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Using the Label Wizard
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In one of the Label Wizard s series of dialog boxes, you can select from a long list of predefined label layouts that match commercially available label stock You can prepare labels for printing on continuous-feed or sheet-feed printers The Label Wizard helps with every stage of the label design, including choosing the layout, changing the text appearance, adding field data to a prototype label, and even offering to sort the labels for you before printing As an example of printing mailing labels, the local police department keeps the names and addresses of the Retired Senior Volunteer Program (RSVP) members in the Name List table in their Access database, so monthly notices can be mailed to the members To create mailing labels for the volunteers, do the following: 1 Open the New Report dialog box and choose Label Wizard If you haven t already selected the table or query that contains the label data, select Name List from the drop-down list and click OK 2 In the first dialog box, you can set the following options:
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Select the desired Unit of Measure: English or Metric Select the Label Type: Sheet feed or Continuous Choose the brand of label from the Filter by manufacturer drop-down list Choose the desired label from the Product Number list The dimensions
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If you want to create a custom label size, click the Customize button If you already created some custom label sizes, you can choose Show custom
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Retrieving and Presenting Information
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3 Click Next to open the second dialog box where you can select the font name, size, and weight, and text colors Italics and underlining are also options here
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NOTE These settings apply to all the text in the label You can change individual lines of text later
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in the Design view For example, you might want the addressee s name to be in bold text, but not the address 4 Click Next to continue The next Label Wizard dialog box displays a blank label prototype where you arrange the data
To move a field to the prototype label, double-click the field name in the
Available Fields list or select it and click >
To remove a field from the prototype label, select the field and press DEL To move to the next line, press ENTER Enter spaces, punctuation, and other characters as necessary as you place
the fields Access automatically concatenates the values in the fields and trims the spaces from the names and addresses Notice the spaces entered between the field names and the comma entered between the City and State fields
5 Click Next to move to the next dialog box where you can choose to sort the records before printing the labels Then click Next to move to the last Label Wizard dialog box where you enter a name for the label design
Customizing Reports
NOTE If you don t specify a sort order, the labels are arranged in the same order as the source table,
ascending based on the first field in the table If the label report is based on a query, the labels are arranged in ascending order based on the leftmost field in the grid Figure 14-13 shows a preview of the new labels for the Name List, using the Avery 5160 label size The labels are sorted by Last Name
TIP A good idea is to print one page of the new labels on plain paper and compare it with your label
stock before committing to print many pages of labels on expensive label sheets
Manipulating Text Data
Click View and choose Design View to see the new Name List label in Design view Now you can see how the Label Wizard created the calculated text box controls The Label Wizard combined the text values in special expressions using the concatenation operator (&) and the Trim function The concatenation operator serves to combine the values
FIGURE 14-13
Previewing the new labels
Part II:
Retrieving and Presenting Information
in the field with any other characters you want, enclosed in quotation marks The Trim function displays the field value without leading or trailing spaces
Other text functions are also useful when combining text values In addition to the Trim function, the LTrim function removes only the leading spaces, while the RTrim function removes only the trailing spaces Be sure to add a space between the field names and literal characters in the same line in the prototype label or all the characters will run together The Left function used earlier when creating the alphabetic list report lets you display only the first few characters of the text value The number of characters to display is specified as the second argument in the function statement The Right function displays the last few characters You can create your own calculated control expressions to combine text values by using these tools and functions Type the expression in the Control Source property box of the calculated text box or directly into the control in the design Always begin the expression with the equals sign (=) Here are some examples of expressions you can use in calculated controls placed in forms and reports:
= None Displays None = Mr/Mrs & [First Name] & & [Last Name] Displays the first and last names
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