Printing Barcodes

The Simple Way

Now that you have the barcodes created on your screen that you need, it is time to print them. If you just need the barcodes printed on paper, you can print the codes using your browser’s “print” option. Be sure to set the print size to 100%.

The Advanced Way

If you want to print the barcodes on peel-and-stick labels or want to create ID cards, you dothis by exporting the codes shown on your screen and then doing a mail merge in Word. Before you do this, be sure to download the font called “Code 39” for any computer from which you will need to print barcodes. You can easily do this at http://www.barcodesinc.com/free-barcode-font/. Download the font and then install it. If you need help downloading or installing the Code 39 font, consult your local IT staff. On the screen where you create your barcodes, you will see a link to “Export” your list.

Click this link and VeriTime will open this file in Microsoft Excel. Save this spreadsheet in .csv format.

If you open the .csv file to look at the file you are saving to your computer, you will see something similar to this:

For a “User” barcode, this is correct. If you were attempting to create Job Type barcodes, then the “BarcrodeDesc” column would show jobs, not employee names.

This .csv file now needs to be processed through Microsoft Word’s mail merge feature.

In order to start the process, open Microsoft Word 2010 and choose “Mailings” from the top row of options.

Next, select the option to “Start Mail Merge” and select “Labels…” from the options that will appear below.

Avery 5160 labels are well suited for barcodes, but you can use whatever size you find appropriate. In fact, barcodes do not need to be printed on labels at all. Barcodes can be printed on plain paper and will work correctly. It is advised that you choose the label size you prefer even if you are printing on paper so that, when you do this again in the future, you will create labels that are consistent in size.

Next, select “Select Recipients” and then choose “Use Existing List…” as your option.

A box will pop up so that you can search for a list to mail merge. Find and select the .csv file that you saved to your computer that you exported from VeriTime’s Barcode Creator and click “Open”.

You may get a warning message that the file you are trying to use is “locked”. It may look like this:

If so, select “Open a Read Only copy” and click “OK”. Once you do this, the page you have in MS Word may look like this:

If so, you are on the right track!

Next, select “Insert Merge Fields. First, select “BarcodeDesc”. Then, while holding down the “Shift” key, press your “Enter” key. Go to “Insert Merge Fields” again and select “Barcode”. After this, again, hold down the “Shift” key and press your “Enter” key. Lastly, go to “Insert Merge Fields” one more time and select “Barcode Value”.

Select all three rows you just entered and “Center” them. The result will look like this:

Next, change the font size for the first and last rows to size 8. Change the font size for the “Barcode” row in the middle to at least 26, but no more than 38. For this specific label size, Avery 5160, 28 is the largest size that fits for the “Barcode” row.

Highlight the <<Barcode>> row again and then change the font to the Barcode font that you downloaded and installed to your computer. When you go to search for the proper font, you will see it represented as a barcode.

Select this font and your middle row, the <<Barcode>> row will change to match. Once done, your mail merge will now look like this:

You are almost done! Select “Update Labels” and then select “Preview Results”. You will then see all of your barcodes for printing.

Finally, you are ready to print them! Do not go to the regular “Print” menu. Instead, click “Finish and Merge” and select “Print Documents…”.

Select the proper print options and print your labels. Congratulations, you are finished!

Where Can You Get Scanners and What Are the Requirements?

Barcode scanners are sold by many retailers. In fact, your IT department may have vendor relationships which would allow them to purchase this hardware. If you do not have such relationships or do not have an IT department that manages your hardware purchases, you can find barcode scanners at many popular retailers such as Staples and Office Depot, or online retailers such as newegg.com.

As to what kind of scanner you will need, it is important to consider how the scanner will be used. If the user of the scanner is simply clocking in and out without having to also select a specific job they are clocking for, a stationary/mountable barcode scanner is recommended. It is more secure and stable and limits the possibility of theft.

However, some situations may call for a handheld scanner. Some people may work two or more different jobs that they need to clock time against. For instance, facilities staff may clock time for Custodial duty, Maintenance duty, and special events. Bus Drivers may clock time for their Regular routes and for Field Trips. In these situations, you will likely have them carry a single barcode that identifies them as a person, and then there will be a sheet nearby with barcodes for specific job types. This way, they can scan their personal bar code and then pick up the handset and scan the job that they are working from the sheet of job barcodes.

The technical requirements for scanners/readers are as follows:

• 
  The barcode scanner/reader must have a USB connection to easily plug in to the computer running the VeriTime Clock Kiosk at that site.
• Scanners/Readers that do “Omnidirectional Scanning” are recommended, but not required. Omnidirectional scanners improve scanning from multiple orientations. Other scanners will more likely need the barcode to be lined up “just right” in order to register.

In our testing, we use the Honeywell/Metrologic model MK7120, but any scanner that meets the requirements listed above will suffice.

Check out our list of tested barcode and card scanners.