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Computer Studies SG

Modified 28 April 2004

Creation of a labels for networking firms

Create a set of labels to send letters to networking firms. Use the database and the table Networking firms made in the task Creation of an Access table about networking firms. IF you have lost it create this database OR do it from the Excel file netfirms.xls. It works from Excel and Access.
1. Copy the Excel file netfirms.xls to your own folder. Save the file as YourSurname_FirstName.
2. Open Access. Create a new database called YourSurname_FirstName. Import the file netfirms.xls into Access (File / Get external data / Import). Call this new table Networking firms.
3. Allow Access to use the column headings as field names for the table.
4. Make the names of the firms the primary key.
To create mailing labels: (Instructions adapted from the Word Help menu)
1. To create the main document
  1. Click New Blank Document on the Standard toolbar.
  2. On the Tools menu, click Mail Merge.
  3. Under Main document, click Create, and then click Mailing Labels.
  4. Click Active Window. The active document becomes the main document.
2. To open or create the data source
  1. Under Data source, click Get Data, and then click Open Data Source.
  2. At the bottom of the Open Data Source dialog box, click on files of type, and select MS Access databases.
  3. Select the Access database made earlier in Creation of an Access table about networking firms.
  4. Click Open.
  5. In the Microsoft Access dialog box, using the Table tab, select the table Networking firms. Click OK.
  6. Click Set Up Main Document. Use the addresses from the electronic address book.
3. To select the label type and insert merge fields
  1. Select the type of printer. Create your own new labels 7 cm wide by 3.5 cm deep, 3 across and 8 down. The left margin must be 0 and the top can be 0.3 cm Make sure it is printed to A4 paper.
  2. In the New Labels dialog box, insert merge fields where you want to merge addresses from the data source. To insert a merge field, click Insert Merge Field, and then click the field name you want. You should select the Name, Address1, Address2, Address3, Address4, Postal code, all below each other as in an address. Click OK.
4. Merge the data into the main document
  1. In the Mail Merge Helper dialog box, click Merge under Merge the data with the document.
  2. In the Merge dialog box, click Merge.
Save your labels.
Put your cursor in any page, and then print the Current page. (Careful - If you print page 1 it will print all the labels and all the pages.)
In pen write your name as a footer.
Submit your work.
Consult the rubric for assessment criteria.
See if you can create labels in the same way by using the Excel file netfirms.xls. Note that you can do mailmerge from Access, Excel and even from a Word table if it has bold headings and the table startsight at the top of the page.