WD: Creating Custom Mailing Labels (MW0163)Last reviewed: September 10, 1997Article ID: Q48451 |
The information in this article applies to:
SUMMARYThis article contains the complete contents of the Application Note titled: "MW0163: Creating Custom Mailing Labels." You can download a Microsoft Word version of this Application Note from the Microsoft Software Library:
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ARTICLE-ID: Q119591 TITLE : How to Obtain Microsoft Support Files from Online Services THE TEXT OF MW0163
Microsoft(R) Product Support Services Application Note (Text File)
MW0163: CREATING CUSTOM MAILING LABELS
Revision Date: 3/93
6 Pages, No Disk
The following information applies to Microsoft Word for the Macintosh,
version 4.0, 5.0, 5.1.
-------------------------------------------------------------------- | INFORMATION PROVIDED IN THIS DOCUMENT AND ANY SOFTWARE THAT MAY | | ACCOMPANY THIS DOCUMENT (collectively referred to as an | | Application Note) IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY | | KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO | | THE IMPLIED WARRANTIES OF MERCHANTABILITY AND/OR FITNESS FOR A | | PARTICULAR PURPOSE. The user assumes the entire risk as to the | | accuracy and the use of this Application Note. This Application | | Note may be copied and distributed subject to the following | | conditions: 1) All text must be copied without modification and | | all pages must be included; 2) If software is included, all files | | on the disk(s) must be copied without modification [the MS-DOS(R) | | utility DISKCOPY is appropriate for this purpose]; 3) All | | components of this Application Note must be distributed together; | | and 4) This Application Note may not be distributed for profit. | | | | Copyright 1990-1993 Microsoft Corporation. All Rights Reserved. | | Microsoft and MS-DOS are registered trademarks and Windows | | is a trademark of Microsoft Corporation. | -------------------------------------------------------------------- INTRODUCTIONThis Application Note contains instructions for creating custom mailing label templates using the Table feature in Word for the Macintosh. You can use these templates to generate mailing labels that print on an Apple(R) LaserWriter(R) or Apple ImageWriter(R) printer. Using these templates, you can enter the mailing label information directly, or you can create a print merge main document for merging to a data document. Word versions 4.0, 5.0, and 5.1 supply several mailing label stationery documents you can use to print common mailing label sizes. If your labels match the dimensions of these common mailing label sizes, you do not need to use the instructions in this application note. You should use the instructions in this Application Note if your labels do not match the dimensions of the mailing label documents supplied with Word. For information on the mailing labels stationery, see the following resources:
WORD VERSIONS 5.0 AND 5.1
WORD VERSION 4.0
ADDITIONAL RESOURCES
WORD VERSIONS 5.0 AND 5.1"Microsoft Word User's Guide", Chapter 34, "Mailing Labels." For ImageWriter instructions, see "Setting Up Labels for ImageWriter Printers" on pages 636-639 of the "Microsoft Word User's Guide".
WORD VERSION 4.0For more information on print merges and tables, see pages 293 and 362 of "Reference to Microsoft Word". For ImageWriter instructions, see "Printing Mailing Labels on an ImageWriter" on pages 171-174 of "Reference to Microsoft Word".
MAILING LABEL TERMINOLOGY
"Column Width": The label width plus the horizontal gap, expressed in
inches
"Horizontal Gap": The distance in inches between two labels on the same
row.
"Label Height": The distance in inches between the top and bottom edges
of a label.
"Label Width": The distance in inches between the left and right edges of
a label.
"Left Indent": The distance in inches between the left edge of the label
and the beginning of each printed line.
"Right Indent": The distance in inches between the right edge of the
label and the point at which the printed line wraps.
"Row Height": The vertical distance in inches between the top edge of one
label in a column and the label directly above it.
"Side Margins": The horizontal distance in inches between the edge of the
page and the edge of the label.
"Top Margin": The vertical distance in inches between the top edge of the
page and the top edge of a label in the top row.
TO CREATE THE MAILING LABEL STATIONERYLook up your labels in the Avery(R) Label Specifications table below. If your labels do not appear in this table, use the Mailing Label Terminology section above to determine the dimensions of your labels.
NOTE: In the steps below, the terms in parentheses correspond to the terms in the Avery Label Specifications table at the bottom of this document. MAILING LABEL STATIONERY FOR THELASERWRITER, STYLEWRITER(R), AND DESKWRITER(R)To create a full page of mailing labels:
IMAGEWRITER MAILING LABELS STATIONERYNOTE: If your printer is an ImageWriter LQ, you can use the instructions for either the ImageWriter or the LaserWriter. Use the following steps to create a mailing label stationery (template) in which a page is one row long. The first inch on the left and right sides of tractor feed labels is not part of the page size.
TO USE THE MAILING LABEL STATIONERYYour mailing label stationery is now ready to use. For instructions on using stationery to create a new document, see page 495 in the "Microsoft Word User's Guide" for Word versions 5.0 and 5.1 (for Word version 4.0, see the Using Mailing Labels document located in the Mailing Labels folder). To use this stationery to create a print merge main document, see the "Print Merge Mailing Label Setup" section below. Figure 1 is a sample mailing label document based on a mailing label stationery in which you type the addresses directly in the table cells.
Figure 1: Sample Mailing Label
Document with Addresses Typed Directly in Cells
-----------------------------------------------
Jane Dow John Smith Ron Jones
123 Pine St. Microsoft Corporation 555 Alder Ave.
Seattle, WA 98107 One Microsoft Way Suite 25
Redmond, WA 98052-6399 Seattle, WA 98125
Allen Johnson Mr. and Mrs. Bob Richards Donna Smith
Gadget Inc. 789 Longfellow Rd. 63 Main St.
456 Oak Court Longview, WA 98632 Apt. 12-B
Suite 3-A Kelso, WA 98626
Redmond, WA 98052
PRINT MERGE MAILING LABEL SETUPYou can create a print merge main document using your mailing label stationery. In your mailing label document, insert merge codes in place of the addressee information. Figure 2 is a sample print merge main document for mailing labels. For more information on using print merges to create mailing labels with Word versions 5.0 and 5.1, see "Creating the Main Document for Mailing Labels," which begins on page 628 of the "Microsoft Word User's Guide." If you are using Word version 4.0, see "Creating a Main Document," which begins on page 175 of "Reference to Microsoft Word". To insert the merge codes, press OPTION+BACKSLASH (\) for «, and OPTION+SHIFT+BACKSLASH (\) for », or use the "print merge" Standard Glossary entry. Insert the DATA statement in the first cell. Replace the DATA statement with a NEXT statement in the remaining cells. For more information on the DATA and NEXT statements, see pages 598-615 of the "Microsoft Word User’s Guide" for Word versions 5.0 and 5.1. For Word version 4.0, see pages 294-297 of "Reference to Microsoft Word".
Figure 2: Sample Mailing Label
Document for Use as Print Merge Main Document
=============================================
«DATA filename» «NEXT» {same as previous
column}
«name» «name» ...
«address1» «address1» ...
«IF address2»«address2» «IF address2»«address2» ...
«ENDIF»«city», «state» «zip» «ENDIF»«city», «state» «zip» ...
«NEXT» «NEXT» ...
«name» «name» ...
«address1» «address1» ...
«IF address2»«address2» «IF address2»«address2» ...
«ENDIF»«city», «state» «zip» «ENDIF»«city», «state» «zip» ...
TROUBLESHOOTING
THE NAMES AND ADDRESSES DO NOT PRINT WITHIN THE MAILING LABEL WIDTH:Increase or decrease the left and right indents.
THE LABELS START TOO HIGH OR TOO LOW ON THE PAGE:Some sheets of labels have different top and bottom margins. Be sure you feed the correct end of the label sheet into the printer. In addition, check the Top Margin setting to be sure the setting is correct. On an ImageWriter, make sure the top of the labels is aligned with the top of the paper bail. You may need to adjust the label up or down in the printer.
THE LABEL TEXT CONTINUES TO PRINT ON NEXT LABEL:Make sure the Row Height setting is the same as the vertical pitch measurement. In the Table Cells dialog box, make sure the Exactly setting is selected in the Row Height list. (In Word version 4.0, make sure a minus sign [-] precedes the Row Height setting.)
SOME CELLS CONTAIN MERGE CODESINSTEAD OF NAMES AND ADDRESSES WHEN THEY ARE MERGED OR PRINTED:Word print merges one row at a time, beginning from the top of the document. If there are not enough entries to fill an entire row, Word fills the remaining cells in the row with the merge codes. You can discard these labels.
PRINT MERGE ERROR MESSAGES ARE GENERATED:For more information on print merge error messages, see "Troubleshooting" on page 622 of the "Microsoft Word User's Guide" for Word versions 5.0 and 5.1. For Word version 4.0, refer to the "Merging Documents" Help topic. (From the Window menu, choose Help.)
AVERY LABEL SPECIFICATIONS
(see further below for columns 6 through 13 of this table)
==========================================================
Avery Label Label # of # of
Label Height Width Columns Rows
Number (in (in
inches) inches)
----------------------------------------------------------
5095/5395/5895 2 1/3 3 3/8 2 4
5096/5196/5896 2 3/4 2 3/4 3 3
5097/5197/5897 1 1/2 4 2 6
5160/5260 1 2 5/8 3 10
5161/5261 1 4 2 10
5162/6262 1 1/3 4 2 7
5163 2 4 2 5
5164 3 1/3 4 2 3
5198 1 2/3 3 1/2 2 6
5199 1 5/6 3 1/16 2 5
5266 2/3 3 7/16 2 15
5267 1/2 1 3/4 4 20
5660 1 2 5/6 3 10
5662 1 1/3 4 1/4 2 7
5663 2 4 1/4 2 5
4143/4611 15/16 4 2 1
4144/4610 15/16 2 1/2 3 1
4145/4600/
4249-4254 15/16 3 1/2 1 1
4146/4011/4604 1 7/16 4 1 1
4160 2 7/16 3 1/2 1 1
4161/4612 2 15/16 4 1 1
4162/4601 15/16 3 1/2 1 1
4166 3 5 1 1
4167 3 1/2 6 1 1
4168 2 1/6 4 1 1
4169 3 5 1 1
4240/4606 1 1/4 4 3/4 1 1
4241/4607 2 3/4 2 3/4 1 1
4255-4259/4266 7/16 3 1/2 1 1
LSK-5 1/2 1 3/4 4 20
LSK-8 1/2 1 7 20
5293 1 2/3 round 24 per sheet
5294 2 1/2 round 12 per sheet
5295 3 1/3 round 6 per sheet
AVERY LABEL SPECIFICATIONS (columns 6 through 13 for above table)
=================================================================
Document Paragraph Insert Table Page
Setup
-------- --------- ------------ Custom Page
Size
Avery Top Side Left Right Column Row ----------------
Label Margin Margins Indent Indent Width Height Height Width
Number (in (in (in (in (in (in (in (in
inches) inches) inches) inches) inches) points) inches) inches)
--------------------------------------------------------------------------
5095/5395/5895 0.55 0.70 0.50 0.50 3.70 -180 NA 8.5
5096/5196/5896 0.30 0.25 0.20 0.20 2.72 -216 NA 8.5
5097/5197/5897 1.0 0.15 0.25 0.25 4.19 -108 NA 8.5
5160/5260 0.50 0.19 0.25 0.38 2.75 -72 NA NA
5161/5261 0.50 0.15 0.25 0.44 4.19 -72 NA NA
5162/6262 0.83 0.15 0.25 0.44 4.19 -96 NA NA
5163 0.50 0.15 0.25 0.44 4.19 -144 NA NA
5164 0.60 0.15 0.25 0.25 4.19 -240 NA NA
5198 0.50 0.50 0.25 0.75 4.0 -120 NA NA
5199 0.92 1.07 0.25 0.49 3.30 -132 NA NA
5266 0.55 0.53 0.25 0.81 4.0 -48 NA NA
5267 0.50 0.28 0.13 0.44 2.07 -36 NA NA
5660 0.50 0 0.25 0.25 2.83 -72 NA NA
5662 0.83 0 0.25 0.25 4.25 -96 NA NA
5663 0.50 0 0.25 0.25 4.25 -144 NA NA
4143/4611 0 0.19 0.25 0.25 4.12 -68 1 8.5
4144/4610 0 0.37 0.25 0.37 2.62 -68 1 8.5
4145/4600/
4249-4254 0 0 0.25 0.25 3.50 -68 1 8.5
4146/4011/4604 0 0 0.25 0.25 3.75 -103 1.5 8.5
4160 0.25 0 0.25 0.25 3.25 -144 2.5 8.5
4161/4612 0.12 0 0.25 0.25 3.75 -212 3 8.5
4162/4601 0 0 0 0 3.25 -68 1 8.5
4166 0 0 0.25 0.25 5.0 -215 3 8.5
4167 0 0 0.25 0.25 6.0 -251 3.5 8.5
4168 0 0 0.25 0.25 4.0 -117 2.167 8.5
4169 0 0 0.25 0.25 5.0 -180 3 8.5
4240/4606 0 0 0.25 0.25 4.75 -90 1.5 8.5
4241/4607 0 0.37 0 0 2.75 -198 3 8.5
4255-4259/4266 0 0 0.25 0.25 3.50 -32 0.5 8.5
LSK-5 0.50 0.25 0.25 0.25 2.05 -36 NA 8.5
LSK-8 0.51 0.50 0 0 1.07 -36 NA 8.5
5293 0.50 0.37 0.23 0.63 2.02 -120 NA 8.5
5294 0.56 0.25 0.38 0.63 2.75 -180 NA 8.5
5295 0.55 L.27,R.57 1.0 0.85 3.90 -240 NA 8.5
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Keywords : macword macword5 Version : 4.0 5.0 5.10 |
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