ACC: Printing Duplicate Mailing Labels for Each Record (1.x/2.0)

• Microsoft Access versions 1.0, 1.1, 2.0

SUMMARY

Novice: Requires knowledge of the user interface on single-user computers.

This article describes how to print multiple labels for each customer record. The example that follows uses the Customers table in the sample database NWIND.MDB.

MORE INFORMATION

The following example generates 10 labels for each customer record:

1. In the sample database NWIND.MDB, create a new table called Label Count with one number field. Use the default properties and do not create a primary key. Enter a 1 in the first record, 2 for the second record, and so on.

         Table: Label Count
         ------------------
         FieldName: Count
            DataType: Number
   
   

2. Create a new query based on the Label Count and Customers tables:

         Query: LabelQuery
         ---------------------------------
         Type: Select Query
         Tables: Label Count and Customers
         Join: None
   

3. From the View menu, choose Totals so that all fields are set to Group By, as follows:

         Field: Company Name
            Table: Customers
            Total: Group By
         Field: Contact Name
            Table: Customers
            Total: Group By
         Field: Address
            Table: Customers
            Total: Group By
         Field: City
            Table: Customers
            Total: Group By
         Field: Region
            Table: Customers
            Total: Group By
         Field: Postal Code
            Table: Customers
            Total: Group By
         Field: Count
            Table: Label Count
            Total: Group By
            Criteria: <= [Enter Number of Labels to Print for Each
                      Customer]
   
      NOTE: The Count field in the Label Count table can have an optional
      parameter value specified in the Criteria field to enter the number of
      labels to print for each record in the Customers table. If this query is
      used without a parameter value, 10 identical labels are printed for each
      record in the Customers table.
   
   

4. Using the Microsoft Access ReportWizard, create a new mailing label report based on the LabelQuery query. If you specify a parameter value, you are prompted to enter the number of labels to print for each customer record.

REFERENCES

For more information about using totals in queries, search for "queries: totals," and then "Calculate Totals in a Query" using the Microsoft Access Help menu.