Microsoft KB Archive/113699

Mac Works 3.0: Printing Addresses with Correct Spacing

PSS ID Number: Q113699 Article last modified on 10-22-1998

3.0

MACINTOSH

================================================================ ==

The information in this article applies to:

 == Microsoft Works for the Macintosh, version 3.0 == 

= SUMMARY =

This article includes instructions for printing addresses with correct spacing from the Database module in Works version 3.0 for the Macintosh. Printing addresses with correct spacing involves either using preset label and envelope forms, or using the Slide Left and Add Comma options.

= MORE INFORMATION =

Microsoft Works version 3.0 for the Macintosh includes options you can use to ensure that addresses print with the correct spacing and punctuation.

This article provides information and instructions for:


 * Using preset label and envelope forms
 * Using the Slide Left option
 * Using the Add Comma option
 * Turning off field borders
 * Printing your addresses

The Works 3.0 Slide Left option (which is turned on by default) automatically fits fields together so that they print with the correct spacing. The Add Comma option (which is turned off by default) automatically inserts a comma after the city name in each address. You can set these options only from design view.

If you do not use these options, the words in your addresses print too far apart; for example:

Horace             Meltzin 123 Cilantro Lane Sargasso           CA        12345 When you create your database file, you have to make each field wide enough to accommodate its longest entry. Therefore, excess space follows shorter entries. This excess space appears between the fields when you print your addresses, unless you use the Slide Left option.

= USING PRESET LABEL AND ENVELOPE FORMS =

The easiest way to print addresses on envelopes or mailing labels is to use the preset envelope and label forms built into Works 3.0. When you use these preset forms, most of the necessary formatting is done for you: the Slide Left option is turned on, and the field names and field borders are turned off. The only option you must set yourself is the Add Comma option.

To use a preset envelope or label form

 * 1) Open the database file containing the addresses you want to print.
 * 2) From the Form menu, choose New Form.
 * 3) In the Name box, type a name for the form.
 * 4) Under Standard Sizes, select either the Envelope or the Label option button.
 * 5) From the list of envelope or label sizes, select the size you need. If the size you need is not listed, select the Custom Size option button and type in the custom dimensions.
 * 6) Choose the Fields button.
 * 7) The Auto Place Fields dialog box appears. In this dialog box, you can select fields one at a time either by double-clicking them or by highlighting them and choosing the Place button.
 * 8) When check marks appear beside all the fields you want to use, choose the OK button to close the Auto Place Fields dialog box.
 * 9) Choose the OK button to close the New/Set Up Form dialog box.

Works generates a new envelope or label form using the correct page size for the envelope or label type you selected and places the fields you chose onto it.

You will probably need to drag your fields into position so that they are arranged the way you want them. The only other formatting you should need to do is set the Add Comma option. This procedure is detailed later in this document.

If you do not want to use a preset envelope or label form, you must manually set the Slide Left option and turn off the field names and field borders.

= USING THE SLIDE LEFT OPTION =

To use the Slide Left option, you must turn off field names and position the fields as you want them to appear.

Unless you are using a preset envelope or label form, field names are on by default. If you do not turn off field names, they print with your addresses; for example:

First Name    Horace    Last Name      Meltzin Address       123 Cilantro Lane City          Sargasso  State     CA   Zip Code  12345

To turn off field names

 * 1) Open the database file containing the addresses you want to print.
 * 2) Switch to design view.
 * 3) Select one of your fields.
 * 4) From the Form menu, choose Field Name.
 * 5) Clear the Show Field Name check box.
 * 6) Choose the OK button.

You must do this separately for each field.

If you are not using a preset envelope or label form, you probably need to reposition the fields to close the gaps left by the field names.

To position the fields

 * Drag your address fields close together. Fields must be within three pixels of each other.

The Slide Left option is on by default, but if you have turned it off, you can turn it back on.

To turn on the Slide Left option

 * 1) Select a field that you want to slide left. (Usually these are the second and subsequent fields on a line, such as the Last Name, State, and ZIP Code fields.)
 * 2) From the Form menu, choose Format Field and select the Slide Left check box.
 * 3) Choose the OK button.

You must do this separately for each field. You can format the fields in any order.

= USING THE ADD COMMA OPTION =

You can use the Add Comma option to automatically insert a comma after each city name. To do so, format the State field (Add Comma inserts a comma BEFORE the selected field). You cannot use this option unless the Slide Left option is turned on for the selected field.

To turn on Add Comma

 * 1) Switch to design view.
 * 2) Select the State field.
 * 3) From the Form menu, choose Format Field.
 * 4) Select the Add Comma check box.
 * 5) Choose the OK button.

The commas appear only in print preview and when the addresses are printed. They do not appear on the screen in any other view.

= TURNING OFF FIELD BORDERS =

Unless you are using a preset envelope or label form, the borders around fields are on by default.

To prevent field borders from printing
  Switch to design view.   From the Edit menu, choose Select All.   From the Form menu, choose Show Field Border. A check mark is displayed next to the command when it is in effect. Choose the command again to remove the check mark. 

While in design view, you will continue to see borders around your fields. When you switch to data view, however, or when you print, the field borders do not appear.

= PRINTING YOUR ADDRESSES =

You can either print your addresses directly from the database file, or print merge them into a form letter that you have created in the Works Word Processor.

Before printing your addresses from the database file, you must switch to data view. When you are in design view (even if you have turned off field names and field borders), fields print like this:

First Name         Last Name Address City               State     ZIP Code

To print your addresses from the database

 * 1) Switch to data view.
 * 2) From the File menu, choose Print.
 * 3) Choose the Print button.

Your addresses do not appear this way on the screen, but they should now print out like this:

Horace Meltzin 123 Cilantro Lane Sargasso, CA 12345 = FOR MORE INFORMATION =

For more information on printing addresses using the preset envelope and mailing label forms, see pages 120-122 in the “Microsoft Works User’s Guide.”

For information on print merging your addresses into a form letter or other word processing document, see pages 39-42 in the “Microsoft Works User’s Guide.”

= Additional query words: kbhowto 3.00 mac =

Keywords : kbprint Version : 3.0 Platform : MACINTOSH Issue type : kbinfo ============================================================================= Copyright Microsoft Corporation 1998.