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Creating Mailing Labels in Microsoft Access Flipbook PDF

6 5. Select your desired settings 6. Click Next The third screen allows you to layout your mailing labels. • To add a fi

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Creating Mailing Labels in Microsoft Access

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OBJECTIVES FOR THIS LESSON At the end of this lesson, you will be able to: • use the TRIM function to delete extra values • use the Label Wizard to create mailing labels

OVERVIEW This lesson will show you how to create mailing labels using Microsoft Access’ Label Wizard. It will also show you how to use the Trim Function to delete extra field values in order to improve the appearance of your mailing labels. This example will use the student_bio_curr table in the studentrain database.

Using the Trim Function 1. Create a new database if needed 2. Begin by linking to the tables that you want to use 3. Create a new query in Design View using the table(s) that contains the data you need. In this example I will use the student_bio_curr table from the Student Training Database. 4. Add the fields to the Design Grid that you want to include in the mailing labels. I will add the following fields: • name_pers_first (returns the student’s first name) • name_pers_last (returns the student’s last name) • addr_pers_st1_loc (returns the first part of a student’s local address) • addr_pers_st2_loc (returns the second part of a student’s local address) • addr_pers_city_st_loc (returns the student’s local town or city) • addr_pers_state_loc (returns the student’s local state) • addr_pers_zip_loc (returns the student’s local zip code) • numb_stud_id (returns the student’s Student ID number) Your screen should look something like this.

3 Now that I have added all of the fields, it is time to add the Trim function to each of them. The Trim function takes on the following format: Alias: Trim([field_name]) The alias is used to replace the field name so that it is easier to use when creating the mailing labels. If you do not add an alias Access will automatically create one for you which can be confusing when laying out your labels. 4. For the first field in your query, use the format Alias: Trim([field_name]) I am going to use First Name as the alias for name_pers_first. Your first field should look something like this.

Now whenever I run my query and view the results the field name of name_pers_first will be replaced with First Name. 5. Continue this process for your remaining fields. 6. Enter any criteria that you have for your query. In this example I am going to enter five Student IDs as the criteria in the numb_stud_id field. It is best to always preview the results of your query before beginning to create the mailing labels. 7. Click on the Run button to run your query.

There are a few things to pay attention to when reviewing these query results. First is that the field names have been replaced by the alias’ that were entered in the Design Grid. Second, these students’ town, state and zip code are all grouped together in the Address 2 field. Finally, the City field is blank. Since the Address 2 field contains the rest of the address that is needed, there is no need to use the City, State and Zip fields when creating the layout of the labels. 8. Save the query as qry_mailing_labels

4 9. Close the query

Using the Label Wizard 1. From the Objects Pane click on Reports

2. Click on the New button A Window titled New Report will open 3. Click on Label Wizard 4. From the drop down menu choose the query you created in the last section. I will choose the qry_mailing_labels query

5. Click OK

5 The Label Wizard will open. The first screen allows you to set the following options: • The desired label size. The dimensions are specified as height x width. • The unit measure • Label Type: Sheet feed or Continuous • The brand of the label by manufacture

6. Select your desired settings for each of the options 7. Click Next 8. The second screen of the Label Wizard will appear The second screen allows you to set the following options: • Font name • Font size • Font weight • Text color • Italics and/or underline

6 5. Select your desired settings 6. Click Next The third screen allows you to layout your mailing labels. • To add a field to the label highlight the field and click on the > button • To delete a field highlight the field and press the Delete key. • To move to the next line on the label press the Enter key • Add spaces, punctuations and other characters as needed when laying out the labels 7. Click on the first field that you want to add and click on the > button. In this example I am going to add the First Name field to the label first. 8. Press the space bar to add a space after the first field you added to the label 9. Highlight the second field that you want to add to the label and click on the > button. I will add the Last Name field. Your screen should similar to this:

10. Press the Enter key to move to the second line of the label 11. Click on the next field that you want to add to the label and click on the > button. In this example I am going to add the Address 1 field to the label. 12. Press the Enter key to move to the third line of the label

7 13. Click on the next field that you want to add to the label and click on the > button. As we saw earlier the city, state and zip code of each student are listed in the Address 2 field; therefore this is the last field that I need to add to the label to complete the layout. 14. When you are finished adding fields to the label click on Next.

The fourth screen allows you to select which field(s) you want to sort the labels on.

15. Click on the field that you want to sort your labels on then click on the > button. • To add all field to the Sort by box click on the >> button. • To remove a single field from the Sort by box click on the < button • To remove all field from the Sort by box click on the