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Microsoft KB Archive/103433

From BetaArchive Wiki

Article ID: 103433

Article Last Modified on 1/18/2007


  • Microsoft Access 1.0 Standard Edition
  • Microsoft Access 1.1 Standard Edition
  • Microsoft Access 2.0 Standard Edition
  • Microsoft Access 95 Standard Edition
  • Microsoft Access 97 Standard Edition

This article was previously published under Q103433

Moderate: Requires basic macro, coding, and interoperability skills.


To create labels that print on dot-matrix or tractor-feed printers, you usually need to adjust the page size. Before you create a mailing label report for these printers, first set the default printer and paper size in Control Panel.


Setting Default Printer/Paper Size in Control Panel

To set the default printer and paper size, follow these steps:

  1. In the Printers dialog box in Control Panel, select a dot-matrix printer, then click "Set As Default" on the File menu in Windows 95. Click the Set As Default Printer in Windows 3.1 or Windows for Workgroups. (If you do not already have a dot matrix printer driver installed, you must first install one.)
  2. Display the dialog box for that printer by clicking Properties on the File menu in Windows 95 or clicking the Setup button in Windows 3.1 or Windows for Workgroups.
  3. Click the Paper tab and click the Custom paper size in Windows 95. In Windows 3.1 or Windows for Workgroups select User-Defined Size in the Paper Size box.
  4. In the User-Defined Size dialog box, select the unit of measurement, and then type the width and the length of the mailing label page.

To determine the width, measure from the left edge of the leftmost label to the right edge of the rightmost label. To determine the length, measure from the top of the first label to the top of the second label.

For example, if you use two-up labels that measure 3 inches by 5 inches (with .25 inches between), set Unit to 0.01 inches, Width to 625, and Length to 525.

  1. Click OK to close the User-Defined Size dialog box.
  2. Click OK to close the printer Property dialog box.

Once you set the printer and paper size, you can create a mailing label report for a dot-matrix printer using the Label Wizard (Mailing Label Wizard in Access 2.0), or using tools provided in the Design view of the report.

Creating a Mailing Label Report Not Using Report Wizard

  1. Open the report in Design view and remove the page header and footer. (You need only the Detail section for this report.)
  2. On the View menu select Properties to show the Properties sheet.
  3. Adjust the width setting of the report to the width of one label.
  4. Adjust the height setting of the detail section to the height of one label.
  5. Add controls to the detail section, making sure that the controls do not overlap. To create margins for the labels, place the text boxes at least 0.2 inches from all edges of the detail section.
  6. On the File menu, click Page Setup (Windows 95) or Print Setup (Windows 3.1 or Windows for Workgroups) and verify or set the following values in the Page Setup dialog box:

    1. Click the Paper tab, set Size to User-Defined Size and Source to Tractor. (If these settings are not available, click Use Specific Printer, and then select your dot matrix printer.)
    2. Click the Margins tab and set all margins to 0.0 inches.

      NOTE: Some margins may revert to a value other than 0.0. For example, if a margin is set at 1", and you change it to 0.0, the margin may revert to some other value, such as 0.25". This is the minimum value allowed by the printer driver. If this is the case for your printer driver, use the minimum value instead of 0.0.
    3. Click the Layout tab (Windows 95) or Item Size group (Windows 3.1 or Windows for Workgroups), and make sure the Same as Detail check box is selected. (Choose the More button to display the Item Size group in Windows 3.1 or Windows for Workgroups.)
    4. If there is more than one label across the page, you must also set the following items:

      1. In the Grid Settings or Items Across box, enter the number of labels across.
      2. In the Row Spacing box, enter the amount of space between the bottom of one label and the top of the next.
      3. In the Column Spacing box, enter the amount of space between the right edge of one label and the left edge of the next.
    NOTE: When a dot-matrix printer is the default in Control Panel and you have Paper Size set to User-Defined Size, Microsoft Access uses only that paper size. If you want to create or print a label or report on a page of a different size, remember to change the user-defined page size in Control Panel before you create or print your label or report.


For more information about creating labels, search for "labels, creating," and then "Create a label" using the Microsoft Access for Windows 95 Help Index.

Keywords: kbinfo kbusage KB103433