TU STUDIES
Using Computers
Database Module
Task 6

OBJECTIVE

Creating Address Labels

ACHIEVEMENT RECORD

6.1

In the last task we produced a set of ‘form letters’ addressed automatically to different people from the database. Given the right stationary and a combination of good luck and good judgement you can arrange a form letter so that when folded, the address of the recipient is visible through a windowed envelope. An alternative way of addressing a mail shot is to use sticky mail labels (there’s always the old Bic Biro of course!!). Mail labels are also useful when mailing the same thing (a newsletter for example) to a number of people.

TASK 6

MSF are holding a Women’s weekend school. You have received a number of copies of the paperwork for the event and wish to send it to all of the female members. You choose to do this by producing address labels to stick onto filled envelopes.

Produce a sheet of mailing labels addressed to each female MSF member on the database, data base 2.

 

Methodology Task 6

This task is very similar to task 5. Start by opening data base 2 and creating a ‘filter my form’ to identify all of the female MSF members – there are 29. Save this as a query called MSF Women as you did in task 5. With the query saved you can close data base 2 and open Word 97.

Select Tools + Mail Merge to begin. Make sure that you don’t pick the Envelopes and labels option below mail merge: this is for creating labels without getting the data from a database.

Next click on the Create button and select Mailing Labels… Now follow the options through to select the database and query in exactly the same way as you did in task 5 (look back at your notes to help). Once you get to the ‘Set Up Main Document’ panel, click on the button to display this panel.

This panel allows you to select the type of labels you are using. If you can get hold of labels in their original packaging there will often be a code number. This tells the computer all of the information about the size and position of the labels so that when you print the labels they will all appear on the labels and not cross over the boundaries. Use the Label products & Product number boxes to select the label type.

If you do not have the product number, or it is not listed on the system, you will need to click on the New Label… button. This panel is displayed:-

If you have some labels measure them with a ruler and fill in all of the boxes. Don’t forget to give your new label a name. If you cannot get hold of any labels fill in this panel as shown and print them out on plain A4 paper.

When you have completed the panel click ok to return to the label option panel. Notice how your new label has been added to the list and is selected. Click OK again to enter the information on the labels.

Use the Insert Merge Field button to select the fields from the database, just as we did for the form letters in task 5, Remember to put spaces between the title, first name and surname and press enter to start a new line. Click OK when you have finished.

You are now back at the mail merge helper panel. Click close to see your labels displayed as field names.

Click on the <<ABC>> button shown above to see all of your names and addresses displayed in full. Click the ‘merge to printer’ button (4th from the right above) to print your labels. If you have managed to get some label sheets make sure they are in the printer and the right way round before you print. If you are not sure which way up they should be mark a cross on the top sheet of paper in you printer with a pen, print the labels an see if the pen cross is on the label side or the reverse.

Save your label document as Task 6.

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