Brother Ql550 Owners Manual

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z CREATING LABELS
The Label List
Creating Labels Using a Layout Style and Data from the Label ListThe label layout can now be created using the fields in the Label List as a guide.
„What is a Layout Style?• A Layout Style lets you easily use a variety of previously registered label layouts.
• You can also register new layouts you have created and quickly and easily recall these for use 
again later.
„When is this useful?• You can easily create labels by simply selecting a Layout Style then just entering text in the layout 
displayed in the P-touch Editors Layout window.
• You can quickly create and print labels using the Merge Fields function to automatically arrange 
data from a Label List or database in the desired layout.
„Choosing a Default Layout StyleA default layout style can be selected for each individual DK roll type.  Initial defaults have been set 
and are indicated with the word “default” as part of  the Layout Style name.
To set a default layout style for a particular DK roll type.
1Load the DK roll, for the type you wish to set the default style for, into the QL-500/550.
2Click the Format menu, and then click Apply Layout Style to open the list of available 
layout styles to select from.  Use the category pull down menus to select layout styles 
from alternate categories.  
3Click on the applicable layout style and Click OK.  This will set the default layout style 
for your loaded DK roll type.
4Close the window and repeat steps 1-3 for each DK roll type.
„Using a Layout Style to create a label.
1Click the Format menu, and then click Apply Layout Style.The Apply Layout Style dialog box appears.
If the layout style you want is not in any of the category lists, create a new layout style 
(refer to the “Using a Layout Style to create a label” section). 
						

							CREATING LABELS
48The Label List
2Select the appropriate layout for the label you want to 
create, and then click  .
The Merge Fields dialog box appears.
3On the new layout, each field has a name, indicated 
in the Merge Fields dialog box as Layout Object. For 
each field, assign an object from the Label List. To 
assign the object, click on the Layout Object in the 
left column, and the corresponding Label List 
Object in the right column. Repeat for all the 
objects. When finished, click   to return to 
the label layout and view the label.
„Creating and registering a new Layout Style using the Label List fieldsWhen there is no pre-designed New Layout Style for the label you want to create, you can design a 
new layout and register it as a New Layout Style.
1Click the File menu, point to New and the click New Layout to create a new layout.
Each label size has default Layout Style.  For each, the layout 
style used the last time for that specific label size will be 
automatically saved and used the next time. 
						

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z CREATING LABELS
The Label List
2To add the field from the Label List to the label layout, 
click on the field selector of the field you want to add 
to the label, and then drag and drop it on the layout.
A pop-up menu appears.
3Select “Text” from the pop-up menu.
The field is added to the layout and displayed as text.
4Repeat steps 1 and 2 to add more fields to the layout.
5Arrange the objects on the layout, and apply any 
format settings to complete the layout.
6Select Layout Style   and click   (Save).The first time you register a new layout, the Add category dialog box appears. Enter a category 
name. Any layouts registered by you will be stored in this category.
If “Bar Code” is selected, the field is added and displayed as 
a bar code.
You can add multiple fields at once by holding down the Shift 
key and selecting contiguous field selectors. 
						

							CREATING LABELS
50The Label List
„Printing labels from the Label List
1Click   in the Print properties box to open the 
Print dialog box and select the print options. Refer 
to “Print Options” on page 37 for details.
2Select a Print Range option to select which records are printed.Refer to the Print Range Options table for details.
3Click The specified labels are printed.
zPrint Range Optionsz
The “Auto Cut” option is not available when using the 
QL-500.
SettingDetails
All Records Prints all records in the Label List. 
Current Record Prints the record currently displayed. 
Selected Record(s) Prints the record(s) currently selected in the Label List.
Record Range Prints the records designated by the “From” and “To” range 
settings. 
• Optionally, a record can easily be printed by selecting the record in the Label List, then clicking   in 
the Standard toolbar. 
• You can select multiple non-contiguous records for printing with the Selected Record(s) and Record Range 
options by holding down the [Ctrl] key and selecting the desired records. 
						

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z CREATING LABELS
Using P-touch Editor with Other Applications
If during software installation the Add-In feature was selected, an Add-In function is also installed for 
Microsoft Word, Microsoft Excel and Microsoft Outlook (provided these applications are installed on 
your personal computer). Using these Add-In functions, you can quickly and easily create a label by 
highlighting the information and clicking the P-touch icon.
Add-In UtilityThe Add-In Utilty allows you to install/uninstall the add-In function for selected programs.
To start the Add-In Utility, click the Start button on the task bar, point to All Programs (or Programs), 
point to P-touch Editor 4.1, point to P-touch Tools, and then click Add-In Utility.
In the Brother P-touch Add-In Settings dialog box, check the checkbox of the applications that you 
want to use the P-touch Add-In with, or uncheck the checkbox of the applications that you do not 
want to use the P-touch Add-In with.
Using P-touch Editor with Other Applications
• The Add-In function can be installed to the following applications and versions:Microsoft Word 97/2000/2002/2003, Microsoft Excel 97/2000/2002/2003, Microsoft Outlook 2000/2002/2003.• After installing the Add-In functions for Microsoft 
Word, Microsoft Excel or Microsoft Outlook, the 
Security Warning dialog box may appear when 
starting these applications, depending on the 
applications security settings.
If this dialog box appears, check the Always trust 
macros from this publisher. checkbox, and then 
click the Enable Macros button.
Refer to Help of the application you are using for 
details on security settings.
Make sure that the applications you want to change the settings for are not running before changing the 
settings. 
						

							CREATING LABELS
52Using P-touch Editor with Other Applications
Microsoft WordYou can start the P-touch Add-In and copy the highlighted data directly onto a label from Microsoft 
Word. The highlighted data is copied as text and automatically added to a new record created in the 
Label List. The Title and Body fields of the new record are then merged into a new label layout, which 
is displayed in the Add-In Preview window.
„Creating a label using data from Microsoft Word
1Open a Microsoft Word document and select the data you wish to place on a label. To 
select the data, highlight the text. 
						

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z CREATING LABELS
Using P-touch Editor with Other Applications
2Click   in Microsoft Word’s standard toolbar.P-touch Editor starts and the Add-In Preview window appears showing the newly created label.
Add-In Preview window toolbar
Toolbar
Preview window
Displays a preview 
of the label with the 
copied data
Print buttonPrints the current label.
Print Settings buttonOpens the Print dialog box.
Check Media buttonChecks the size of the DK Roll currently inserted in the QL-500/550.
Change Paper SettingOpens the Paper Settings dialog box.
Zoom controlsZoom in or zoom out on the label layout, or select the magnification using the pull-down list.
Previous/Next Record buttonsDisplays the contents of the previous/next label.
Edit buttonOpens the current label in the P-touch Editor Layout window for editing.
Label List checkboxWhen checked, the imported data is added to the Label List.
Select Layout ButtonOpens the Layout Style window for selecting Layout Style.
Help buttonOpens the P-touch Editor Help.
Close buttonCloses the Add-In Preview window.
• Refer to P-touch Editor Help for other methods of starting P-touch Editor from within Microsoft Word.• An error message appears if there is no data highlighted, or if the data highlighted contains an object 
not supported by P-touch Editor.
• Refer to “How Microsoft Word data is added to the Label List” on page 54 for details of how the 
selected data is automatically added to the Label List.
• The P-touch Microsoft Word Add-In cannot be used if Microsoft Outlook is currently in use. Close 
Microsoft Outlook and restart Microsoft Word to enable the Add-In. 
						

							CREATING LABELS
54Using P-touch Editor with Other Applications
3Click   to print the label.
„How Microsoft Word data is added to the Label ListA new record is automatically created and the text in the selected data is added to the following 
fields.
• The current date is added to the Date field.
• The first line is added to the Title field.
• All remaining lines are added to the Body field.
Microsoft ExcelYou can start the P-touch Add-In and copy the highlighted data directly onto a label from Microsoft 
Excel. The highlighted data is copied as text and automatically added to new records created in the 
Label List. The Title, Body and Code fields of the new record are then merged into a new label 
layout, which is displayed in the Add-In Preview window.
„Creating a label using data from Microsoft Excel
1Open a Microsoft Excel worksheet and select the data you wish to place on a label. To 
select the data, highlight the text.
To edit or customize the text or label layout, click  .
The full P-touch Editor screen appears and you can edit the label.
• Uncheck the Label List checkbox in the Add-In Preview window when you do not want to register the 
data in the Label List.
• The data is copied onto a label formatted with the default Layout Style. To change the Layout Style, click 
 to open the full P-touch Editor screen and edit the layout or apply a different Layout Style. Refer to 
“Creating Labels Using a Layout Style and Data from the Label List” on page 47 for details. 
						

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z CREATING LABELS
Using P-touch Editor with Other Applications
2Click   in Microsoft Excel’s standard toolbar.
P-touch Editor starts and the Add-In Preview window appears showing the newly created label.
3Click   to print the label.
„How Microsoft Excel data is added to the Label ListA new record is automatically created for each row selected and the text in the selected data is 
added to the following fields.
• The current date is added to the Date field.
• The content of the first cell in the row is added to the Title field.
• The content of the remaining cells in the row is added to the Body field.
• If the last cell selected in the row contains numeric data and hyphens only, the content of that cell 
can be added to both the Body field and the Code field.
• Refer to P-touch Editor Help for other methods of starting P-touch Editor from within Microsoft 
Excel.
• An error message appears if there is no data highlighted, or if the data highlighted contains an object 
not supported by P-touch Editor.
• Refer to “How Microsoft Excel data is added to the Label List” on page 55 for details of how the 
selected data is automatically added to the Label List.
• Refer to Add-In Preview window toolbar on page 53 for descriptions of each button.
• When several records are selected and imported, use the Previous/Next Record buttons to preview the 
label for the previous/next record.
• If you wish to import the last column of data (if numeric) into the code field, check the Import Into 
Code Field checkbox on the Add-Ins tab of the Options dialog box.
• The maximum number of rows that can be selected and printed in a single print job is 500.
• When printing, the records selected to be printed will be counted from the bottom of the list to the 
top. To print records 1 & 2 in a list of 10, select records 9 & 10 to be printed.
To edit or customize the text or label layout, click  .
The full P-touch Editor screen appears and you can edit the label. 
						

							CREATING LABELS
56Using P-touch Editor with Other Applications
Microsoft OutlookYou can start the P-touch Add-In and copy the highlighted data directly onto label from Microsoft 
Outlook. The highlighted data is copied as text and automatically added to new records created in 
the Label List. The Title, Body and Code fields of the new record(s) are then merged into a new label 
layout, which is displayed in the Add-In Preview window. Data can be imported from the Contacts, 
Calendar, Deleted Items, Drafts, Inbox, Journal, Notes (not including the Notes dialog box), Outbox, 
Sent Items and Tasks windows.
„Creating a label using data from Microsoft Outlook
1Open Microsoft Outlook Contacts and select the data you wish to place on a label. To 
select the data, highlight the contact name.
2Click   in Microsoft Outlook’s standard toolbar.
P-touch Editor starts and the Add-In Preview window appears showing the newly created label.
• Uncheck the Label List checkbox in the Add-In Preview window when you do not want to register the 
data in the Label List.
• The data is copied onto a label formatted with the default Layout Style. To change the Layout Style, click 
 to open the full P-touch Editor screen and edit the layout or apply a different Layout Style. Refer to 
“Creating Labels Using a Layout Style and Data from the Label List” on page 47 for details.