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  • MapGuide Tutorial: Using Microsoft Word 2003 to Print Labels

    You can use Microsoft Word to make and print labels from addresses generated by Autodesk MapGuide in comma delimited format.

    Prior to beginning the label creation and printing instructions below you should have already generated a comma delimited address report.

    Making and Printing Labels

    Getting Started

    1. Start Word with a blank document.
    2. From the top menu select Tools, Letters and Mailings, Mail Merge... and a Mail Merge task pane will open on the right.

    Setting Label Format

    1. In the Mail Merge task pane, under Select document type, click "Labels".
    2. Under "Step 1 of 6" at the bottom of the task pane, click "Next: Starting document".
    3. Set up a new label main document by clicking "Change document layout" under "Select starting document at the top of the task pane.
      Why Change document layout? When you open Word, a blank document opens by default. That default document does not have a label layout. If you're going to create labels, you need to change the layout of that default document to a label layout.
    4. Under the "Change document layout" heading in the task pane, click "Label options...".
    5. In the Label Options dialog box, select:
      • The type of printer that you're using to print labels. (Dot matrix or Laser and ink jet.)
      • The supplier that produced your label sheets.
      • The number that corresponds to the product number listed on your package of label sheets.
    6. When you've made all your label choices, click "OK". A label document opens with a blinking insertion point in the first label.
      Note: If what you see on the screen just looks like a regular document instead of labels, you may have the option for hiding gridlines turned on. On the Table menu, click Show Gridlines to show lines that indicate the label boundaries.

    Connecting to the Data File

    1. Under "Step 2 of 6" at the bottom of the task pane, click "Next: Select recipients".
    2. Choose "Use an existing list" in the task pane under "Select recipients".
    3. Use the "Browse..." Option under the "Use an existing list" header to find and select the .txt file you saved, then click "Open".
    4. The Mail Merge Recipients dialog box opens.
      Here you have the opportunity to filter or sort the entries in the data file in case you want to mail only to subset of the data file.
    5. If you want to create labels for all the recipients in your data file, click "OK" to move on.
    6. After closing the Mail Merge Recipients dialog box, you'll see «Next Record» fields on all the labels in your starting document.
      Don't delete them. They won't show up on your printed labels and they're important in the next step of the process.
    7. Under "Step 3 of 6" at the bottom of the task pane, click "Next: Arrange your labels" to move to the next step".

    Arranging the Label Text

    Now decide whether to generate labels with the owner's mailing address or the situs address. The situs address is the actual address of the property which may not be the same as the owner's mailing address. (The owner could even be in another state.) Usually, you want to use the owner's mailing address.
    Situs addresses are generally inappropriate for mailing labels. Not all situs addresses can accept mail and they would reach the occupant, not necessarily the owner. See About situs addresses for more.

    Choose the appropriate fields (mailing or situs) for the labels depending on the particular comma-delimited file you are using:
    1. Click the "More items..." option found under the "Arrange your labels" header near the top of the task pane.
    2. Choose the "Database Fields" option at the top of the "Insert Merge Field" dialog box.
    3. Click on the first desired label field in the dialog box and click the Insert button.
    4. Proceed with the remaining needed fields in the same manner, clicking on the field and then Insert.
    5. When you are done inserting the fields you need, click the Close button to close the "Insert Merge Field" dialog box.
    6. Format the first label by moving the cursor between each added field in the Word document and pressing Enter to put the fields on separate lines as needed.

    For owner mailing address, use these fields in an order something like this:
    • «Parcel»
    • «Mail1»
    • «Mail2»
    • «Mail3»
    • «Mail4»
    • «Mail5» «Zip9»
    For situs addresses, use these fields in an order something like this:
    You can add ", AZ" just by typing it in.
    • «Parcel»
    • «StreetNo» «StreetDir» «StreetName»
    • «zipity», AZ «zipcode»
    1. After you have completed formatting the first label, duplicate the format on all labels on a page by clicking the "Update all labels" button in the middle of the task pane.

    Preview and Create Labels

    1. In the task pane, under the Step 4 of 6 header, Click "Next: Preview your labels".
      This lets you preview how your labels will look. Use the double arrow buttons in the task pane to preview multiple label sheets.
    2. You may need change the font size, either to make it smaller so all lines fit on the labels or larger if you have the room and want to fill the label. To change the font or font size, select the entire document by pressing Ctrl-A on the keyboard or choosing Edit, Select All from the menus. Then select Format, Font... from the menu. This opens the Font dialog box where you can change the font and/or the font size.
    3. When you are happy with your labels, click on the "Next: Complete the Merge" option at the bottom of the task pane
    4. Choose either "Print..." or "Edit individual labels..." below the Merge header in the task pane. Choose "Print..." to print the labels as you see them. Choose "Edit individual labels..." to open a copy of the document where you can make adjustments to label text before printing.
    5. Choose the "all" option in the "Merge to Printer" dialogue box that opens and click OK.
      You can now print or save the file as you would with any other document.
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