account. your balance is updated automatically.get started Page: 29 View your account balance.

The ‘Label’ tab in the ‘New’ menu lets you prepare an address and postage mark for printing to single or multiple labels. You can choose your custom envelope or label from the format drop-down list on the preview area. Click on ‘Save’ in the ‘Template’ menu when working in Single Print mode to save your settings for reuse on the Label Template screen. Bulk Print or Mail Merge modes to save your settings for reuse on the Envelope Template screen. You will find them underneath the section ‘Custom Envelopes’ or ‘Custom Labels’. When you select either of these actions. the SmartStamp® Selections window will open for you to prepare your mail.’ under the ‘Custom Envelopes’ or ‘Custom Labels’ section of the format drop-down list.use SmartStamp® Page: 30 create envelopes and labels The ‘Envelope’ tab in the ‘New’ menu lets you prepare an address and postage mark for printing to single or multiple envelopes. you simply choose ‘Define.. SmartStamp® lets you define your own envelope and label formats and these custom formats can be used as easily as the standard ones.. Select a format to print on format options <Back to contents Previous page Next page . modify or delete your custom envelopes or labels. To create. Click on ‘Save’ in the ‘Template’ menu when working in Single Print.

How to print a specimen postage mark: 1 Select ‘Envelope’ or ‘Label’ from the ‘New’ menu and prepare the stamped envelope(s) or label sheet(s) in the preview area as usual. Mail Merge is a method of selecting multiple addresses from your address book to create a batch of postage paid envelopes or labels. The specimen postage mark will not be valid postage and will be marked as a specimen. Single Print lets you prepare an address and postage mark for printing to a single envelope or label. different postage and even different sender addresses. each containing a unique address. To open a template. such as a sheet of labels with standard First Class postage. Trial print your postage. You can set up a Mail Merge template for a frequently used list of addressees. New! Mail Merge templates can also be saved. so you can see how your real postage will appear in print – at no cost to you. select ‘Open’ from the ‘Template’ menu. use Mail Merge). ® Until you are familiar with using SmartStamp. You may specify the number of postage marks (up to 999) and type of postage you want to print. ‘Trial Print’ lets you print a specimen postage mark without your account being debited. Click on ‘Save’ in the ‘Template’ menu to save settings for reuse. Bulk Print allows you to create and print postage for a multiple number of envelopes or labels. You can also use Bulk Print mode to print a single label. each with individual logos or slogans. but you can’t print address information (to do this. you should trial print your postage. 3 When you are ready to print a specimen of your stamped envelope or label sheet. click ‘Trial print’. 2 Select a printer from the drop-down ‘Select a printer’ and edit the ‘Printer settings’ as necessary. <Back to contents Previous page Next page .use SmartStamp® Page: 31 Print modes.

The SmartStamp ® Selections window will automatically appear. Print a single envelope or label select ‘Single Print’ enter the recipient’s address locate the address using the ‘Address Book’ button product selection area <Back to contents Previous page Next page . b. the number of trial prints is the number of envelopes. To trial print. a. the number of trial prints is the number of sheets.use SmartStamp® Page: 32 4 If your print contains more than one element (e. If envelopes. How to print postage onto a single envelope or label: 1 Select ‘Envelope’ or ‘Label’ from the ‘New’ menu in the navigation list to the left. Print a single envelope or label. mail merge or bulk print of more than one stamp or address and stamp). you can specify the number of items that will be printed in the trial print. Select ‘Single Print’ mode. no internet connection or password is required. If labels.g.

for envelopes you can select different envelope sizes) via the drop-down ‘Choose a format to print on’. from envelopes to labels). 5 If necessary.e. you will need to ensure that you select the correct format for your postage item: i. Print a single envelope or label select a format preview area <Back to contents Previous page Next page . Letter. 4 Click ‘OK’ to return to the main preview area.e. From 21st August 2006.use SmartStamp® Page: 33 2 Enter the recipient’s address in the text field provided by either: a. Large Letter or Packet. 6 Or click on the menu to select another print medium (i. then clicking the ‘OK’ button. Go to page 64 for more information on the new formats. 3 Select the appropriate postage product from your ‘Favourites’ or from the options available under ‘UK Mail’ and ‘Overseas Mail’. The SmartStamp® Selections window will appear again. manually entering the recipient's address in the text box or b.e. you can switch to another format (i. clicking the ‘Address Book’ button and locating the address. The selection is automatically displayed in the preview area below.

Print a single envelope or label select a printer preview area <Back to contents Previous page Next page . This connection is established by the connection settings selected on the ‘Preferences’ screen under ‘Extras’. 8 When you’re ready to print your stamped envelope. ‘Print’ to print the actual stamp and debit your account. ‘Trial print’ to print a specimen stamp without your account being debited or b. • For ‘Trial print’ no internet connection is required • For ‘Print’ an internet connection is required in order to debit your account. you may select either: a.use SmartStamp® Page: 34 7 Select a printer from the drop-down ‘Select a printer’ menu and choose the required printer settings.

each containing a unique address.use SmartStamp® Page: 35 Mail merge. ‘UK Mail’ and ‘Overseas Mail’ options product selection area summary of product and any additional services selected <Back to contents Previous page Next page . Select ‘Envelope’ or ‘Label’ from the ‘New’ menu to open the SmartStamp® Selections window. where each address book entry has a checkbox so that multiple addresses can be selected. sender address and even the recipient address edited. Mail merge is a method of selecting multiple addresses from your address book to create a batch of postage paid envelopes or labels. Go to page 69 for more about address books. Your product selection will be the same for all addresses you select. Clicking ‘OK’ opens your address book. Then select ‘Mail Merge’. You can run a mail merge by simply selecting multiple addresses from your address book. Create a mail merge select ‘Mail Merge’ ‘Favourites’. ‘UK Mail’ and ‘Overseas Mail’ for your mail merge. you can select from ‘Favourites’. Individual items in the Mail Merge can have the stamp. From here.

8 When ready to print your postage marked envelopes. 5 Click ‘OK’ to return to the main preview area. 2 Select ‘Mail Merge’ print mode. 4 Select addresses by clicking the checkbox next to each address required. click ‘Trial Print’ or ‘Print’. 3 Select the appropriate postage product (note that you can change individual postage marks later) and click ‘OK’.use SmartStamp® Page: 36 Print postage marks for multiple addresses. This will open the Address Book window. at which point each of the selected addresses is applied to an envelope. depending on your chosen format. at which point each of the selected addresses is applied to a label or pair of labels. You can change the envelope format for the mail merge via the drop-down ‘Select a format to print on’. 7 Select a printer from the drop-down list and edit the printer settings. (Go to page 35 for using labels in Mail Merge. How to print postage marks for multiple addresses on labels 1 Select ‘Label’ in the ‘New’ menu to open the SmartStamp® Selections window.) 6 You can preview your individual sheets of labels by clicking the arrows located below the main preview area. 6 You can preview your individual envelopes by clicking the arrows located below the main preview area. 4 Select addresses by clicking the checkbox next to each address required. 2 Select ‘Mail Merge’ print mode. We advise that you always trial print ® until you are used to using SmartStamp. 5 Click ‘OK’ to return to the main preview area. <Back to contents Previous page Next page . This will open the Address Book window. You can edit an address/postage pair by clicking on the address or postage label. How to print postage marks for multiple addresses on envelopes: 1 Select ‘Envelope’ in the ‘New’ menu to open the SmartStamp® Selections window. You can change the label type and format for the mail merge via the drop-down ‘Select a format to print on’. 3 Select the appropriate postage product (note that you can change individual postage marks later) and click ‘OK’.

using the up and down arrows. label or one of the labels from the pair of labels you want to edit. You can either select from this list. Bulk print. a numeric box will appear. When you select ‘Bulk Print’ from the SmartStamp ® Selections window. We advise that you always trial print ® until you are used to using SmartStamp. 2 Open the SmartStamp® Selections window from the main preview area by double clicking the preview or ‘Address & Postage’ from the ‘Edit Mailing’ menu. 3 Edit the address or select the appropriate postage product from the tabbed options. 4 Click ‘OK’ to return to the main preview area. Change mail merge settings. click ‘Trial Print’ or ‘Print’. 8 When you’re ready to print your postage marked labels. these changes will be saved in all other print modes. How to edit individual postage marks and addresses: 1 Select the envelope. If you make changes (additions or removals) to your Favourites.use SmartStamp® Page: 37 7 Select a printer from the drop-down list and edit the printer settings. or manually enter a number up to a maximum of 999. <Back to contents Previous page Next page .

3 Select the appropriate postage product from the tabbed options. You can switch to another print medium via the ‘New’ menu. ‘UK Mail’ and ‘Overseas Mail’ options product selection area summary of product and any additional services selected <Back to contents Previous page Next page . You can preview the individual envelopes or label sheets by clicking the arrows located below the preview area. How to print postage in bulk for a number of envelopes or labels: 1 Select ‘Bulk Print’ from the SmartStamp ® Selections window. 4 Click ‘OK’ to return to the main preview area. If you want to switch between envelopes and labels.use SmartStamp® Page: 38 Bulk print postage onto envelopes or labels. 6 When you’re ready to print your stamped envelopes or label sheets. 2 Specify the number of postage marks you wish to print by either using the up and down arrows or manually entering a number from 1 to 999. Create a bulk print select the number of postage marks to print ‘Favourites’. click ‘Trial Print’ or ‘Print’. 5 Select a printer from the drop-down menu and edit the printer settings. select ‘Envelope’ or ‘Label’ from the ‘New’ menu to reset your print. We advise that you always ® trial print until you are used to using SmartStamp.

Label Template.gif) • JPEG (. which will appear in the top left corner on the front of your envelope. slogans and sender addresses Give your envelopes and labels a professional look – by personalising them with your own logo or slogan alongside the postage mark.use SmartStamp® Page: 39 Change bulk print settings. How to change the number of postage marks to print or edit other bulk print settings: 1 Open the SmartStamp Selections window by double clicking the preview or ‘Address & Postage’ from the ‘Edit Mailing’ menu. On envelopes.tif) • GIF (.bmp) • TIFF (. 2 Select the appropriate postage product from the tabbed options. You can save your logo graphics in the SmartStamp ® default logo folder where you can find them easily. these changes will be saved in all other print modes. If you make changes (additions or removals) to your ‘Favourites’. SmartStamp® has a logo library for you to use. <Back to contents Previous page Next page . Single Print. A sender address can also be added to labels when one or two labels per sheet are selected. which saves you having to manually enter an address every time you wish to use it. Use the ‘Sender Address’ & ‘Logo/Slogan’ tab of the SmartStamp® Selections window to select your logo or slogan for printing onto envelopes or labels. ® These logo formats may be applied to envelopes and some labels in conjunction with Envelope Template. 3 Click ‘OK’ to return to the main preview area.jpg). You may store up to five different sender addresses for reuse on your envelopes. you can also include your sender address. logos. Mail Merge and Bulk Print: • Bitmap (.

Label Template. Your chosen logo. slogan or message are settings for the currently selected mail item. Insert your company logo select ‘Insert Logo’ and click to select file graphic and postage preview area <Back to contents Previous page Next page . slogans and messages can be used in conjunction with Envelope Template. slogan or message alongside your printed stamps in a reserved area of 50 x 28 mm to the left of the stamp. Mail Merge or Bulk Print. This gives your envelopes and labels a distinct and professional appearance. SmartStamp® allows you to add your own logo.use SmartStamp® Page: 40 Applying a logo or slogan. Your selection and edits will automatically appear to the left of a specimen stamp in the preview area of the screen. The application of logos. Single Print. GIF. the following radio buttons are provided in the ‘Logo/Slogan’ section of the tab: • ‘Insert Logo’ for the selection of either a Bitmap. JPEG or TIFF from your own files • ‘Insert Slogan’ (or message) for which you will write the text and select or edit the font settings. This is so you can see in advance how the logo/slogan/message will look when applied to the actual stamp. To specify whether you wish to apply either a logo or slogan to your envelope or label.

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• If you would like to save the settings to all items of your current mailing, tick the ‘Apply to All’ check box below the preview area • you would like the settings to be your default settings tick ‘Set as Default’. Any further mailings will feature these logo and slogan settings. If you save the current mailing as a template, the logo and slogan settings will be saved with it. To deactivate the logo, slogan or message, simply select ‘No Logo/Slogan’ in the ‘Logo/Slogan’ section of the screen. The preview area will automatically respond by removing the logo/slogan/message from beside the specimen stamp.

Applying a logo to envelopes and labels.
How to apply a logo to a mailing item: 1 Select ‘Logo & Slogan’ from the ‘Edit Mailing’ menu to the left, or select it from the preview area by double clicking. 2 In the ‘Logo/Slogan’ section of the SmartStamp® Selections window, select the ‘Insert Logo’ radio button. 3 Click the ‘Select file…’ button to open the default SmartStamp ® logo folder. 4 Choose a logo or browse the file system for the desired image file, and click ‘Open’. The selected image is displayed to the left of the specimen stamp in the preview area. 5 You can scale and align the logo you have selected by using the corresponding controls to the right. 6 Tick the ‘Apply to All’ check box below the preview area to put this logo on to all items of your current mailing. 7 If you would like to set this logo as default for future mailings, mark the ‘Set as Default’ check box. 8 Click ‘OK’ to return to the original preview area. 9 Or click ‘Cancel’ to ignore the changes.

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The size of your logo will be centred and scaled automatically. If your image is too small and gets distorted when printed, you can try adding a white or transparent background to the image with an image editor application. Please note: • SmartStamp® provides a selection of logos that you can choose ® from. When you install SmartStamp, the logos folder will open by default when clicking ‘Select file...’ in the ‘Logo/Slogan’ section of the SmartStamp® Selections window • By pressing the ‘Select file…’ button after you have already made a selection, the next file you select will replace the former • By clicking ‘Cancel’, the changes will be ignored.

Removing logos.
• To remove a logo from a mailing item, simply select ‘No Logo/Slogan’ • The preview area will automatically respond by removing the logo from beside the specimen stamp. Remember that you can always select ‘Apply to All’ to remove the logos from all items of the current mailing. Also, tick ‘Set as Default’ to deactivate logos for future mailings.

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Add a slogan.
As with logos, slogans can be applied to envelopes and labels in conjunction with Envelope Template, Label Template, Single Print, Mail Merge and Bulk Print. Go to page 56 for a list of labels you can use with logos and slogans. Regulations apply when inserting slogans with SmartStamp. Please see our terms and conditions for more information.
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How to add a slogan to your envelopes or labels: To add a slogan alongside your stamps, a text field is provided to the left of the stamp. 1 Select ‘Logo & Slogan’ from the ‘Edit Mailing’ menu to the left, or double click to select it from the preview area. 2 In the ‘Logo/Slogan’ section of the SmartStamp® Selections window, select the ‘Insert Slogan’ radio button.

Insert your company slogan

click to change font enter your slogan

slogan and postage preview area

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4 To centre the text and/or to break the text into more than one line. simply select ‘No Logo/Slogan’. <Back to contents Previous page Next page . 7 When ready. This saves you having to manually re-enter the sender address every time you wish to use it. 3 Select the desired typeface and size. The preview area will automatically respond by removing the slogan that was next to the specimen stamp. To remove a slogan from a mailing item. 2 A standard windows font selection window will appear. (Please note that upon installation. Text which is longer than 255 characters will be truncated. You can also tick ‘Set as Default’ to deactivate the slogan for future mailings. The font that your slogan first appears in. then click ‘OK’. 6 If you want to set this slogan as default for future mailings. Sender Address allows you to store up to five different sender addresses for reuse on your envelopes. is dictated by the default font settings. How to change your slogan font settings: 1 Click the ‘Font’ button in the ‘Logo/Slogan’ section of the SmartStamp® Selections window. 5 Tick the ‘Apply to All’ check box below the preview area to put the slogan on all items of your current mailing. mark the ‘Set as Default’ check box. As you enter your text. Add a sender address. the sender address functionality is turned off and all five positions are listed as unused. 8 Click on ‘Cancel’ to ignore the changes. it will automatically appear to the left of a specimen stamp in the preview area below.use SmartStamp® Page: 44 3 Enter the text of your slogan or message in the input field located to the left of the radio buttons. use your space and return keys as necessary. You will just need to click the ‘Sender Address’ option in the navigation bar and activate the ‘Show Sender Address’ box in the corresponding window.) The sender addresses that you enter will automatically be available for future selection. Remember that you can always select ‘Apply to All’ to remove the slogan from all items of the current mailing. click ‘OK’.

A standard windows font selection window will appear. drop-down list stores up to five addresses click checkbox to activate enter sender address preview sender address <Back to contents Previous page Next page .use SmartStamp® Page: 45 How to enter a new sender address for your envelopes: 1 Click the ‘Sender Address’ option in the navigation bar or double click to select it from the preview area. This will open both an input field entitled ‘Sender’ and a drop-down list containing the sender addresses you have entered so far. 6 Select the desired typeface and size. enter or edit the sender address as you wish it to appear on the actual envelope. the relevant data will appear in the input field for editing and automatic storage. 2 Tick the ‘Show Sender Address’ box. select either an unused entry or a used entry that you wish to overwrite. 3 From the drop-down list. 5 Click the ‘Font’ button of the ‘Sender’ section if you want to change the font of the ‘Sender Address’. Insert a sender address 4 In the input field. 7 Tick the ‘Apply to All’ check box below the preview area to put this sender address on all items of your current mailing. The sender address will automatically be saved to the folder on your PC that you selected from the drop-down. Selection of an unused entry clears the field above. then click ‘OK’. With the selection of a used entry.

click ‘OK’. The sender address will automatically be saved to the folder on your PC that you selected from the drop-down. <Back to contents Previous page Next page . mark the ‘Set as Default’ check box. 7 If you want to put this sender address on all items of your current mailing. The ‘Show Sender Address’ check box determines whether the sender address is displayed on the envelope. 5 Click the ‘Font’ button of the ‘Sender’ section if you want to change the font of the ‘Sender Address’. 6 Select the desired typeface and size. 9 When ready. The data relating to this entry will appear in the input field for editing and automatic storage. Select the box to activate and deselect it to deactivate the display of the sender address. 3 Select the required sender address from the drop-down list. mark the ‘Set as Default’ check box. 2 Tick the ‘Show Sender Address’ box. tick the ‘Apply to All’ check box. then click ‘OK’. How to use the Sender Address option to select and/or edit a sender address you have already entered: 1 Click the ‘Sender Address’ option in the navigation bar or double click to select it from the preview area. This will open both an input field entitled ‘Sender’ and a drop-down list containing sender addresses you have entered so far. A standard Windows font selection window will appear. 10 Click ‘Cancel’ to ignore the changes. 4 In the input field. 9 When ready. enter or edit the sender address as you wish it to appear on the actual envelope. 8 If you want to set this sender address as default for future mailings.use SmartStamp® Page: 46 8 If you want to set this sender address as default for future mailings. Selecting or editing an existing sender address. click ‘OK’. 10 Click ‘Cancel’ to ignore the last changes.

use SmartStamp® Page: 47 print envelopes and labels Save a template. After selecting ‘Save’. How to save a Template: The ‘Save’ option on the ‘Templates’ menu allows you to save your current postage settings as reusable templates (for envelopes and labels). a file dialog appears. • It is recommended that you save your template here since this directory will not be deleted when you uninstall SmartStamp® • Type a name into the file name entry field and press the ‘Save’ button • Tick the check box ‘Set As Default Envelope Template’ if you want this template to be your default envelope template • Default label templates can be defined accordingly • In the future. it opens in your templates directory. Save a template type in file name click ‘Save’ <Back to contents Previous page Next page . SmartStamp® will open with this template. By default.

it opens in your templates directory. a file dialog appears.get started Page: 48 How to open a Template: The ‘Open’ option on the ‘Templates’ menu lets you open your favourite stamp settings (envelopes or labels). Open a template select file click ‘Open’ <Back to contents Previous page Next page . After selecting ‘Open’. • Select the template you want to open and press the ‘Open’ button • Tick the check box ‘Set As Default Envelope or Label Template’ if you want this template to be your default envelope or label template • In the future SmartStamp® will open with this template. By default.

Regions outside the printable area are marked as hatched. Alternatively. Make sure that your selected format is suitable for the envelopes or labels you are going to print on. down. you can use the printer offset to move your printable area by adjusting the vertical and horizontal margins. The area highlighted in the diagram on the next page illustrates the hatched areas. select specific input fields and activate the printer offset. You can also access these options via a pop-up menu when you right click on the preview area. left or right • Select – to edit specific input fields • Printer offset – to move the printable area. The hatched area of an envelope or sheet of labels depends on the format on your printer settings and the selected printer from the drop-down list. <Back to contents Previous page Next page .use SmartStamp® Page: 49 Alter the preview to your printable area. The printable area of your envelope or label and the postage mark is indicated by broken lines and depends on local printer settings. Next to the preview area are five control buttons that allow you to zoom in and out. Anything covered by hatched areas will be outside the printable area of your envelope or label. These appear on your preview as diagonal lines. shift the position of your view. • Increase – to magnify the scale of the preview • Reduce – to reduce the scale of the preview • Position – to shift the preview up.

and it is not possible to move any of these items independently. Printable items include your postage mark. Preview to your printable area five control buttons hatched areas <Back to contents Previous page Next page . The printer offset setting is saved with the printer selection and can be set independently for each installed printer.use SmartStamp® Page: 50 Printer offset. You will need to use the printer offset when the margins created by your printer don’t match the margins as you see them in the preview area. The printer offset lets you adjust the printable area. recipient address and sender address. both vertically and horizontally. logo or slogan. by visually moving the print medium behind it.

use SmartStamp® Page: 51 How to apply a printer offset using drag and drop: 1 Select the most appropriate envelope size or label sheet format from the options in the ‘Select a format to print on’ drop-down menu. Apply printer offset using drag and drop select envelope size activate printer offset drag and drop onto preview area <Back to contents Previous page Next page . 2 Activate your printer offset by clicking on the last control button beside the preview area. 3 Drag your envelope or sheet of labels until the printable area is adjusted to the appropriate margins. 4 A trial print will show you whether the postage is printing as you want it. You can see how the margins move as the hatched area increases and decreases over the shadow. The activated printer offset will be indicated by the cursor arrow changing to a double arrow.

How to configure the printer offset with your cursor: • From the main preview area. The printer offset allows you to adjust your printing. they are also adjusted according to the offset. when the right mouse button is clicked in the preview area: Increase magnifies the scale of the preview. using an envelope or label format that is not directly listed in the ‘Select a format to print on’ drop-down box b. and can be activated or deactivated depending on the printer. Select allows you to edit specific input fields. Two of the most common instances are: a. <Back to contents Previous page Next page . Printer Offset allows you to modify the location of the media. adjusting the printing to your printer settings. Position allows you to shift the preview up. • Your mouse cursor will change to indicate that you are in printer offset mode.use SmartStamp® Page: 52 Adjusting a print with printer offset. If the envelope includes a logo and sender address. In both cases. left and right. Reduce minimises the scale of the preview. click on the ‘Printer Offset’ button • You can also set up the printer offset via a pop-up menu. down. The printer offset may be used in lots of different ways. The offset feature moves the stamp and address according to the location of the envelope or label. the printer offset is set up and saved by the printer.

1 From the main preview area. 3 Keep moving your envelope or label until your stamp and address are located in the appropriate printable area. 2 Select ‘Printer Offset’ from the pop-up menu. <Back to contents Previous page Next page . You can also activate and deactivate your printer offset for a specific print.use SmartStamp® Page: 53 How to set up a printer offset 1 Click on the preview area and drag your envelope or label until your stamp and address are inside the printable area. Note that the printable area of the envelope or stamp is indicated by broken lines and depends on local printer settings. Regions that are outside the printable area are marked as hatched areas. 2 Release the mouse button to preview your print. right click on your mouse to display a pop-up menu. Configuring your printer offset to scale. You can also activate and deactivate your printer offset for a specific print. 3 Move the vertical and horizontal offset accordingly. Note that you can view your changes in the preview area while the Printer Offset window is open.

2 Right click to select the printer offset via the pop-up menu. If the printer offset is deactivated. 4 A trial print will show you whether the postage is printing as you want it.use SmartStamp® Page: 54 How to apply a printer offset using the sliding bars: 1 Select the most appropriate envelope size or label sheet format from the options in the ‘Select a format to print on’ dropdown menu. Apply printer offset using sliding bars right click to open printer offset window use sliding bars preview printer offset <Back to contents Previous page Next page . Note that the maximum horizontal and vertical printer offset is 20mm and -20mm. 3 Move the vertical and horizontal sliding bars to increase and decrease the margins between the edges and the printable items. you must activate it manually. You can instantly see on the preview area the margins move as the hatched area increases and decreases over the shadow.

Your selection will be automatically previewed in the main window so that you can see how the postage marked envelope or label sheet will look. Print onto labels. you can add addresses. You can print a single label. you can choose whether you want to print on envelopes or labels. When working with an address in Single Print or in Mail Merge. the address and postage are both applied to the same label. Mail Merge and Bulk Print modes. If you want to change from envelopes to labels and vice versa. <Back to contents Previous page Next page . a pair of labels or a sheet of labels through Single Print. Select an envelope or label format from the ‘Select a format to print on’ drop-down. Mail Merge and Bulk Print modes.use SmartStamp® Page: 55 Choose the right format for envelopes and labels. However. Where there are one. two or four labels per sheet. this will limit the range of labels you can print on. click on the appropriate option from the navigation menu. each label works independently. You can print in Single Print. the labels work as pairs where there are more than four labels per sheet. From the main preview area. Depending on the print mode and size of your labels. special labels and roll labels. SmartStamp® allocates the address and postage mark according to the print mode you have selected. When working in Single Print without an address or in Bulk Print. You can move labels within the same sheet and SmartStamp® will always know which labels comprise the pair. which will open the SmartStamp ® Selections window. SmartStamp® lets you print onto various standard label sizes. logos and slogans to your labels.

When you select Single Print. per A5 sheet) • L30065 > 99.6 x 143. select a label size and format from the format menu.1mm (pair of labels. per A5 sheet) • SLP-2RLE > 36 x 89mm (260 labels per roll) • SLP-SRL > 101 x 54mm (220 labels per roll) <Back to contents Previous page Next page .use SmartStamp® Page: 56 Choose the right label. 1 per sheet) • J8567TM/L7567TM > 210 x 297mm (1 label.1mm (1 label. 14 per sheet) • Bulk print labels/J5101TM > 69 x 38mm (pair of labels. 10 per sheet) • All in one labels/J5102TM > 63.7mm (pair of labels. To change the label size. your postage mark will automatically be placed in the appropriate location. 2 per sheet) • J8169®/L7169® > 99. 4 per sheet) • J8165®/L7165® > 99.5mm (pair of labels.1 x 38. depending on the size of your label. 14 per sheet) New! Seiko roll labels. • J8167®/L7167® > 199.1 x 67.7mm (2 labels.1 x 38.1 x 67.1 x 57mm (pair of labels. 20 per sheet) N New! Avery labels. 1 per sheet) • J8168®/L7168® > 199. ® Avery standard labels.6 x 289. Mail Merge or Bulk Print.1 x 139mm (pair of labels.1mm (2 labels. • Logo labels/J5103TM > 135 x 38mm (pair of labels. 10 per sheet) • J8163®/L7163® > 99. • L30063 > 99. SmartStamp supports the following labels: SmartStamp® special labels.5 x 38mm & 135 x 38mm (pair of labels. 8 per sheet) • J8173TM/L7173TM > 99.

2 per sheet) New! Brother roll labels.1mm (1 per sheet) • J8567TM/L7567TM > 210 x 297mm (1 per sheet) • J8168®/L7168® > 199. 2 per sheet) • Avery R5015TM > 101 x 54mm (1 roll per pack.use SmartStamp® Page: 57 Roll labels. The postage mark height remains unchanged.1 x 99.5mm (2 per sheet) • J8169®/L7169® > 99.6 x 143. • Dymo 99012®/Avery RS013TM > 36 x 89mm (pair of labels.6 x 289. 2 per sheet) • Dymo 99014®/Avery RS015TM > 54 x 101mm (pair of labels. 280 labels) • Avery R5014TM > 38.1mm (pair of labels.1 x 139mm (4 per sheet) • Logo labels/J5103TM > 135 x 38mm (10 per sheet) • All-in-one labels/J5102TM > 69 x 38mm & 135 x 38mm (14 per sheet) • eStamp®2 > 35 x 150mm (2 per sheet) <Back to contents Previous page Next page . 2 per sheet) • eStamp®2 > 35 x 150mm (pair of labels. • DK-22205 > 62mm (continuous roll) • DK-11208 > 38 x 90mm (1 label per sheet) If no logo or slogan is applied. 2 per sheet) • Avery R5013TM > 89 x 36mm (1 roll per pack. If a logo or slogan is applied. the size of the print area reduces to a width of 70mm. only the following label sizes are supported: • J8167®/L7167® > 199. 280 labels) • eStamp®4 > 100 x 50mm (pair of labels.

Select labels for editing. press the mouse button and drag the postage mark to the required label before releasing the mouse button. Edit labels in a bulk print select label format to print on select label to edit click to edit <Back to contents Previous page Next page . you should first create them in the usual way (see page 32). You can select specific labels in order to edit details such as: • address or postage on Single Print with address or Mail Merge • specific postage marks on Mail Merge and Bulk Print. If you want to print postage marks on a sheet of labels but do not plan to use the entire sheet before the post-by date. the label in the top left corner of the label sheet will appear highlighted. To print on selected labels. Then.use SmartStamp® Page: 58 Print specific labels within a sheet. point the cursor at a postage mark which needs to be repositioned. using your mouse. First check with the label manufacturer that you can pass your sheet of labels through your printer more than once. you can avoid waste by selecting specific labels for print. How to select another label for editing purposes: Please note: as default.

Select labels for deletion. You cannot delete the last label (or either of the last pair of labels) of a print. you will be editing only the label or pair of labels you have selected. you can edit as usual. If you delete all the labels on the same sheet. Alternatively. To delete a specific postage or address on labels.use SmartStamp® Page: 59 1 Double click on any label on the sheet displayed in the preview area. If you are working in Mail Merge mode. Edit labels in a mail merge select label format to print on select label to edit click to edit <Back to contents Previous page Next page . it will reset your previous preparation. you can use the pop-up window and select ‘Delete’. the address/postage combination will open for editing. select the label you want to delete and click ‘Delete’ on your keyboard. If you stay in the same print mode. the sheet will be removed from the preview area. If you change print mode. 3 Click ‘OK’ to return to the main preview area. 2 In the SmartStamp® Selections window.

Letter. Large Letter or Packet. 5 Click ‘OK’ to return to the main preview window. Click ‘OK’ to copy this address to the recipient address field. 3 In the SmartStamp® Selections window. • use the addresses from your address book to print one or more envelopes. ‘UK Mail’ and ‘Overseas Mail’ options. you will need to ensure that you select the correct format for your postage item: i. When working in Mail Merge mode. SmartStamp® lets you print to all standard envelope sizes.e. You can also specify the sender address (which will appear on the top left hand corner of the envelope) and add your company logo or slogan to appear next to the postage mark. although you should check that your printer accepts the envelope size you select. either manually enter/edit the address in the recipient address field or click ‘Address Book’ to open your address book directory and select the address you want. <Back to contents Previous page Next page . choosing from the ‘Favourites’. You can: • print one envelope at a time with or without an address • print many envelopes without addresses 1 Select the empty label where you want to add the postage and address. you cannot add new postage to the existing print. 2 Double click on the label or click on ‘Address & Postage’ in the ‘Edit Mailing’ menu to open the SmartStamp® Selections window. you can add a new address/postage combination on empty labels without resetting your current configuration. If the label sheets are full. 4 Select a new postage product if it is different from the last selection.use SmartStamp® Page: 60 Add labels on a mail merge. From 21st August 2006. How to add new postage and addresses to blank labels: Print onto envelopes.

To change envelope size. Select an envelope format select envelope format to print on click to edit <Back to contents Previous page Next page . select the name of the envelope from the ‘Select a format to print on’ drop-down box. SmartStamp® supports the following envelope sizes: • DL envelope > 110 x 220mm • C4 envelope > 324 x 229mm • C5 envelope > 229 x 162mm • C6 envelope > 162 x 114mm The postage mark and address will be automatically placed n the appropriate locations.use SmartStamp® Page: 61 Choose the right envelope. depending on envelope size.

To create.use SmartStamp® Page: 62 Custom formats. under the headers ‘Custom Envelopes’ or ‘Custom Labels’. Change details or settings before printing. 2 In the SmartStamp® Selections window. You can choose your custom envelope or label from the format drop-down list on the preview area. Select a format to print on format options <Back to contents Previous page Next page . modify or delete your custom envelopes or labels you simply choose ‘Define. Click ‘OK’ to copy this address to the recipient address field. SmartStamp® allows you to define your own envelope and label formats. The custom formats you define can be used as easily as the standard ones. How to change the details on an envelope prior to printing: 1 Open the SmartStamp® Selections window from the preview area by double clicking on the preview or clicking on ‘Edit Mailing’..’ from the ‘Custom Envelopes’ or ‘Custom Labels’ sections of the format drop-down list. either manually enter/edit the address in the recipient address field or click ‘Address Book’ to open your address book directory and select the address you want..

Printing tips on the SmartStamp® website <Back to contents Previous page Next page . 4 Click ‘OK’ to return to the main preview area. Load envelopes and labels correctly.® please go to the SmartStamp® website.use SmartStamp® Page: 63 3 Select another postage product from the ‘Favourites’. Click on ‘Advice Centre’ in the ‘Extras’ menu for more information. It is important that you place your postage mark correctly on the envelopes or labels you wish to print. Go to page 69 for more about address books. For more help configuring your printer with SmartStamp. ‘UK Mail’ and ‘Overseas Mail’ options.

There will be three main formats: Letter. New prices and formats. Large Letter and Packet. Select UK postal services ‘UK Mail’ tab product selection area product information button summary of product and any additional services selected <Back to contents Previous page Next page . the way we price post is changing to take into account size as well as weight. From 21st August.com/size New! SmartStamp® now lets you print postage for packages being sent via Special DeliveryTM 9.0 software will automatically update to the new prices.use SmartStamp® Page: 64 postal services and postage marks Get Royal Mail product and service information. Your SmartStamp® 3. please visit www. For more information about prices and formats. On 21st August 2006. A ‘Product Information’ button is provided under the ‘UK Mail’ and ‘Overseas Mail’ tabs in the SmartStamp® Selections window.00am and ad hoc Business Collections. you will need to select the appropriate format ® for your letter or package whenever you print a SmartStamp.royalmail. This links directly to the product information pages of the Royal Mail website.

select ‘UK’ or ‘Channel Islands’. HHow 4 Click ‘OK’ to apply your selected product (and additional services) to your envelope(s) or label(s) and return to the main preview area.use SmartStamp® Page: 65 Delivery within the UK and Channel Islands. to select a product or service for delivery within the UK: 1 Open the SmartStamp® Selections window from the ‘New’ menu by clicking ‘Envelope’ or ‘Label’.e. i. select your: • product • format. 2 From the destination drop-down menu under the ‘UK Mail’ tab. <Back to contents Previous page Next page . Letter. The ‘UK Mail’ tab in the SmartStamp® Selections window lets you choose products and additional services for destinations within the UK and Channel Islands. Please note: some products are only available in specific areas of the UK. 3 From the combination boxes. Your selections and their prices will be displayed in the summary. Large Letter or Packet (from 21st August 2006) • weight of item • additional services.

HHow to select a product or service for delivery within the UK: 1 Open the SmartStamp® Selections window from the ‘New’ menu by clicking ‘Envelope’ or ‘Label’. summary of product and any additional services selected <Back to contents Previous page Next page . select your: Select overseas postal services • destination • product • weight of item ‘Overseas Mail’ tab • additional services. your Standard Parcel items might need to be taken to your local Post Office® branch. 2 Select the ‘Overseas Mail’ tab. Your selections and their prices will be displayed. The ‘Overseas Mail’ tab in the SmartStamp® Selections window lets you choose products and additional services for destinations outside the UK.use SmartStamp® Page: 66 Standard parcels. 3 From the combination boxes. The first drop-down box you’ll see provides a full list of countries in alphabetical order. Please note that like other products. product selection area 4 Click ‘OK’ to apply your selected product (and additional services) to your envelope(s) or label(s) and return to the main preview window. Delivery outside the UK. such as Special DeliveryTM or products requiring additional services.

The ‘Favourites’ tab in the SmartStamp® Selections window contains product selectors saved for easy and immediate reuse. How to remove an unwanted postage value from your Favourites: 1 Open the SmartStamp® Selections window from the ‘New’ menu by clicking ‘Envelope’ or ‘Label’. The selected postage value will disappear from the options available in your Favourites. 3 Select the postage value to be removed and click ‘Remove Favourite’. which will be added to the options available in your Favourites. 2 To save a favourite in Overseas Mail. 4 Click ‘Add to Favourite’ to save your selected postage information. 1 Open the SmartStamp® Selections window from the ‘New’ menu by clicking ‘Envelope’ or ‘Label’. How to add a postage value to your Favourites: Remove postage values from your Favourites. Your selections and their prices will be displayed. You can have a maximum of six products saved as favourites. You can change the products saved in your Favourites by removing items and replacing them with others. 3 Select from the drop-down menu the product class and weight to be applied to your Favourites.use SmartStamp® Page: 67 Favourites Save frequently used postage values. Remove a Favourite remove from your Favourites <Back to contents Previous page Next page . select the ‘Overseas Mail’ tab. 2 Select the ‘Favourites’ tab.

09.06 Example of Standard Parcel postage mark £4. Click on ‘Postcode Finder’ and login to find or check a postcode or address. If you are unsure of a postcode or address. for example.use SmartStamp® Page: 68 Find a postcode or address.06 Example of Second Class Welsh language postage mark 21.09. Every postage mark features a unique eight digit code and barcode. Thick and thin black bars help to identify the class of each item. you can visit www. if the first bar is thin then it represents First Class. You can post your mail up to and including the post-by date.com to look them up.10 21. 21. Example of First Class postage mark Understand the postage mark.09.06 <Back to contents Previous page Next page . which are read by Royal Mail sorting technology to prevent the posting of fraudulent or duplicate items.royalmail.

Your access to these address books depends on which applications you have installed on your computer. SmartStamp® supports the following PC address books: • Microsoft® Address Book (WAB) • Microsoft® Outlook • Microsoft® Exchange (CDO) • Symantec ACT! • Microsoft® Excel (xls) • New! Microsoft® Access (mdb) • New! eBay™ Address Book.use SmartStamp® Page: 69 address books Select your address books. An uninstalled or deactivated address book is shown with a red checkmark. An activated address book is shown with a dark blue checkmark. All installed address books will appear in a drop-down list near the top of the Address Book window. which you can reach via the SmartStamp® Selections window. you can select recipients from address books you have already set up on your PC. In Single Print and Mail Merge modes. <Back to contents Previous page Next page .

Sometimes you may be prompted to select a file from a browser. 3 Click ‘Settings’ and.use SmartStamp® Page: 70 Access and import your PC’s address books. either check or uncheck the ‘Activate’ box to activate or deactivate access to the address book entries. in the pop-up window. Clicking ‘Cancel’ will return you to the Address Book window without saving your changes. 4 Click ‘OK’ to save your settings and return to the Address Book window. 2 Select the address book you wish to activate or deactivate from the drop-down list. Access and import an address book from your PC select an address book to import configure your address book table select an address type and configure layout search for an address within a selected address book <Back to contents Previous page Next page . The ‘Activate’ box is not shown for all types of address book. 5 You will be prompted to select the fields that you want to appear on the address list. How to access a Microsoft® or Outlook addressbook for use with SmartStamp’s Address Book: 1 Select ‘Address Book’ in the SmartStamp® Selections window to open your address book directory.

where your selected database will appear in the database input field. If you select Microsoft Exchange from the drop-down list in your Address Book window. 5 Click ‘OK’ to save your database settings and return to the Address Book window. This option enables you to switch between the various Exchange folders available. This returns you to the previous window. 6 Click ‘OK’ to save your database settings and return to the Address Book window. 4 Click the ‘Automatically log on to server’ checkbox in the user section and click ‘OK’. 4 Locate the appropriate database in the ‘Open File’ window and click ‘Open’. <Back to contents Previous page Next page . click the ‘…’ button to the right of the ‘File location’ input field. 3 Click ‘Settings’ to open a Microsoft® Exchange (CDO) window. Clicking ‘Cancel’ will return you to the Address Book window without saving your changes. 3 Click the ‘Settings’ button and in the pop-up which appears. 2 Select the ‘Symantec ACT’ option from the drop-down list. 5 Select the appropriate profile from the ‘Profile’ drop-down list. You will be presented with a standard Microsoft® ‘Open File’ window. Clicking ‘Cancel’ will return you to the Address Book window without saving your changes.use SmartStamp® Page: 71 Import data from Microsoft® Exchange (CDO). 2 Select the ‘Microsoft® Exchange’ option from the drop-down list. How to access a Microsoft® Exchange folder for use with SmartStamp’s Address Book: 1 Click ‘Address Book’ in the SmartStamp® Selections window to open your address book directory. an extra option will appear below the dropdown list box. ® Import data from Symantec ACT! How to access Symantec ACT! data for use with SmartStamp’s Address Book: 1 Click ‘Address Book’ in the SmartStamp® Selections window to open your address book directory.

How to access data in a Microsoft® Excel file (xls) for use with the Address Book: 1 To open your address book directory.use SmartStamp® Page: 72 Import data from Microsoft® Excel. where your chosen file will now appear in the File Location input field. your address fields will be displayed as A. 3 Click the ‘Settings’ button and in the pop-up which appears. these will be displayed. Clicking ‘Cancel’ instead of ‘OK’ will return you to the Address Book window without saving your changes. 6 Click on the ‘First row column headings’ check box. B. click the ‘Address Book’ button in the SmartStamp® Selections window. click the ‘…’ button to the right of the ‘File location’ input field. 4 Choose the appropriate file and click ‘Open’. 2 Select the ‘Microsoft® Excel’ option from the drop-down list box. 7 Click ‘OK’ to save your file settings and return to the ‘Address Book’ window. If you have configured your Microsoft® Excel file to indicate that the first row of your file contains the column headers. If you haven’t configured your first row of the Microsoft® Excel file to contain the column headers. <Back to contents Previous page Next page . D and E. C. This will return you to the previous pop-up. 8 You will be prompted to select the columns from the spreadsheet displayed. You will be presented with a standard Microsoft® ‘Open File’ window. 5 Use the ‘Worksheet’ drop-down box to select the worksheet you want to read the address data from.

use SmartStamp® Page: 73 ™ New! Import data from eBay. 2 Select the ‘eBay™’ option from the drop-down list box. How to access data from eBay™ for use with the Address Book window: 1 To open your address book directory. click the button ‘Address Book’ in the SmartStamp® Selections window. and go back to the SmartStamp® address book. This step is necessary to comply with eBay’s Authentication and Authorisation policy. 3 Click the ‘Settings’ button. 5 Type in your eBay™ login and password and accept the transfer of your data. Click the ‘eBay™ Registration’ button. A browser window with an eBay™ login screen will appear. If you are using the eBay™ address book for the first time. Just ignore and close this page. After accepting the transfer of data. a token generator page is displayed. Import data from eBay™ enter your eBay™ user name <Back to contents Previous page Next page . the following window appears: 4 Insert your eBay™ username for accessing address data.

please go to ‘My eBay™’ and modify the authorisation settings accordingly. If you would like to change the eBay™ user. Please note that the selection must not exceed a period of 30 days. This will take you back to step 3. click the ‘Change user’ button. The authorisation you granted SmartStamp® in step 5 expires after 18 months. 8 Click ‘OK’ to save your database settings and return to the Address Book window. Import data from eBay™ Select the dates of the auctions you require addresses for <Back to contents Previous page Next page .use SmartStamp® Page: 74 6 The following window will appear (see below): 7 Select the ‘From’ and ‘to’ date of the finished auctions you require the address data for. If you want to cancel it before this. Please note: Royal Mail is not responsible for the content of eBay™ web pages. Clicking ‘Cancel’ instead of ‘OK’ will return you to the ‘Address Book’ window without saving your changes.

enter a password for the database. For example: • Shift the order of the field columns by clicking/holding a field heading with the left mouse button and then dragging/dropping the column header over your desired position in the address entry table • Manually adjust the width of the field columns by clicking/holding the vertical border of the column with the left mouse button. 3 Click the ‘Settings’ button and in the pop-up which appears. 6 Click ‘OK’ to save your database settings and return to the Address Book window. Configure your address table. <Back to contents Previous page Next page . 7 You will be prompted to select the columns displayed on the screen. You will be presented with a standard Microsoft® open file window. then dragging and dropping the border to reach your desired width. 2 Select the ‘Microsoft® Access’ option from the drop-down list. 5 Select the database table from the list below and if necessary. 4 Find the appropriate database file and click ‘Open’. just as you can in Microsoft® Excel. Clicking ‘Cancel’ instead of ‘OK’ will return you to the Address Book window without saving your changes. click the ‘…’ button to the right of the Database input field. where your chosen file will now appear in the ‘Database’ input field. This will return you to the previous pop-up. then dragging/dropping the border to reach your desired width • Automatically adjust the width of a field column to fit the text by double clicking the right-most vertical border of the field column • Sort the contents of the field columns in alphabetical or numerical order by clicking or double clicking the field column header • Adjust the width of the entire address entry table by clicking and holding the right-most vertical border of the window in which the address table appears. How to access data from a Microsoft ® Access database for use with the Address Book dialog box: 1 Click the ‘Address Book’ button in the SmartStamp® Selections window to open your address book directory. You can reconfigure the appearance and order of field columns in your address entry table.use SmartStamp® Page: 75 New! Import data from Microsoft® Access.

How to add or remove fields in your address table: 1 Open the SmartStamp Selections window from the ‘New’ menu by clicking ‘Envelope’ or ‘Label’. and mark this location with a left mouse click. 6 Select the field to be included in the address type by clicking the entry in the list on the left. Clicking ‘Apply’ saves the current field selection but leaves the Field Selection box open rather than returning to the Address Book window. and then right click and select ‘Properties’ to open the Field Selection box. where all entry fields supported by the selected address book are listed on the left. these settings are saved when you close the Address Book window by clicking ‘OK’. The entry will appear highlighted. click ‘Address Book’ to open your address book directory. 5 Click ‘OK’ to save the current field selection and return to the Address Book window. click ‘Address Book’ to open your address book directory. The current address settings for that address type will appear in an input field above these options. 2 In the SmartStamp® Selections window. 3 Click on ‘Properties’ or place your cursor over the address entry table on the left. Uncheck field columns that you want to remove. This opens the Configuration window. 4 Check the boxes to the left of the field columns that you want to include in the listed address entries.use SmartStamp® Page: 76 With the exception of the alphabetical/numerical sorting of content. ® How to specify address field layout on your envelope or label: 1 Open the SmartStamp® Selections window from the ‘New’ menu by clicking ‘Envelope’ or ‘Label’. 5 Place your cursor at the location in the current address settings where a new field is to be inserted. 4 Select ‘Business’. ‘Private’ or ‘Other’ for the address type you wish to reconfigure. <Back to contents Previous page Next page . 2 In the SmartStamp® Selections window. 3 Click ‘Configuration’ in the Address Book window.

and the message ‘Done’ will appear when the search is complete. 8 Edit the layout of the current address settings in the input field by marking. Clicking ‘Cancel’ returns you to the Address Book window without saving changes made to the current address settings. Clicking ‘Apply’ saves the current address settings but the Configuration window remains open. all entries in your address book will appear in an address table to the left of the window. 3 Click ‘Delete Search’ to reset the address table when you have finished with the search function. All found matches will appear in an updated address entry table to the left of the window.use SmartStamp® Page: 77 7 Add the highlighted field to the location in the current address settings by clicking the button or double clicking the entry again. Search for an address. How to search for a specific entry in your address book: 1 Select your address book from the ‘Choose Address Book’ drop-down list in the Address Book window. The message ‘Searching’ will indicate that your search is in progress. 9 When finished. You may also manually enter free text. 2 Enter all or part of a keyword in ‘Search Address Book’ and click ‘Search’. At this point. You may use your ‘return’ and ‘delete’ keys to insert and delete separate lines in the address settings. dragging and dropping with your cursor and left mouse button. click ‘OK’ to save the current address settings and return to the Address Book window. <Back to contents Previous page Next page .

2 Select the ‘Mail Merge’ radio button. click ‘Address Book’ to open your address book directory. 4 Select which address type you wish to use: ‘Business’. SmartStamp® does not save changes you make in your actual address book files. In Mail Merge mode. you can only select one recipient address at any time from an activated address book. Depending on your configuration. The total cost of printing your Mail Merge is displayed at the top top of the screen next to ‘Printing Price’. <Back to contents Previous page Next page . as these files are only imported. ‘Private’ or ‘Other’. you may select one or more recipient addresses from the entries in an activated address book.use SmartStamp® Page: 78 Select an address for single print. 3 Select the postage and press ‘OK’. 7 Click ‘OK’ to copy the recipient address to the postage mark settings and return to the SmartStamp® Selections window. How to select multiple individual addresses for a mail merge: 1 Select ‘Envelope’ or ‘Label’ from the ‘New’ menu. 6 The selected address entry will appear highlighted in the address table. You can change your selection using the up and down arrows on your keyboard. all entries in that address book will appear in an address table to the left of the Address Book window. Then select ‘Single Print’. How to select a recipient address for a single print: 1 Select ‘Envelope’ or ‘Label’ from the ‘New’ menu. and details of that entry will appear in the ‘Edit Address’ input field for further editing and/or configuring. 3 Select your address book from the ‘Choose from these address books’ drop-down list. 2 In the SmartStamp® Selections window. In Single Print mode. Select multiple addresses for a mail merge. 5 Select the recipient address by clicking in the address table.

6 Click ‘OK’ to copy the recipient addresses to the postage mark settings and return to the modified SmartStamp ® Selections window. <Back to contents Previous page Next page . right click over a highlighted section of text and. all entries in that address book will appear in an address table to the left of the window. 7 Click ‘OK’ to copy the recipient addresses to the postage mark settings and return to the modified SmartStamp ® Selections window. ‘Private’ or ‘Other’. To remove ticks from checkboxes. 6 Check the box to the left of each address that you want to use in the table. select ‘Unmark Selection’. How to select multiple consecutively listed individual addresses: 1 Select your address book from the ‘Choose from these address books’ drop-down list in the Address Book window. ‘Private’ or ‘Other’. A tick will appear in the checkbox to the left of each address entry highlighted in the address entry table. from the options listed. left click on the first and last listed addresses that you want to include. Depending on your configuration. All of the entries including and in between your selections will be highlighted. Depending on your configuration. 5 Select an address type for each address: ‘Business’. 3 While holding down the shift key on your keyboard. 4 When finished. all entries in that address book will appear in an address table to the left of the window. 2 Select an address type for each address: ‘Business’. select ‘Mark Selection’.use SmartStamp® Page: 79 4 Select your address book from the ‘Choose from these address books’ drop-down list in the Address Book window. 5 Right click anywhere on the address entry table and. from the options listed. 8 Use the arrows on the preview area to view each page of addresses. release the shift key.

6 Click ‘OK’ to copy the recipient addresses to the postage mark settings and return to the modified SmartStamp ® Selections window. Postage History Postage History allows you to keep track of the postage you print from your local PC via a set of easy to use functions. right click anywhere on the address entry table and. release the ‘ctrl key’. 4 When finished. 5 Right click anywhere on the address entry table and. left click each of the desired individual address entries. from the options listed. <Back to contents Previous page Next page . and displays this information in the following columns: • Date: Date when postage was printed • Time: Time when postage was printed • Address: Recipient address • Postal Item: Product used • Price: Price of postage • Memo: Custom text to categorise mailings • UID: Postage identifier. select ‘Mark Selection’. Depending on your configuration. ‘Private’ or ‘Other’. There is more information on bulk printing in the software help files. 3 While holding down the ‘ctrl key’ on your keypad. select ‘Unmark Selection’. You can access the Postage History from the ‘Extras’ menu to the left of the main screen. As you do so. these entries will appear highlighted. from the options listed. A tick will appear in the checkbox to the left of each address entry highlighted in the address entry table. all entries in that address book will appear in an address table to the left of the window.use SmartStamp® Page: 80 How to select multiple non-consecutively listed individual addresses: 1 Select your address book from the ‘Choose from these address books’ drop-down list in the Address Book window. To remove ticks from checkboxes. The Postage History records details of postage printed from your PC. 2 Select an address type for each address: ‘Business’.

Thanks to sophisticated search functions. After pressing the ‘Search’ button. The Postage History will be lost if SmartStamp® is uninstalled and reinstalled on the PC. Search Postage History Search Postage History Items. the ‘Text’ tab allows you to search for a ‘substring’ (a keyword or phrase) in a set of columns you can choose from. select the column you would like to search use the arrow buttons to select or deselect <Back to contents Previous page Next page . This can be overcome if you export the contents of the Postage History to a file before uninstalling. • Simply select the column name to the left and add it to the list at the right by pressing ‘>>’ • Use ‘<<’ to remove columns in which to search • Click in ‘Search into all columns’ to easily apply your search to all columns. All postage items printed from your PC will be saved in your Postage History. you can easily locate specific postage items from the archived data. The columns in the Postage History can be repositioned and resized.use SmartStamp® Page: 81 The red buttons at the top of the Postage History screen allow you to access the following tools: • Delete: Delete the selected item(s) • Print: Print out the selected item(s) • Export: Export the selection to various file formats • Certificate of Posting: A form you can print out to certify your selected postage at a Post Office®.

Please see earlier in this section for information on how to easily select Postage History items. Use the ‘Start Date’ and ‘End Date’ fields to define the required period. Select Postage History items: The Postage History lets you select multiple rows by using the standard selection for lists (i. You can use the pull down menus on the fields to select dates from a calendar. ‘Shift’ key for intervals and ‘Ctrl’ key for adding individual rows). just right-click.e. Press ‘OK’ to search according to your specification. If you want to clear your search and start again. Make sure you select at least one item. Delete Postage History items: You can delete selected Postage History items by pressing the ‘Delete’ button above the detail list. or ‘Cancel’ to abort the search. press ‘Clear Search’ from the Postage History screen. you can sort rows by the values of the corresponding column.use SmartStamp® Page: 82 The ‘Date’ tag allows you to search for postage items printed in a specific period of time. By clicking on a column header. You can select or deselect all items by clicking the check box in the header of the first column. To mark or unmark the selection. Select Postage History Items right click to mark selection <Back to contents Previous page Next page .

Once you’ve selected your items. Exporting. Please see: Select Postage History items for information on how to easily select Postage History items. Make sure you select at least one item. ready to be printed and taken to the Post Office® to be signed. Export Postage History items. Certificate of Posting gives you pre-printed details of your postage on a document that you can simply take to the Post Office ® for a signature. Excel spreadsheet or HTML file – in a selected directory. At the same time. Exporting is the same as printing Postage History items but it opens a browser so you can choose to save it as a text. You can select up to 12 items from the Postage History. the Internet Explorer printer dialog opens. an Internet Explorer window opens with a printable list of the selected Postage History items. your SmartStamp® software will open Adobe reader with the completed Certificate of Posting. After pressing the ‘Print’ button. <Back to contents Previous page Next page . enabling you to choose your printing options and print out the list. Certificate of Posting.use SmartStamp® Page: 83 Print Postage History items: You can print out selected Postage History items by pressing the ‘Print’ button above the detail list. excluding Special DeliveryTM which has its own certificates.

To start using the SmartStamp® software you must first set up an account.manage your account Page: 84 make payments and manage your account online Your SmartStamp® account is managed within a secure area of the Royal Mail website. You can also download a CSV file so that you can import these expenses into a spreadsheet. To access your SmartStamp® account. On entering your login details. To buy postage online. you will be taken directly to your account home page. just top up your account by credit or debit card or Direct Debit. as you can view it at anytime. A SmartStamp account allows you to manage your expenditure online. Manage your account online ® A great benefit of SmartStamp ® is that you always know what’s going in and out of your account. You will then be issued a customer reference number via email to activate the software. You will then be asked for your account password to access the secure area. select ‘View My Account’ in the left hand navigation menu. which is automatically debited every time you print postage. You can then print postage marks up to the value of your account balance. your account options your customer reference number useful tips link <Back to contents Previous page Next page .

you can manage all aspects of your account. Each time you print ‘real’ postage marks. You can: • top up your account • view your account statement • view your current balance • print an invoice • apply for a refund on unused or damaged postage marks • update your personal details Topping up your account is easy. If you have set up an alert. (See page 19 for more on automatic warnings). Or you can set up a Direct Debit of a regular top up amount that will be transferred every month. You can make one-off payments using a credit or debit card. your account will be debited to the value of the postage printed. you can put money into your SmartStamp® account to print postage. <Back to contents Previous page Next page . 3 Select whether you wish to make a regular or one-off payment. and you will be asked for your account password which will take you to your account home page. Your SmartStamp® account is managed within a secure area of the Royal Mail website. How to top up your account: 1 Click ‘View My Account’ on the left hand navigation of SmartStamp. Here. One-off payments are automatically made using your payment card details as stored in ‘My Personal Details’. Top up your account.® You will be taken to the login area of the Royal Mail website. you will receive a warning when your account is running low. • review your SmartStamp® subscription. 2 Click ‘Top Up Your Account’.manage your account Page: 85 From here. print and download a complete history (see page 80 on viewing Postage History). View your account statement. you can view. To keep track of all the transactions that take place on your SmartStamp® account.

View your account statement your account options your account balance summary of your transactions <Back to contents Previous page Next page . then the balance will need updating.manage your account Page: 86 How to view your account statement: 1 Click ‘View My Account’ on the left hand navigation of ® SmartStamp. and you will be asked for your account password which will take you to your account home page. 2 Click ‘View Your Account Statement’. This balance is updated every time you print a postage mark. If adjustments have been made since you last printed postage (for example. Your current SmartStamp® account balance is shown in the top ® right corner of SmartStamp. View your current balance. you have topped up your account). You will be taken to the login area of the Royal Mail website. Click ‘Refresh’ to update the balance displayed. Now you can see your account activities between these dates. Your SmartStamp® account balance is held in your account area of the Royal Mail website and your last updated balance can always be viewed through the ‘Your account home’ link. 3 Select ‘From’ and ‘To’ dates from the drop-down menus next to ‘View a summary of your transactions’.

SmartStamp® lets you view your account statement and export this data as a CSV file to use with your usual invoicing software (for example. <Back to contents Previous page Next page . 3 Now you have two options: • ‘Physical Evidence’ offers you a form to print. However. It is a good idea to test your postage before you start paying for real SmartStamps. How to apply for a refund on postage marks: 1 Click ‘View My Account’ on the left hand navigation of SmartStamp. New! Now you can use your Postage History to print your own statements. 2 Click ‘Apply For A Refund’. we can offer you a refund.® You will be taken to the login area of the Royal Mail website. complete and return by Freepost to Royal Mail. Apply for a refund. In this case. and you will be asked for your account password which will take you to your account home page. This is why we’ve included a ‘Trial Print’ function. Microsoft® Excel).manage your account Page: 87 Print a statement. Go to page 80 for more on Postage History. enclosing the postage mark(s) that you do not wish to use • ‘No Physical Evidence’ offers you an electronic form where you are asked to supply the date and time of printing your postage mark and the reason you are requesting a refund. there is the possibility that you may accidentally print postage onto envelopes or labels that are damaged or you don’t wish to use.

<Back to contents Previous page Next page . click ‘Review Your Subscription’ to view your previous subscription payments and change your payment method. Opening hours are Monday to Friday.manage your account Page: 88 In either case. where you will be asked for your account password. 2 At the top of your account home page. 8am to 6pm. Your SmartStamp® subscription information is held in your secure account area of the website. please call our customer helpline on 08456 001 334. where you will be asked for your account password. Review your SmartStamp® subscription. 2 At the top of your account homepage. Update your personal details. click ‘Change Your Personal Details’ to update all the details stored. How to change your details as registered with SmartStamp®: 1 Click ‘View My Account’ on the left hand navigation to go to the login area of the Royal Mail website. action must be taken within seven working days of printing your postage incorrectly. Local call rates apply. If you need any further help. How to review your SmartStamp® subscription: 1 Click ‘View My Account’ on the left hand navigation to go to the login area of the Royal Mail website.

If your print and account passwords are the same. you will be emailed a emporary new password. <Back to contents Previous page Next page . 2 You will be prompted for your date of birth and asked the security question that you entered when you originally registered. If you have forgotten either of your passwords. 3 Click ‘Change Your Print Password’ and choose a new password for printing. Once you have supplied the correct answers. 2 Login to your Royal Mail account and navigate to ‘Update Your Personal Details’. follow the instructions for account passwords. You will be asked for your account password. which you must change later. each with a slightly different function: • Your print password lets you print real postage marks from your software • Your account password lets you access your account pages (to view your statement and top up your account on the Royal Mail website).troubleshooting Page: 89 I’ve forgotten my password. How to change your print password: 1 Click ‘View My Account’ on the left hand menu. but you should click on ‘Forgotten Your Password’. follow the instructions opposite. SmartStamp® requires two passwords. How to change your account password: 1 Click ‘View My Account’ on the left hand menu. For extra security.

At the top of your account home page. click on ‘Apply For A Refund’. If you are having difficulties connecting to your printer. it is likely that there’s a problem with Microsoft® Windows or your printer driver. To find the refund form. What shall I do? There may be a number of reasons why your account has been suspended. first check your SmartStamp ® internet settings. If your internet connection is not working. Check if your proxy settings are correct. to access the internet. (Note that SmartStamp® uses Internet Explorer settings for this.troubleshooting Page: 90 My account has been suspended. are your network settings correct? Can I get a refund on unused or damaged postage marks? If you print unwanted or damaged postage marks you can claim a refund. These can be found on the ‘Connections’ tab of the ‘Options’ in the ‘Settings’ menu. You will need to complete a form and send the unused postage marks to a Freepost address within seven working days. Try a test print by selecting the appropriate printer from the Windows Control Panel. it may be that you don’t have Internet Explorer set up properly. Go to page 87 for more on refunds. click on ‘View My Account’ on the left hand menu and login. Please call the SmartStamp ® helpline on 08456 001 334 for assistance. The refund process is managed on the website. such as Netscape. If the settings appear to be correct. next use the Internet Connection Wizard to try to automatically reset your connection. I’m having trouble with my printer and/or internet connections. You should check the following: • Is your modem working and correctly installed? • Are your ISDN card settings correct? • If you use a LAN. <Back to contents Previous page Next page .) Any persistent problems may be due to a hardware configuration. If you use a different browser.

<Back to contents Previous page Next page . How to cancel or reset a print: 1 Open the SmartStamp® Selections window from the preview area by double clicking on the preview area or ‘Edit Mailing’. From here you can change individual items as required. Go to page 31 for more on trial printing. you cannot cancel the print. If at any time you are unsure about your items printing correctly. use the Trial Print feature to print a sample specimen of your envelope or label. 2 You will not be able to cancel your existing mail merge or bulk print. All the previous set up is then lost and you can start again. Go to page 87 for more on refunds. ‘OK’ will save any changes you make to your Favourites. Once you click ‘Print’ and successfully enter your password. and these changes will be stored for reuse in all other print modes beside your current print.troubleshooting Page: 91 Can I abandon or reset a print? At any time before you click ‘Print’ on the preview area. you can change your mail items by double clicking the preview area or clicking ‘Edit Mailing’. or cancel to start again. 3 Click ‘OK’ to close the SmartStamp® Selections window and return to the main preview area. If you would like to abandon a print set up. you can claim for a refund. select ‘Envelope’ or ‘Label’ from the ‘New’ menu. If your items are unwanted or do not print correctly. This trial print will not be valid postage and no cost will be debited from your account. but you can reset your print by selecting a different print mode and returning to your existing one.

troubleshooting Page: 92 Can I change the settings for a complete mail merge? Individual items can be changed in a mail merge and you can alter the sender address. Can I change the settings of one item in a mail merge? In Mail Merge mode. To apply the changes to all items. logo and postage. Go to page 37 for more on changing settings for a complete mail merge. Double click the preview area or click ‘Edit Mailing’ to open either the envelope postage mark and address or the label pair compound by address and postage mark. <Back to contents Previous page Next page . just select the ‘Apply to All’ button from the SmartStamp ® Selections window. you must set up a new mail merge. or you can apply the changes to all the items in the mail merge. You can simply print a single page once you have edited it. To add another address to an envelope. you can change the following settings on individual items without affecting all other items in the mail merge: • Postage products (see page 37) • Recipient address (see page 37). slogan. whichever you are working on. You can add another address to a mail merge on an empty label within the same sheet.

click on ‘Uninstall SmartStamp®’ on the Windows Start menu or open your windows Control Panel and select ‘Add/Remove Programs’ in the normal way. How do I uninstall SmartStamp®? ® To uninstall SmartStamp. but you can only use addresses from one address book at a time. either merge all the addresses into a single address book or perform two separate mail merges. How does Royal Mail process postage created by SmartStamp®? Every time a postage mark is printed using SmartStamp® technology.troubleshooting Page: 93 Can I use SmartStamp® with more than one address book? SmartStamp® supports more than one address book. If you need to perform a mail merge using addresses held in more than one address book. please call 08456 001 334. it is uniquely identified as it makes its way through the Royal Mail network to ensure that the correct value has been paid and your item is delivered to the specified address. <Back to contents Previous page Next page . when using labels. If you have trouble downloading the software. Go to ‘View My Account’ on the left hand menu and click ‘Order more copies of software’. you can add addresses to blank labels from other address books. Additionally. How do I get additional SmartStamp® software? You can download it from the website.

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