Software

Print mailing labels using the Label Wizard in Access

Word is handy for printing mailing labels, but did you know you can do it in Access too? Access' Label Wizard can perform many of the same versatile tasks you'd find in Word or Excel -- and, if you're working with addresses already in a table, you don't have to leave the application to do it.

You don't need to import your Access data to an Excel worksheet to create mailing labels in Word; Access provides a Label Wizard for creating mailing labels from your data. The Label Wizard supports a large variety of labels and allows you to specify your label's dimensions.

For example, you have a table that contains these customer fields: Firstname, Lastname, Middlename, StreetAddress, City, State, and PostalCode. To use the wizard to create mailing labels for use with standard Avery 8160 1" x 2-5/8" labels, follow these steps:

1. To access the Label Wizard, click the Reports object in the Database Windows, click New, select Label Wizard, select the table, and then click Next. (In Access 2007 in the Navigation pane, click the table that contains your mailing list data. Click the Create tab and click the Labels button in the Reports section.)

2. Scroll to and select 8160 in the Product Number List.

3. Click Next.

4. Change the font, weight, size, and/or color as necessary.

5. Click Next.

6. Double-click Firstname, press [Space], double-click Middlename, press [Space], double-click Lastname, and press [Enter]. Double-click StreetAddress, and then press [Enter]. (While your tabled fields don’t have to be in the same order that you will use them in your report (or mailing labels), for this tip you can put them in the same order if you think it would make it easier to understand.)

7. Double-click City, press [Space], double-click State, press [Space] twice, and then double-click PostalCode.

8. Click Next.

9. Double-click the Lastname field.

10. Click Next.

11. Enter Summer Promotion Mailing List.

12. Click Finish.

If you get an error that not all of your records will fit across the page, try printing a sample page of labels on draft paper. If you still have trouble fitting all of the records across the page, click the Page Setup button, click the Columns tab, and under Column Layout select Down and then Across. This may clear up the error. You can also decrease the font size and weight to compress the data so that it fits across the page.

Miss a tip?

Check out the Microsoft Access archive, and catch up on our most recent Access tips.

Help users increase productivity by automatically signing up for TechRepublic's free Microsoft Office Suite newsletter, featuring Word, Excel, and Access tips, delivered each Wednesday.

4 comments
CanOfPoke
CanOfPoke

I have never really used Label Wizard but i have both word and excel for printing my address labels of. I did have a few problems with the text on the labels not printing within the margains, but i sorted that out by downloading some templates. I no longer have the time now though to print address labels out all night, so lately i have been using a british labels company instead.

falkeg
falkeg

Thanks for the easy to use instructions. This is much more user-friendly than printing labels via MS Word from an Excel database..........and MS Excel is totally useless for printing labels. Much appreciated.

ssharkins
ssharkins

My guess is that Mary Ann has run into a reader who was doing it the hard way. I don't really know that for sure, but many reader questions progress into articles and blog entries, so that might have happened here.

aa8vs
aa8vs

I currently go to Word an connect directly to database using the Merge tools. Been doing address labels for several years. Why go from Access, to Excel, to Word? Still looks like a good thing to try, Thanks!

Editor's Picks