5.460 bytes

Service Hints & Tips

Document ID: DJON-3G4Q5U

Aptiva - Printing multiple copies of an address label in Microsoft Works

Applicable to: United States

There are two methods that may be used to print a page of identical mailing labels in Microsoft Works for Windows. For example, either of the following might be used to print multiple return-address labels.

1. Enter the address once into the word processing document, insert the field placeholder from a database containing a field with nothing but spaces, and use the Print Labels command to print as usual.

2. Using the Fill Down command in the database, create a database with multiple copies of the same record before creating and printing the mailing labels as usual.

For more information about creating mailing labels, see the "Microsoft Works for Windows User's Guide."

Method 1: Entering One Address and Merging with a Blank Field

1. Determine the number of labels to be printed per page. For instance, a page with 3 columns and 10 rows of labels would have 30 labels.

2. From the File menu in Works for Windows, choose Create New File and select Database.

3. From the View menu, choose List to switch to List View.

4. In the first field (top left), enter a quotation mark followed by a space, as in the following:
'" ' (without the single quotation marks)

After pressing ENTER, the name Field1 appears at the top of this column.

5. Highlight the first n rows in the database, where n represents the number of labels to be printed per page.

6. From the Edit menu, choose Fill Down.

7. From the File menu, choose Create New File and choose Word Processor in the following dialogue box.

8. Type the address you wish to print on each label normally, as if you were typing directly on the label itself.

9. After typing the address, position the insertion point immediately below the address. From the Insert menu, choose Database Field.

10. Select the name of the database, highlight the name of the field ('field1'), and then choose OK or press Enter. Your word processing document should now look something like this:

Microsoft Corporation
One Microsoft Way
Redmond, WA 98052-6399

<<Field1>>

The purpose of adding the blank field placeholder is to enable the Print Labels command to be used, so that multiple copies of the address are printed.

11. From the File menu in the Word Processor, choose Print Labels and follow the procedure described in the "Microsoft Works for Windows User's Guide."

Method 2: Using Multiple Copies of the Same Record

The normal procedure for printing mailing labels is described, in full, in the "Microsoft Works for Windows User's Guide." With a minor modification, you can print a sheet of identical labels:

1. Create a label database as described in the "Microsoft Works for Windows User's Guide," or open an existing one with the fields you want to print.

2. Determine the number of labels to be printed per page. For instance, a sheet with 3 columns and 10 rows of labels would have 30 labels.

3. In the List View of the database, enter or find the address to be printed, and hide all other records.

4. With the address to be printed as the only one visible, select the first n records, where n represents the number of labels per page.

5. From the Edit menu, choose Fill Down.

6. Now switch to an existing label document, or create one as described in the "Microsoft Works for Windows User's Guide."

7. From the File menu in the Word Processor module, choose Print Labels and follow the procedure described in the "Microsoft Works for Windows User's Guide."

Because the address to be repeated was repeated in the database, Works prints the same address on a full sheet of labels. To return the database to its original form (if an existing database was used), close the database without saving changes.

	Search Keywords	Windows
	Hint Category	Productivity Software, Printers
	Date Created	13-04-97
	Last Updated	23-03-99
	Revision Date	23-03-2000
	Brand	IBM Aptiva
	Product Family	Aptiva
	Machine Type	2144, 2168
	Model	21681R2; 66P; 67P; 86P; OR8; 21441R1; 1R3; 1R5; 22P; 24P; 25P; 27P; 29P; 63P; 67P; 82P; 83P; OR6; OR7; OR9; 21681R0; 1R1; 26P; 62P; 2R0; 2144P30; 2R3; S15
	TypeModel	21681r2
	Retain Tip (if applicable)
	Reverse Doclinks and Admin Purposes