Microsoft Word
How To Create Labels Using an Access Query or Excel Spreadsheet and Mail Merge
October 2006
How to Create Labels Using an Access Query and Mail Merge
TABLE OF CONTENTS
Topic Page
Create the Label File
Step 1: Mail Merge Dialog Box .................................................................................. 3 Step 2: Change Document Layout ............................................................................. 3 Step 3: Use an Existing List ....................................................................................... 4 Step 4: Create the Labels .......................................................................................... 7 Step 5: Preview All Labels ......................................................................................... 7 Step 6: Print .............................................................................................................. 8 Step 7: Save .............................................................................................................. 9
NOTE: Prior to creating your label file, you should go to the Access database and locate the query/table that contains the information you want for your labels. Write down the name of the query/table so you know which one to pick from the list.
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
Create the Label File
With a new Word document open, go to Tools/Letters and mailings and click on Mail Merge Wizard.
Step 1: In the Mail Merge dialog box, click on Labels.
Click on Next: Starting document at the bottom of the task pane. Step 2: In the Mail Merge dialog box, select Change document layout.
In the Label Options dialog box, mark the appropriate selects and click on the OK button.
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
If you already have the label layout prepared, select Use the current document.
Once the label document is set up for a mailing, select Start from existing document, select the document from the drop down list, and click on the Open… button.
Click on Next: Select recipients at the bottom of the task pane.
Step 3: Make sure Use an existing list is checked and click on Browse…
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
In the Select Data Source dialog box, use the arrow to navigate to the H: drive (hsta on ‘hsta’ (H:).
Double click on the Database file.
Double click on HSTA Database 3.mdb.
In the Select Table dialog box, double click on the file name of the table containing the data you want to use.
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
The list of information for all entries in the query will be displayed.
To use all the records in the list, click on the Select All button. If you decide you want to use a different list, click on Select a different list… If you only want labels for certain records, click on Edit recipient list… and uncheck the records for which labels will not be prepared.
Click on Next: Arrange your labels at the bottom of the task pane.
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
Step 4: To create the labels, click in the first label and click on More items… block
In the Insert Merge Field dialog box, if not already selected, click on Database Fields. Select each field, one at a time and click on the Insert button. When all fields have been selected, click on the Close button. Once all fields are on the label, you can arrange them by highlighting a field name and pressing the Enter key. Add punctuation between fields by highlighting the field after the point of insertion and press the appropriate key on the keyboard.
To set up the other labels on the page, click on the Update all labels button.
Click on Next: Preview your labels at the bottom of the task pane.
Step 5: Check the layout of the labels and make any changes to recipients by clicking Edit recipient list… in the middle of the task pane. To change the label layout, click on Previous: Arrange your labels at the bottom of the task pane.
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
Once you are satisfied with the labels, click Next: Complete the merge at the bottom of the task pane.
Step 6: Print your labels by clicking on Print…
In the Merge to Printer dialog box, select what records you want to print and click on the OK button.
In the Print dialog box, change any settings and click on the OK button.
NOTE: Most labels are preset for manual feed and you will need to press Go button on the printer.
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
Edit the individual labels by clicking on Edit Individual labels…
In the Merge to New Document dialog box, select the record(s) to be opened in a new document and click on the OK button. You can now make the changes to each record. If you want to edit all the labels, go back to the original document. NOTE: if you select Current record, the first page of records will appear in the new document.
Step 7: Save your label file by using one of the methods listed below: Method 1: Save the worksheet by clicking on the Save icon in the toolbar.
Method 2: Go to the File menu and click on Save As.
In the Save As dialog box, select the location where you want to put the file (if necessary, use the button at the right of the Save in: box), type in a unique file name, and click on Save.
October 2006
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Mary K Bartron Information Systems Specialist
How to Create Labels Using an Access Query and Mail Merge
If you click on the Exit button, a Microsoft Word dialog box appears. If you want to save the file, click on the Yes button. If you don’t want to save the file, click on the No button.
October 2006
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Mary K Bartron Information Systems Specialist