Insect Label Generator 0

Insect Collection Label Generator (Prototype)

FOR WINDOWS & MAC USERS!

Welcome!

This program will make a quick sheet of basic insect labels as a Microsoft Word document. With this release you can create three types of labels for your insect collection:

1. Basic location labels, showing where, when and how the insect material was collected.

2. Double Labels, as above, plus a second label to add more info (identification, etc. or just blank).

3. “Wet” Labels, as in # 2, with an outline around them for use in alcohol vials.

In addition, you may choose from two different label layouts:

1. Museum collection labels, roughly 5/8” wide, or

2. 3/4” x 3/4” labels for microscope slides

Finally, you can create a text file in addition to the labels that can be imported into a spreadsheet or database program should you wish to keep an electronic record of your insect collections.

Before you start:

If you were not prompted to enable macros when you opened this document, then you need to make sure your macro security is set to run the program. From the menu bar, go to Tools > Macro > Security and set your security level to Medium. This will give you the option to choose to enable macros. If you had to change the setting to medium, then close this document and re-open it.

Using this program:

Start the program by clicking on the “Create Insect Labels" button on the Word toolbars. You will get this dialog box:

Both the label type and label layout need to be selected to proceed to the next step. Optionally, you can check the “Create text file backup” checkbox to save your collection data to a text document that can be imported into a spreadsheet or a database program.

Single labels are intended primarily for location labels. However, there is also a generic layout to use for any customized labels you may need.

Double labels contain both location and identification labels.

The Outline form is intended for storage in alcohol vials.

Collection label layout is the standard collection labels you use for insect collections and are set at 5/8” wide. Currently, you will get 300 single/150 double labels per sheet.

Microscope slides are 3/4” x 3/4”, outlined, and you get 120 single/60 double per page.

You must select both a label type and layout before you can move on. Once you click the [Start] button on this screen, the data entry screen starts (next page).

Data Entry Screens:

This is the preformatted labels screen. With this setup, you can identify your specimen and have the label formatted with italicized genus & species names. When you click the [Post] button, your information is posted to the list on the right and stored until you are ready to create your labels. At the bottom, there is a preview feature which is set to show how your label will look as it is typed (At this time, the layout only applies to collection labels, not microscope slides.).

Some notable features:

1. The State is loaded in all caps, and the county is capitalized. The Date Collected Field will recognize most any date format (If there is sufficient interest, I will program this to recognize roman numeral months, a’la Borror and White).

2. In the preformatted label set, Genus and species will be italicized automatically.
The custom label screen is now free-form, sized to match the preview window:

The list of posted labels allows you to edit or delete a label already posted. A deleted entry will still show on the list (so if nothing else you can restore it (Note: the final release will not include the undelete.)), but will not print at the end.

When you are done, click on [Make Labels] to create your label sheets. If you opted to back up your data, the backup file will be created and will show up on your desktop as a regular Word document. You should try to save this in text format.

I am looking for input on how to make this program better and more useful to all of us in the Entomology field, so any advice, suggestions, etc. would be welcomed. Please send me an e-mail to with your comments and suggestions (& tell me whether you use Windows or Macintosh). Please, test the heck out of it and let me know where the program hangs up.

Release Notes:

1. 4/17/03 – Increased room for GPS coordinates and elevation. Allows insertion of a degree ( º ) symbol in the GPS field.

2. 4/15/03 – Fixed flaw that kept the collection method from showing up on the label. Modified some fields to allow more information to be posted. Increased cell margins for cutting purposes

3. The typeface (font) is set to Arial Narrow 3.5 point by default. You can change this after the labels are created, of course.

4. This program was developed using Visual Basic for Applications on Microsoft Word 2000 for Windows, and should be usable on Word 2001 for Mac OS. This has not yet been tested using Word XP/OS X, so please let me know if there are problems with using either of these. I cannot guarantee that this product will work in older versions of Word.

Future Plans:

1. You will be able to choose from 2 standard formats PLUS you will be able to make your own entry form (& possibly label) layouts, while still maintaining your ability to export your data.

2. A deluxe version with its own database is also in the works – you will be able to import your data from this program into it.

This software is a prototype. No warranty is expressed or implied. Please feel free to distribute this software to whomever you like. Please do not sell, reverse-engineer, disassemble or modify the document, code or user interfaces. Please do drop a line if you have any suggestions to . Thank you!