Doing Envelopes & Labels with MSWorks

by by Don Edrington, PC Chat - November 03, 2001 at 00:52:31:

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As the holiday season approaches, many PC users will want to take the labor out of hand-addressing greeting card envelopes. Those who have MSWorks will find this to be an easy task.

Addressing envelopes is basically a function of two different applications: a database and a word processing program. The database is where you list all the names and addresses, while the word processor is what's used to format the actual printing of the envelopes. MSWorks has always come with these two utilities built in.

We'll start by creating the name and address database. With older versions you'll go to Works Tools, Database, while newer versions will let you click on Database as soon as Works has been launched.

In database terminology columns are called Fields, while rows are called Records. We'll start by naming six fields: FirstName, LastName, StreetAddr, City, State, and Zip.

At the Field 1 prompt, type FirstName and click Add. Repeat this process for each subsequent Field and then click Done. Now go to File, Save As, and name the database, say, Address List.wdb. By default, it will normally be saved in the MSWorks\Documents folder, but you can designate any folder you want. Works will add the extension .wdb automatically if you don't type it in.

After naming the Field headers, the individual Records will need to be typed in. At some point you'll probably want to Sort (alphabetize) your data by LastName. Here's how; go to Record, Sort Records, and choose LastName, Ascending.

Now let's format the printing of the envelopes. Go to File, New, Word Processor. This will be a separate document and will be named by going to File, Save As and giving it a name such as Label Layout. Works will add the extension .wps to the filename.

Now go to Tools, Envelopes. Click Mail Merge Envelopes or whatever prompt indicates you are NOT doing multiple copies of the same address. (These prompts vary among different versions of Works.) Choose the size of the envelope you're planning to print, or click on Custom and type in the appropriate measurements.

A window will open displaying a blank envelope the size you've indicated. Click on Insert, Database Fields (or whatever your version of Works suggests). Now a window will open and display all your Works databases, or any other Address Book you may have created. In this example we'll click on Address List.wdb.

Now you'll be asked to insert the Fields that correspond to your database. Here you'll click Add Field and New Line until you get the sample envelope filled in to your specifications. There will also be an area for typing in a Return Address, if you want one.

Additional formatting options, such as different font styles and colors, will also be available. Other prompts will take you to the Printing dialogue box. Use File, Print Preview to see what your finished envelopes will look like. If everything looks okay, go ahead and print them, following your printer's instructions on how to load and feed envelopes of different sizes.

It should be pointed out that envelopes are somewhat prone to getting jammed in printers and that you should have extras on hand in case this happens. This is also why some folks prefer to print on self-adhesive labels rather than directly on the envelopes.

Under Tools, you'll find Labels as an option. The Avery 5160 and 8160 (for laser and inkjet printers, respectively) with 30 labels to a sheet are the most popular. The instructions for printing labels will be similar to the above. Just follow the prompts and be sure to do a File, Print Preview to see how they'll look. Better yet, print out a page of labels on plain paper to make sure all the name and address data fits properly.

All of this year's and last year's PC Chats can be found at www.pcdon.com.

Phone calls are welcome at 949-646-8615 or 949-646-4167. However, because of the large number of phone calls and email I receive, I can't promise to reply to all -- but I do try to put answers to unanswered questions in upcoming PC Chats whenever possible. Thank you for your forbearance and understanding.

A version of today's column accompanied by helpful illustrations can be found by going to: http://www.pcdon.com/page2001-10.html

• today's column with helpful illustrations
  http://www.pcdon.com/page2001-10.html

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