One of the common tasks done with database information is to create mailing labels. Microsoft Access includes the Label Wizard to help you create labels for mailings, name tags and other purposes.
For
the wizard to work, you must know what size labels you are going to print
on. Manufacturers put the dimensions of the labels on the packaging, as
well has having product numbers. The wizard lists a number of
manufacturers and sizes, so you should be able to get a good match.
Envelopes: If you want to print addresses directly onto envelopes, it is easier to export the data to Word as a mail merge and use Word to do the envelopes.
There are several things to consider when you buy label stock to print your own labels. There are many choices these days, including special purpose labels like name tags and file folder labels. Sheets of labels are a lot more expensive than plain paper. You want to get this right!
It is important that you check your print-out before actually printing on those expensive labels. Print a sheet or two of mailing labels on regular paper. Place your test sheet under a blank sheet of labels, carefully aligning the edges together. Hold the combination up to a light. You will be able to see the text underneath. Are the addresses are neatly within the edges of the labels or not?
Printers can be quite contrary! If the pages do not feed smoothly into the printer, your addresses will be crooked on the labels or may print across two labels. A wasted page!
Older printers may not have the correct printer drivers to communicate accurately with Access when it comes to picky layouts like labels. To get updated drivers, go the printer manufacturer's web site.
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Step-by-Step: Label Wizard |
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What you will learn: | to use the Label Wizard |
Start with: , resource files, worldtravel-Lastname-Firstname.accdb from folder databases project4 as updated in the previous lesson
On
page 1 of the Label Wizard, select the following:
Manufacturer: Avery
Unit of Measure: English
Label Type: Sheet feed
Product#: 8162, size 1 1/3" x 4", with has
two columns of labels per sheet
The sample labels at the left of the Label Wizard do not change to match your choice.
The choices for products do change when you switch the unit of
measure or the label type or the manufacturer.
Click on Next.
Page 3 of the Label Wizard lets you choose what fields to put on
the label.
Prototype, in this case, means a model
layout, which does not use actual data. You cannot tell from the
prototype whether there is enough room for your data.
Inspect the report on screen carefully.
Are the fields wide enough to show complete addresses? Are there errors in the data? Are there blank records?
Some errors can be corrected by editing the report's design, like
making a text box wider or setting CanGrow to Yes.
Others errors can be corrected by changing the source to filter out unwanted records.
Other errors are data input errors, which you correct by editing
the records.
Switch to Design View.
You can see that the report is just a few text boxes that concatenate some
fields.
The Trim function trims off any extra spaces at the beginning and end of the text.
You could create your own label report. The tricky part is getting the size of the Detail section exactly right so that the text is on the labels correctly and to get the columns working correctly. (See the upcoming lesson Multiple Columns) This can be very frustrating to do on your own. Thank you, Avery, for working with Microsoft to provide these templates!