Using Labels in Access

The use of labels, the peel off kind, has diminished due to the use of email; however, labels are still required at times.  Access Reports has a very simple label feature that allows users to generate labels faster than Word.

Create labels by using the Label Wizard in Access

Important: Label reports that you create by using the Label Wizard are not compatible with the Publish to Access Services feature. However, you can still print the labels when you have the database open in the Access program.

  1. In the Navigation Pane, select the object that contains the data you want to display on your labels. This is usually a table, a linked table, or a query, but you can also select a form or report.
  1. On the Create tab, in the Reports group, click Labels.

Note:  If you’re working in a web database, the Labels command is located under Client Reports.

Access starts the Label Wizard.

Access Label Wizard menu

  • If you know the manufacturer and product number of the labels:
    • Choose the manufacturer in the Filter by manufacturer
    • Select your label in the What label size would you like? Otherwise, try to find a product whose values in the Dimensions and Number across columns match your labels.If you can’t find a similar label:
    • Click Customize and then click New.
    • The New Label dialog box is displayed.
      Access New Label Menu
    • Measure your labels and enter the measurements in the appropriate boxes in the New Label dialog box.
    • Enter a name for the custom labels in the Label Name text box, choose the label type and orientation you want, and then click OKIf you have already created a custom label and you want to select it:
    • Click Show custom label sizes, and then click the custom label you want.
  • Select Sheet feed or Continuous under Label Type and then click Next.
  • Select the font name, size, weight and text color you want on your label, and click Next.
  • On the What would you like on your mailing label page of the wizard, choose the fields you want on your labels from the Available fields list, and double-click them to add to the Prototype label box.

Access Label Wizard menu 3

  • To add space between the fields in the Prototype label box, press SPACEBAR.
  • To create a new line, press ENTER.
  • To move between fields and lines, use the arrow keys.
  • To remove a field from the box, press BACKSPACE.
  • To add other text or punctuation (for example, a comma after the city name), click to place the cursor where you want the text to appear and begin typing. This text will be the same on each label.
    • Note:  You can only add fields of the following data types by using the Label Wizard: Text, Memo, Number, Date/Time, Currency, Yes/No, or Attachment. To add fields of other data types, open the label report in Design view after you have completed the Label Wizard, and then use the Field List pane to add the fields. To open the Field List pane while the report is open in Design view, press ALT+F8.When you have the fields arranged on your label the way you want them, click Next.
  • On the next page, you can choose fields on which to sort your labels. For example, you may want to sort by postal code for a large mailing. Choose the fields you want to sort by from the Available fields list, and double-click them to add to the Sort by. When you are finished, click Next.

Access Label wizard menu 4

  • On the last page, enter a name for your labels, and click Finish.

Access Label wizard menu finish

  • If you chose See the labels as they will look printed on the last page of the Label Wizard, Access will display the labels in Print Preview. You can click on the label to zoom in and out, or use the zoom control on the status bar.


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