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Creating Mailing Labels in Microsoft Access:

Most of the reports that you will create in Microsoft Access will be used for common data printing requirements.

However there are times when entirely different kinds of printouts are required, such as when you need to create mailing labels.

Mailing labels are created in Microsoft Access by using a report. The basic label can be created by starting with a blank form, or you can use the label wizard. The Wizard is much easier to use and can save you a great deal of time.

Usually, in a large enough company, labels will be created for mailing purposes; addressing packages or envelopes. However, it is just as easy to create product labels, name tags or any other type of label. Rather than having to create the report from scratch, or use the standard Access Report Wizard, you will find that the Label Wizard will save a lot of time and will create exactly the kind of result that you need to print labels.

How to Create Mailing Labels

We can create a report, to print mailing labels by using the Mailing Label Report Wizard:

1. From the database window, select the report objects and choose New
2. Choose Label Wizard from the new report list
3. Select a table or query to base the label data on and click OK
   
   
   The New Report dialog box, choosing the Label Wizard and source data for the report
4. Choose the type of mailing labels that are to be used and click OK
   
   
   Label Wizard dialog, allowing you to choose the size of label you will be using
5. Select the text style that you will use for the label and click Next
6. Arrange the fields in the Prototype Label box to create the label layout. You can double-click fields to move it to the label box. Press spacebar, add required punctuation, and press Enter as necessary to create your layout. Click Next
   
   
   Setting up the layout of the labels in the Report Wizard
7. Select a sort order that you would like to sort the labels by and click Next
8. Enter a name for your mailing label report and click Finish.
9. Review the completed report:
   
   
   The completed report, displaying the label setup

We can change the record source of the report, if for example, the report design suits a different table or query. For instance, if we have a table that holds Customer Names and Addresses and another table that holds similar Supplier information.

An efficient way of producing mailing labels in Microsoft Access, for both sets of data would be to change the record source in the reports properties dialog box.

Related Products:

4TOPS Word Link for MS Access 2000 - 4TOPS Word Link is an add-in for Microsoft Access, which adds data from Microsoft Access in Word documents. You can compose simple and more complex documents, such as standard letters, invoices and reports. Open the Microsoft Access form which contains the data you want to appear in the document. Word Link creates a template containing mergefields for all the fields in the form (and subforms). Now you can lay out the template by putting the mergefields in the right place, adding text, formatting, etcetera. You can now create documents by selecting the template from the selection form, the mergefields are substituted with the Access data.

Wouldn't it be great if you could make all your documents direct from your database? Letters, contracts, reviews and invoices created with one press of a button.

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