Microsoft KB Archive/138336

= Works 95 FAQ: Envelope and Label Questions =

Article ID: 138336

Article Last Modified on 12/12/2002

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APPLIES TO


 * Microsoft Works 4.0 Standard Edition

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This article was previously published under Q138336



SUMMARY
This article provides the answers to frequently asked Works Print Merge questions.



MORE INFORMATION
 Q. How can I correctly print envelopes on my HP DeskJet 540 printer using Windows 95?

A. When you print envelopes to an HP DeskJet 540 printer using the Windows 95 DeskJet 540 driver, the printed text may be upside down or rotated. To properly print envelopes to a DeskJet 540, insert the envelopes rotated 180 degrees from the envelope diagram shown on the printer sheet feeder. The envelopes should be inserted with the flap on top, pointing to the right.

If this still does not resolve the envelope problem, you can use the HP DeskJet 550c driver that ships with Windows 95. If you are using the 550c driver emulation, you should insert the envelope as shown on the printer's sheet feed diagram.

NOTE: If you are using Works 3.0x, make sure the Envelope heuristics in the Msworks3.ini file are turned off. For more information on changing these settings, please see the following article in the Microsoft Knowledge Base:

123805 sing Heuristics to Solve Envelope Printing Problem

 Q. How do I suppress blank lines when I print labels?

A. Lines containing blank fields should be suppressed by Works. If these lines are not suppressed, remove all spaces and tabs from them, except single spaces between field place holders. To see space and tab marks in your document, do the following:

 On the View menu, click All Characters.   Q. Why does my printer skip several rows of blank labels during printing?

A. There are four common causes for this problem:

 An incompatible printer driver. The paper source is set incorrectly on a dot matrix printer.</li> A custom label Down Page or Page Length setting is incorrect.</li> The First Row To Print setting is incorrect.</li></ul>

The resolutions for each problem are listed below.

Incompatible Printer Driver
Contact the printer manufacturer to obtain the latest version of the driver for your printer. As an alternative, see your printer documentation for other printer models that your printer can emulate. Then, install the printer driver for one of those models.

For information about installing printer driver software in Microsoft Windows, see your Windows printed documentation or online help.

Paper Source Set Incorrectly on a Dot Matrix Printer
<ol> On the File menu in Works, click Page Setup.</li> In the Page Setup dialog box, click the Source, Size, And Orientation tab.</li> Select the correct option in Paper Source. For example, if the Paper Source is set to Manual Feed and you are using tractor fed labels, change the Paper Source setting to Tractor Feed.</li> Click OK.</li></ol>

Custom Label Settings are Incorrect
To correct custom label settings use the steps below:

<ol> Open the Word Processor label document in Works.</li> On the Tools menu, click Labels.</li> Click the Labels or the Multiple Copies Of One Label button.</li> Click the Label Size tab, and then click Custom.</li> Click the Label Size tab again, and make sure the Number Of Labels Down setting correctly reflects the number of rows of labels on the page you are using.</li> Click the Page Size tab, and make sure the Size and Height text boxes correctly indicate the size of the page you are using.</li> Click Done. Click Close.</li></ol>

The First Row to Print setting is incorrect
<ol> Open the Word Processor label document in Works.</li> On the Tools menu, click Labels.</li> <li>Click the Labels or the Multiple Copies Of One Label button.</li> <li>Click the Printing tab.</li> <li>If you want to start printing labels at the top of the page, make sure the First Row To Print setting is set to 1. Click Close.</li></ol> </li> <li>Q. How can I print multiple copies of the same label, such as return address labels?

A. Works 4.0 and 4.5 include a "Multiple Copies Of One Label" feature in the label tool to make printing return address labels easy.

To print duplicate labels, use the following instructions:

<ol> <li>Load the labels into your printer.</li> <li>On the Tools menu, click Labels.</li> <li>Click Multiple Copies Of One Label.</li> <li>Follow the steps in the Label dialog.</li> <li>On the Printing tab type the number of return address labels you want to print in the Number of Labels box.</li> <li>Click any other print options you want.</li> <li>Click Print.</li></ol> </li> <li>Q. Why does Works give a message that the last row of labels extends into the nonprintable region of the page?

A. Some printers designate a large area (almost 1 inch in some cases) at the bottom of the page as a nonprintable region. When Microsoft Works for Windows 95 calculates the location of the labels on the page, it may detect that some portion of the bottom row of labels extends into this region. You can try to print the bottom row of labels, or place the data into the top row of the next page.</li> <li>Q. Text is not positioned consistently on my labels. How do I correct this?

A. If your text is positioned inconsistently on your labels, you may have selected an incorrect label size. To make sure you have selected the correct label size, follow the steps below:

<ol> <li>On the Tools menu, click Labels.</li> <li>Click Labels.</li> <li>Click the Label Size tab.</li> <li>In the Choose A Label Size box, make sure the correct label size is selected. If you are using custom label settings, make sure the label and page size settings are correct.</li></ol> </li> <li>Q. Can I add pictures to my labels?

A. Yes, you can add pictures to labels you create in Microsoft Works for Windows. To add pictures to the label, do the following:

<ol> <li>On the Tools menu, click Labels.

Set up your labels.

For more information about creating labels, see your Works printed documentation or online help.</li> <li>Click Close.</li> <li>On the Insert menu, click ClipArt.</li> <li>Click the image you want, and then click Insert.</li> <li>To resize the ClipArt object, do the following:

<ol style="list-style-type: lower-alpha;"> <li>Click the object.</li> <li>Drag the border until the object is the size you want.</li></ol> </li></ol>

You can also have your text wrap around the picture by doing the following:

<ol> <li>On the Format menu, click Text Wrap.</li> <li>Click the Text Wrap tab.</li> <li>Click Absolute, and then click OK.</li> <li>To return to the Label dialog box, click Go Back.</li></ol> </li> <li>Q. What if my labels are not listed?

A. If the labels you are using aren't listed on the Label Size tab, you can create your own custom label size. To create a custom label size, follow the instructions below:

<ol> <li>On the Tools menu, click Labels.</li> <li>Click Labels.</li> <li>Click the Label Size tab.</li> <li>At the bottom of the Choose A Label Size list, click Custom Label Size.</li> <li>Click Custom.</li> <li>Enter the appropriate label and page size dimensions, and then click Done.</li></ol> </li> <li>Q. Why is my return address so far from the edge of the envelope?

A. Some printers designate an area of the page as a nonprintable region. If your return address is printing too far to the right, this region may be too large in the left margin. You can reduce it by clicking Page Setup on the File menu, then changing the left margin to 0.

In addition, many dot-matrix printer drivers include an nonprintable area setting that controls the minimum margins that can be used. To change this setting in Windows 95, do the following:

NOTE: Reducing the nonprintable area settings in the driver does not guarantee that the printer can use the new settings. Many printers have built-in physical nonprintable areas that cannot be reduced.

<ol> <li>Click Start, point to Settings, and then click Printers.</li> <li>With your right mouse button, click the driver for your printer, and click Properties.</li> <li>Click the Paper tab.</li> <li>Click the Nonprintable Area button.</li> <li>Enter 0 for each of the settings, and then click OK.</li> <li>Click OK to close the Properties dialog.</li></ol> </li> <li>Q. How do I print envelopes using my printer's envelope feeder?

A. To print envelopes from the envelope feeder on your printer, make sure that appropriate Envelope Feeder option is selected in the Options dialog. To check this setting, use the instructions below:

To select the Use Printer's Envelope Feeder option, do the following:

<ol> <li>On the Tools menu, click Options.</li> <li>Click the General tab.</li> <li>Select Use Printer's Envelope Feeder, and then click OK.</li></ol>

NOTE: If this option is not selected, the printer will try to print the envelope(s) from the manual feed tray even if you select the envelope feeder in Printer Setup and Page Setup.

The Printer's Envelope Feeder Is Installed check box is unavailable (dimmed) if the printer driver does not support an envelope feeder.

For additional information about envelopes not printing from the Envelope Feeder, please see the following article in the Microsoft Knowledge Base:

109051 Works: Envelopes Do Not Print from the Envelope Feeder

</li> <li>Q. How do I select which records will print in a print merge?

A. Use the instructions below to select records to merge:

To select which records from a Works 4.0 or 4.5 for Windows 95 database print in a print merge, complete the following five steps:

<ol> <li>Open the database, and do any one of the following:

<ul> <li>Hide the unwanted records.</li> <li>In the database list view, mark those records you want to print by clicking the check box on the left side of each record.</li> <li>Create a filter.</li></ul> </li> <li>Open the word processing document containing your form letter, labels, or envelope.</li> <li>On the Tools menu, click Form Letters, Labels, or Envelopes, as appropriate.

NOTE: If you are printing mailing labels, click the Labels button.</li> <li>If you have not already set up your form letter, labels or envelope document, click the appropriate options, such as the Database tab.</li> <li>Click the Recipients tab, and select one of the following options, according to the choice you made in step 1:

<ul> <li>Current records visible in the database NOTE: This will print all non-hidden records.</li> <li>Currently marked records in the database</li> <li>Filtered records in the database</li></ul> </li></ol> </li> <li>Q. Do I need to have a database created to make envelopes, mailing labels, or form letters?

A. In Works 4.0 or 4.5 for Windows 95, if you only want to print a single envelope, multiple copies of the same envelope, or multiple copies of the same label (such as return address labels), you do not need to have a database file.

If you want to create envelopes or mailing labels of different addresses, or a form letter, then you do need to have a database.</li> <li>Q. How do I print a list of addresses that have been merged onto labels?

A. Follow the steps below to print your label addresses as a list:

<ol> <li>Start Works and choose Labels in the Envelopes and Labels section. Click OK.</li> <li>Click Yes, run the TaskWizard.</li> <li>Click Next. Or, click the Label Size tab.</li> <li> Click Custom. Change the settings to the following: <pre class="fixed_text">Margins Top:   0"       Left:   0.1"

Label size Width:  4"       Height:  0.25"

Space between lables Vertical:    0"       Horizontal:   0"

Number of labels Across:   1 or 2 (your choice) Down:     Up to 41 (anything over this and the address on those labels will not be printed). </li> <li>Click the Page Size tab. Change the Size setting to match the size of paper on which you will print your list.</li> <li>Click Done and ignore any warnings you might get by clicking OK.</li> <li>Click Next twice. Or, click the Database tab, and then choose the database that you want to use. NOTE: You can view the database, mark records, and sort records by clicking View Database. If you change anything in the database then make sure that you save it before clicking Go Back.</li> <li>Click Next twice. Or, click the Recipients tab, and then choose the option you want.</li> <li>Click Next twice. Or, click the Label Layout tab.</li> <li>To select the fields, click Add Field. Be sure not to add the same field more than once.</li> <li>Organize the fields as you want them to appear on the final printed list.</li> <li>Click Next twice. Or, click the Printingtab.</li> <li>Click Preview, and then click Yes to preview all records.</li> <li>If you receive a message that the last row of labels extends into the nonprintable area of the page, click Yes.</li> <li>Click Next to view the next page. Or, click Cancel to make any other adjustments.</li> <li>When you are finished making adjustments, click Print.</li></ol> </li></ol>

Additional query words: 4.00 4.00a 4.50 4.50a kbhowto w_works printers print-merge printmerge avery labeling mailmerge works95 95works print merge

Keywords: kbinfo kbfaq KB138336

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