KB154524 - Works 3.0 FAQ: Envelope and Label Questions

Article ID: 154524

Article Last Modified on 9/26/2003

Microsoft Works 3.0 Standard Edition
Microsoft Works 3.0a
Microsoft Works 3.0b

This article was previously published under Q154524

SUMMARY

This article provides answers to frequently asked 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.

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 the field, except single spaces between place holders. To see space and tab marks in your document, on the View menu, click All Characters.

Q. Why does my printer skip several rows of blank labels during printing?

A. There are three common causes for this problem:

An incompatible printer driver.
The paper source is set incorrectly on a dot matrix printer.
A custom label Down Page or Page Length setting is incorrect.

The resolution for each problem is 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

On the File menu in Works, click Page Setup.
In the Page Setup dialog box, click the Source, Size, And Orientation tab.
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.
Click OK.

Custom Label Settings are Incorrect

Open the Word Processor label document in Works.
On the Tools menu, click Envelopes And Labels.
Click Custom Label.
Make sure the Down Page text box correctly reflects the number of rows of labels on the page you are using. Click OK.
Make sure the Page Length text box correctly reflects the length of the page you are using.
Click OK. Click Change Label.

Q. How can I print multiple copies of the same label, such as return address labels?

A. To print multiple copies of the same label, you must use a database that contains as many duplicate records as you need labels.

To print duplicate labels, do the following:

To print a page of identical mailing labels, use the Fill Down command in the Database to create a database with multiple copies of the same record before creating and printing the mailing labels as usual.

For more information on printing return address labels in Works 3.0x, see the following article in the Microsoft Knowledge Base:
93347 Printing Multiple Copies of an Address Label
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, do the following:
1. On the Tools menu, click Envelopes and Labels.
2. Click the Mailing Labels tab.
3. Click the Label Style box and 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.
Q. Can I add pictures to my labels?

A. You can add pictures to labels by doing the following:
1. On the Tools menu, click Envelopes and Labels. Set up your labels.
  
  For more information about creating labels, see your Works printed documentation or online help.
2. Click create Label to close the Labels dialog box.
3. On the Insert menu, click ClipArt.
4. Click the image you want, and then click Insert.
5. To resize the ClipArt object, do the following:
  1. Click the object.
  2. Drag the border until the object is the size you want.
NOTE: In Works 3.0x, objects formatted with an Absolute text wrap do not print or preview when placed in a label. Graphics placed in Works 3.0x labels must be formatted with an In-line text wrap.

Works 4.0, 4.5, and 4.5a for Windows 95 allows you to wrap text around the image.
Q. What if my labels are not listed?

A. If the labels you are using aren't listed in the Label Style box, you can create your own custom label size. To create a custom label size, do the following:
1. On the Tools menu, click Envelopes and Labels.
2. Click the Mailing Labels tab.
3. Click the Custom Label button.
4. Enter the appropriate number and spacing settings, and then click OK.
5. Enter the correct margins, size and orientation settings, and then click OK.
6. Click Create Label.
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 nonprintable areas that cannot be reduced.

To reduce the nonprintable area, do the following:
1. Click the Start button, point to Settings, and then click Printers.
2. With your right mouse button, click the driver for your printer, and click Properties on the menu that appears.
3. Click the Paper tab.
4. Click Nonprintable Area.
5. Enter 0 for each of the settings, and then click OK.
6. Click OK to close Properties.
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 the appropriate Envelope Feeder option is selected in the Options dialog. To check this setting,do the following:
1. On the Tools menu, click Options.
2. Select, Printer's Envelope Feeder Is Installed, and then click OK.
  
  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.
  
  With some printers, it is possible to set the envelope feeder as a permanent setting by adding or updating the Envelope section in your Msworks3.ini file. For more information, see the following Microsoft Knowledge Base article:
  109051 Works: Envelopes Do Not Print from the Envelope Feeder
Q. How do I select which records will print in a print merge?

A. There are three methods to select which records from a Works 3.0x database print in a print merge. Use one of the following three methods:
1. Apply a query.
2. Hide unwanted records.
3. Hide wanted records, then use the Switch Hidden Records command from the View menu.
Only non-hidden records print in the print merge. For more information about using one of the above three methods, see the following article in the Microsoft Knowledge base:
93047 Works: Printing Only Selected Records from a Database
Q. Do I need to have a database created to make envelopes, mailing labels, or form letters?

A. In Works 3.0x, you must have a database created to print multiple envelopes, mailing labels, or form letters.

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