The mailing labels are an excellent tool through which you can identify, classify or value any type of object, document, etc. With the help of Microsoft Access, users can create labels of this type from a report that extracts data from the tables or queries in a database.
One of the most interesting aspects, is that they can be customized according to the needs or tastes of the person. Thus, you will not only have a label with an address or information you want, but you can also adjust the appearance to resemble what you want.
It is not necessary to be an expert to carry out this procedure, but it is recommended to have basic knowledge on the subject. Therefore, in this step-by-step guide we will teach you everything you need to know regarding How to create mailing labels in a Microsoft Access database from scratch?. Keep reading!.
What is a mailing label and what is it for in Microsoft Access?
Maybe at some point you need create a mailing label from scratch, without having previous knowledge in the area. But before starting, it is important that you know what it is and what it is used for. You could say that it is a brand, label, etc, that adheres to a object or document in particular with the aim of allowing the identification, classification or assessment of said object. The most common use of them is to send them to other people.
However, it is possible print Access data in a label format for a wide variety of effects. In this sense, are created as a report, which is formatted with a small page size to fit the label you want. When it comes to mailing labels specifically, the report gets the address data from the tables or queries containing the corresponding addresses.
When the user prints the report, he gives a single label for each address of the underlying record source. When working with Access for create mailing labels, the Label Wizard will ask you a series of questions about the information they will contain, including the data to display on them. Based on this, the wizard creates the report, which can be customized according to the needs of the users.
What are the benefits of using mailing labels in Microsoft Access?
Using mailing labels is very useful in case you want to translate addresses of tables or queries from a database. In the case of Access, have a Assistant for labels very easy to use with which you can not only create these types of files, but also customize them according to your tastes.
You should know that the labels are created as an Access report, which is adjusted much smaller to give the appearance of a label. In this way, you can extract addresses from a database and translate it into these types of documents.
Learn step by step how to create mailing labels in a Microsoft Access database
The procedure to create mailing labels in a Microsoft Access database It is easier than it seems to be. However, it is a bit long.
Pay close attention to the step by step and you will be able to achieve it successfully:
- Go to the navigation panel and select the object that contains the data you want to show in the labels. This is usually a table, linked table, or query, but you can still select a report or form.
- Inside the tab Create, in the group Reports, tap on Tags. Immediately, Access open the Assistant for labels.
In case of knowing the product number and manufacturer of the labels:
- Select the manufacturer in the box Filter by manufacturer.
- Choose the label in What size label do you want to use? Otherwise, it tries to find a product whose values in the match its labels in the columns Dimensions Y Horizontal number.
- Press on Personalize and later in New. The dialog opens New label.
- Measure the labels and proceed to write measurements in the corresponding boxes within the window New label.
- Write a name for the labels in the box Tag name. Choose your label type and orientation. Then tap on To accept.
In case you have created a custom label and want to select it click on Show custom sizes and press the one you want.
Then follow these steps:
- Press on Loose leaves or continue low Label type. Then press on Next.
- Choose the name of the font, size, color, thickness and other details of the text according to what you want. Tap on Next.
- Within What do you want to include on the mailing label? From the wizard, select the fields you want in the labels from the list of available fields. Then double click on them to add to box Prototype label.
- If you want to add space between the fields, inside the Prototype label box, press the space bar on your keyboard.
- To create a new line, press Enter.
- To move between the lines and fields, use the arrow keys.
- In case you want to remove a field from the box, you just have to press Recoil.
- To add other text or punctuation marks, you have to click to place the cursor where you want the text to appear and start typing. It should be noted that this text will appear on each label.
- Once you have organized the tag fields according to your tastes, click on Next.
- On the next page, you can select the fields you want to sort the labels. For example, if you want to sort by zip code for a large distribution, you only need to choose the fields you want to organize from the Available Fields list.
- Then, double click on them to be able to add in Sort by. Once ready, tap on Next.
- On the last page, write the name you want for the labels and select from Finalize.
If you chose View the labels to print on the last page of Tag Wizard, Microsoft Access will show them to you in the print preview. You can click on Zoom in Y Ward off the label, or just use the zoom in the status bar.
However, if you chose Modify the label design on the last page of Tag Wizard, the label report will be shown in the Design view. Finally, an interesting fact to consider is that the Print preview is the only view where you can see the columns as they have been made. If you choose to view the report in report or presentation view, Access will show you the data in a single column.
If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will also be of great help to more members of the community. Thank you! 😉