VTS Label Printer Getting Started

We have tried to ensure that VTS Label Printer works with as many printers as possible. If your printer supports printing four by six inch photographs (which most modern inkjet printers do), then you should have no problem printing on either pre-cut four by six inch labels such as those supplied by the RNIB, or on A4 sheets containing four four by six inch labels. If your printer does not print on photographs or is a laser printer, then we would recommend purchasing a pack of four by six inch labels where four are supplied per A4 sheet. On a sheet where four labels are included, each quarter section of the page represents a label.

If you place an A4 label sheet on a flat surface in front of you with the short edge of the page towards you, Fold the sheet in half towards you, so both short edges meet. Next, fold the sheet in to quarters left to right. When you open the page up back to its original state, you will find that creases have been formed where each label is located on the A4 sheet. All printers can print on A4 paper so we see no reason why A4 label sheets should not work in all printers. We would recommend seeking sighted help the first time you print off a label, or using an OCR app to scan the sheet to see on which label the address has been printed. We can also advise you via Skype video if no sighted help is available. Please see the “Printing your label” section of the getting started guide for more information.

Installation

We offer 2 versions of VTS label printer. A trial version and a full version.

Using the Trial Version

The trial version can be used to test the program's functionality for printing on labels. You cannot change the default sender and recipient addresses or use any of the program's other functions. We recommend downloading the trial version before you purchase the full version if you are at all unsure if this program will meet your needs. Please click here to download the trial. The trial version does not require installation. Please refer to the "using the program section" to get started using the trial.

Using the full version

If you have not already done so, please click here to download the latest version of VTS Label Printer.

Please note: During installation, you will need the serial number that was emailed to you when you purchased the program. If you have not received your serial number despite having paid for the software, please Contact Us and let us know.

Run the setup file as you would run any other program. It is not necessary to save the file unless you wish to do so. You will be guided through the installation of the program step by step. When the installation is complete, an icon called “VTS Label Printer” will be placed on your desktop, and a folder called “VTS Label Printer” will be created in your “Start” menu under the “All programs” menu.

Using the program

Click on the “VTS Label Printer” icon on your desktop or via the “Start” menu to launch the program. The interface consists of a number of options described in the following sections. When the program opens, your focus will be on the “Please select label type” combo box. The following options are available as you arrow down through the combo box and press tab.

RNIB Pre-printed "Articles for the Blind" label

This option is used if you have purchased "Articles for the Blind" labels from the RNIB that already have "Articles for the Blind" printed as a heading on the label. You must make sure that your printer can support four by six inch labels before inserting an RNIB label to print on.

Blank four by six inch label

This option is used if you wish to print the sender’s and the recipient’s addresses on a blank pre-cut four by six inch label with the “From” and “To” headers.

Blank four by six inch label with label header

This option is used if you wish to print on a pre-cut four by six inch label which is totally blank, but you wish to include a label header. If you tab once at this point, you will be given the option to select which header you would like to print. "Articles for the Blind" or "Free Matter for the Blind".

Blank A4 sheet with four labels

This option is used if you wish to print the sender’s and the recipient’s addresses on an A4 sheet containing four blank labels with the “From” and “To” headers. Tabbing once at this point will allow you to select where the address should be printed. On the top left label, the top right label, the bottom left label or the bottom right label.

Blank A4 sheet with four labels and label header

This option is used if you wish to print the sender’ and the recipient’ addresses on an A4 sheet containing four labels with a label header. If you select this option and press tab, you will be prompted to select which header you would like to print, "Articles for the Blind" or "Free Matter for the Blind".

If you press tab for a second time, the program will allow you to select where the address should be printed. On the top left label, the top right label, the bottom left label or the bottom right label.

The sender address

The sender address is displayed in a read-only field that you can read with your arrow keys. When you first launch the program, this field will not contain a sender address. To add your sender address, tab to the “Edit current sender address” button and press enter or you can use the Alt S keyboard shortcut.

Enter your address in to the fields provided and click the “Overwrite and save as default sender address” button to save your changes. You do not need to fill in all the fields, simply fill in the relevant information for your address. If you find that your address is really long, you can use the other edit fields to print the remaining part of the address. For example, the company name "Helping Hands for the Blind" is quite a long name. You can use a combination of the first name, last name and company fields to enter the information. The company name field should be able to accommodate most company names. The program will print the fields in sequence so just use each field as necessary. If a field is left blank, the program will simply print the next field that contains some information. It will not print blank fields as blank lines. After adding the address, you can check the sender address field to ensure the correct address will be printed.

Follow the same procedure if you wish to edit your sender address in future.

Please note that if your screen reader reads the address out with commas, the commas will not be printed on the label. The commas are there to separate the various address fields and are nothing to worry about. If you are experiencing this issue, we recommend setting your punctuation to some or none for the “VTS Label Printer” program if this becomes annoying. If you are not sure how to do this, please Contact Us and we will be happy to help.

The recipient address combo box

This combo box contains a list of all your saved addresses. When you launch the program for the first time, this will not contain any addresses.

Adding addresses

You can add addresses by tabbing to the “Add new recipient address to the address book” button and pressing enter or you can use the Alt A keyboard shortcut. Enter the recipient address using the same procedure that you used to enter the sender address (see “The sender address” section). When you have finished entering the address, click on the “Add new recipient address to the address book” button to save your changes. You should then be notified that your address has been saved. Press enter on OK and you should be back in the combo box to select your recipient address, with the address you just entered already selected.

Please note that if your screen reader reads the address out with commas, the commas will not be printed on the label. The commas are there to separate the various address fields and are nothing to worry about. If you are experiencing this issue, we recommend setting your punctuation to some or none for the “VTS Label Printer” program if this becomes annoying. If you are not sure how to do this, please Contact Us and we will be happy to help.

Editing an existing address

To edit a saved address, arrow to the address in the recipient address combo box and tab to the “Edit selected recipient address” button and press enter, or you can also press Alt E when in the combo box to bring up the address editor. Change the information in the various boxes by tabbing, then click the “Overwrite recipient address” button to save your changes. Press enter on the “Yes” button to confirm that you wish to overwrite the existing recipient address. You should receive a prompt notifying you that the new address has now been saved. Press enter on the “Ok” button to return to the recipient address combo box. If you press the “No” button when saving your changes, you will be taken back to the editor to correct your address.

Removing an Address

To remove an address, navigate to the recipient address combo box. Arrow to the address you wish to delete and press Alt R to remove it or tab to the “Remove selected recipient address from the address book” button and press enter. You will be asked to confirm if you wish to remove the address. Press enter on the “Yes” button if you wish to delete the address, or tab to the “No” button and press enter to keep the address.

A guide to inserting labels in to various printer types

There are various types of printers on the market and they all work in much the same way. What does change from model to model and manufacturer to manufacturer is the way paper is handled and printed upon.

The first time you print a label, we strongly recommend seeking sighted help if you are confused by the below descriptions. We can also help you via Skype. If you have a camera, we can try our best to describe to you how your label is being printed via video call, so that you know how to put labels in to your printer correctly. Please Contact Us and we'll be more than happy to help.

Printing on an A4 sheet containing four labels

When using A4 sheets containing four labels, you do not have to print on all four labels at once. Once you have worked out how to insert the sheets in to your printer and how the printer is printing off your address on the top left hand label, you can then insert the sheet again to print off the label on the top right label etc. You do not need to change any printing options for this to work. So you can insert your labels as you would any A4 sheet of paper, click the “Print” button (or use the Control P keyboard shortcut) and then click the “Ok” button to print. Descriptions of how your labels should be inserted and printed are below based on printer type.

I have an inkjet printer and paper is taken from the back

If your paper is taken from the back of your inkjet printer, it should come out of the front print side up with the top edge towards you. So if you remove the A4 sheet from your printer and turn it clockwise 180 degrees, it will be the right way up as you're looking down at it. The address will be printed in the top left hand corner if that's the option you selected. To put the sheet back in to the printer to print on another label, turn it anticlockwise 180 degrees and put it back in to the printer's paper tray.

I have an inkjet printer and paper is taken from the front

If your paper is taken from the front of your inkjet printer, it should come out of the front print side up with the top edge towards you. So if you remove the A4 sheet from your printer and turn it clockwise 180 degrees, it will be the right way up as you're looking down at it. The address will be printed in the top left hand corner if that's the option you selected. To put the sheet back in to the printer to print on another label, turn it anticlockwise 180 degrees so the top edge is towards you. Then flip it over away from you so the sheet is print side down and put it back in to the printer's paper tray.

I have a laser printer and paper is taken from the back

If your paper is taken from the back of your laser printer, it should come out of the front print side up with the top edge towards you. So if you remove the A4 sheet from your printer and turn it clockwise 180 degrees, it will be the right way up as you're looking down at it. The address will be printed in the top left hand corner if that's the option you selected. To put the sheet back in to the printer to print on another label, turn it anticlockwise 180 degrees and put it back in to the printer's paper tray.

I have a laser printer and paper is taken from the front

If paper is taken from the front of your laser printer, the paper is usually ejected with the print face down with the top edge towards you. To put the label sheet back in to your printer, you will need to slide it in with the print facing upwards top edge first, so if you flip the sheet over away from you and insert it in to your printer, you can print on the remaining labels.

Printing on pre-cut four by six inch labels

Some printers have a dedicated photograph tray. This tray is ideal for printing labels as the label is exactly the same as a four inch by six inch photograph. The following instructions assume you are printing the labels on an inkjet printer with either a dedicated photo tray, or a printer with a section for printing off labels and photographs. Laser printers do not normally support printing on four by six inch labels.

If your photograph or paper tray is located at the front of your printer, the labels will usually be inserted face down. If using RNIB's pre-printed “Articles for the Blind” labels, you would insert the label with the cut off corner to the top left face down. If your paper is taken from the back, you will need to put the label in to the printer with the label side facing towards you. In the case of a pre-printed RNIB label, the cut off corner would need to be at the bottom left.

When you have set all your desired address options, press the “Control P” keyboard shortcut to bring up the print dialogue or tab to the “Print” button and press enter. Tab to the “Printer properties” button and press enter. Your printer’s settings page will be displayed. Unfortunately as many printers have different settings pages, we cannot be more specific but the setting you are looking for is the paper size setting. You need to set your paper size to four by six inches (10 by 15 CM). Do not try printing on the label without changing the paper size. The paper size must be set for the program to work properly. Click the “Ok” button when you have set your paper size. Then click the “Ok” button to print your label.

Getting Help

At any time, you can press enter on the “Help” button in the program or press the F1 key to bring up this getting started guide.

Backing up your addresses

The program stores all your addresses in the installation directory of the “VTS Label Printer” program. To backup your addresses, please do the following:

  • Press the windows key and the letter “R” together to open the Run dialogue box.

  • If running Windows 32 bit, copy and paste the following in to the run dialogue box:

C:\Program Files\ViTech Solutions\VTS Label Printer\

And press enter.

  • If running Windows 64 bit, copy and paste the following in to the run dialogue box:

C:\Program Files (x8six)\ViTech Solutions\VTS Label Printer\

And press enter.

  • Copy and paste the “Recipient_Addresses” file and “Sender_Addresses” file to your desired backup folder, such as “My Documents”.

The backup is complete and you have exported your addresses.

Please note, you should refrain from renaming these files, as when you come to reimport them back into the VTS Label Printer folder, VTS Label Printer will only look for files with the names “Recipient_Addresses” and “Sender_Addresses”. If you need to rename them, please be sure to change them back to their original names.

To reimport them again, follow the procedure above up until you get to the “VTS Label Printer” folder. Copy and paste your “Recipient_Addresses” file and “Sender_Addresses” file back across in to the program folder, replacing any existing files of the same names. VTS Label Printer will automatically detect the addresses that you have saved in the files and display them the next time the program is launched.

We hope to add a function to export addresses directly from the program in the future.

Troubleshooting

When printing anything, a number of factors can prevent you from printing or can cause problems. We encourage you to print off some test labels before using the program for sending mail regularly, and if possible to double check the address using an OCR application or sighted help when you've printed your address labels. We can provide assistance via Skype if sighted help is not readily available. If nothing is printing on your label, please check your ink cartridges and label orientation. Please also ensure that your paper size is set correctly, especially if printing on four by six inch labels. If the printer is not responding, check for paper jams, low ink levels and that the printer is powered on. We have done everything in our power to ensure that addresses are printed consistently and accurately.

We will not be held responsible if mail is addressed incorrectly, if there are errors with the address or if mail does not reach the intended recipient. All tests we have carried out when sending mail with this program have been successful and mail has reached the intended recipient. Always double check your sender and recipient addresses before sending. Do not use the "Articles for the Blind" or "Free Matter for the Blind" services to send packages if you or the person you are sending to are not visually impaired. Instead, use the blank label option to print your addresses and use a stamp to send your mail.

Feature Requests

We always enjoy hearing constructive comments from our users. If you have any suggestions for improvements we could make to the program or features you'd like to see included, please contact us and let us know. We will do our utmost to include them in future releases of the program. Unless users tell us what they want from the program, we can't improve. We look forward to hearing from you.

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