Mailing label reports are a specialized report type that allow you to quickly pull data out of a table and format them for pre-sized label sheets. In this video, learn how to make efficient use of your label stock by only printing a subset of records through the use of a parameter query.
- [Instructor] Access makes it easy to generate a report that's perfect for printing out mailing label sheets. When you're doing your next mailing campaign or setting up billing notices, you can generate the labels that you need in no time. Just like our other reports, though, we'll first need to identify the people that we want mailing labels for. In this case, I'm gonna create some mailing labels for our guests, so we can gather their data with a Query. I come up to the Create tab and choose Query Design. Then we'll add our Guest table and close the Show Table window. I'm gonna pull down our first name field and our last name field, as well as the address field, and the state field.
Now this database doesn't actually have city or postal code data stored, and that's just a limitation of the example data that we have to work with. Obviously, you're gonna need to include cities in your own labels in order to generate valid addresses that won't automatically get returned by the Post Office. But we'll just continue on here with the data that we have available. I'm also gonna add a parameter request to our states so that we're not printing out labels for everybody, when we could target just the labels to a specific state. Ill come down here to the Criteria row below State, and inside the square brackets I'll type in "enter state abbreviation." That completes our Query, so let's go ahead and close it, and when we're prompted for a name I'll go ahead and call it GuestMailingLabels.
Now I'll go over here in the Navigation pane, and I'll select the new Query that we just saved. We'll come up to the Create tab once again and take a look at the Reports section. Here I'm gonna press a button called Labels. In this Wizard, we can choose a label manufacturer for the particular label sheets that we have available. We have a drop-down menu that shows some of the most common label manufacturers to choose from. I'm gonna stick with the Avery brand labels here. Then we can go up here and choose the Avery label size that corresponds to the ones that we have ready for our printer. I'm gonna stick with this one here, the C2160s.
These are 1 1/2" x 2 1/2", and there's three labels across on the page. If you need to customize the label sheet that you have, you can press the Customize button and type in your own custom information. I'll just go ahead and make sure that this label is selected and press Next. Here we can adjust the font, size and weight of our text, as well as the color if we'd like. I'll leave mine set to the defaults of Arial and eight point size. Go and say Next, and then this is where we're going to design our label using the fields from our Data Table. I'll move over the first name, and then I'll type in a space, and then move over the last name field. I'll press Enter to go down to the next slide, where we'll put in the address.
And I'll press Enter one more time and fill in these state data. Remember to type in any other punctuation that you might need inside of your label. Go and press the Next button. Then we have the opportunity to sort our labels. Let's go ahead and sort them based off of the guest's last name. Press Next. And finally we get to name our Label Report. I'll go ahead and just call it GuestMailingLabels. I'll press the Finish button and that'll open up our label sheet here, but when it does it actually runs that Query that has that parameter request. So let's fill in the state of New York with NY and press Okay. And that'll open up our label sheet here inside of the Print Preview mode.
I can go ahead and zoom out to see all of the labels. It looks like we only have six guests from the state of New York. Let's go ahead and close the Print Preview window and try running that report one more time. Actually, it's gonna open it up in design view. I'll go ahead and close it there. Then we'll come down to our Reports section. We'll find the GuestMailingLabels report. Go ahead and run it. This time I'll run it with CA for California, and say Okay. Then we'll switch it to Print Preview mode, and there's our California labels ready to be printed. So now we just need to load the printer with your label sheet and press the Print button. Creating mailing labels is really easy when you combine a Label Report with some of the Query tricks that we've seen.
And you can get exactly the labels you need without wasting pages on labels that you don't need.
- Determine the essential uses for the Trust Center.
- Explore the functions of the database Navigation pane.
- Recognize the fundamentals of entering data when using Access.
- Identify the necessary steps when importing a table when using Access.
- Break down the fundamentals of filtering and sorting table data in Access.
- Identify the method utilized when building queries in Design view.
- Determine the role of forms in Access.
- Examine all of the elements involved in maintaining a database in Access.
- Explore how to properly protect an Access database with a password.