Dept of Education Logo
Dept of Education Logo
Home | About Us | Accountability/Assessment | Certification | Data Collection & Reports | Innovations | Legislation/Hearings/Rules | NH Schools | Professional Development | Employment Opportunities | Contact Us | Search | Calendar
Department of Education - an official New Hampshire Government website
Smaller text size Reset text size Larger text size
skip navigation
students artwork
Subject indexABCDEFGHIJKLMNOPQRSTUVWXYZ0 thru 9

Instructions for creating labels using Microsoft Access or Word


Downloading/Exporting Data and then Mailing Lists/Labels Using Word

  • Click on either of the spreadsheet format (.xls) - You can either open it or save it. If you open it you can still save it by going up to File, Save As. Minimize or Close the Web page.
  • Open up Excel. Browse to the file you just saved and open it.
  • You can then manipulate the data to list only the information that you are looking for. For e.g. (a) If you want mailing lists of public schools only then you could sort the data on School Type - ascending. Delete all the unwanted information and then use that information. (b) If you want to create mailing labels then you can either use the data after manipulating it or use all of the information as is.
  • Open up MS Word. To create labels in word select Tools, Letters and Mailings, Mail Merge wizard.
  • Under Document Type select Labels - Click Next.
  • Select Label Options - Select the size of labels you like. We suggest 5162. Click on Next - Select Recipients.
  • Choose - Use an existing list, click on the box next to browse and then look for your file. In the drop down list of file type select all files. Then browse and select your file. You will then see a window with all your data, click on any field to sort your data. We suggest Zip Code. Then click OK and then click on Next - Arrange your labels.
  • Click on Address Block - Under the first box you see click on the style you would like and then click on Match fields - Match the fields to the heading on the left side and then click on OK and then click on Update all Labels. Then click on Next - Preview Your Labels.
  • If it looks good then click on Next - Complete the merge.
  • Print the labels.

Downloading/Exporting Data Creating Queries and Then Mailing Lists/Labels Using Access

  • Click on either of the spreadsheet format (.xls) - You can either open it or save it. If you open it you can still save it by going up to File, Save As. Minimize or Close the Web page.
  • Open up Excel. Browse to the file you just saved and open it.
  • You can then manipulate the data to list only the information that you are looking for. For e.g. (a) If you want mailing lists of public schools only then you could sort the data on School Type - ascending. Delete all the unwanted information and then use that information. (b) If you want to create mailing labels then you can either use the data after manipulating it or use all of the information as is and export it to Access.
  • Open up Access - Create a blank database. Give it a name and click on create. Click on File - Get External Data - Import. Click on the drop down box where it says "Files of type" (All the way at the bottom) - Choose Excel. It will list all the excel files you have on different drives. Choose the drive and then the file that you saved and then click on Import. Follow the steps the wizard takes you through. (a) Leave the default selected click on Next. (b) Make sure to click on "First Row Contains Column Headings" - click on Next. (c) Use the default setting click on Next. (d) Click Next. (e) Select "No Primary Key" Next. (f) Give it a name then click Finish.
  • If the data you imported has not been manipulated then you will have to click on queries and then New. Choose Design View a "Show Table" box appears. Select the table that you just imported and click on close. Select the fields you would need for creating labels for e.g. if you would like a list of public schools only, you would select the Name, Address1, Address2, City, State and Zip Code and School Type. You could either double click the fields or click on them and drag them to the bottom pane. On the bottom pane on your left you will notice there are headings such as Field, Table, Sort, Show, Criteria and Or. On the right next to them you will notice the actual field names and table that they came from. Go to the field where it say's School Type and on the Criteria line type in "In (PU, AC)". Click on the icon that is in red and looks like "!". The information that is displayed is a list of public schools only. Save this query by either clicking on the Save icon or click File Save and then give it a name.
  • Once the data is the way you need it then click on
    • (a) Reports then click on New and then choose Label Wizard and then in the drop down box choose the table that you just imported or the query that you saved and click on OK.
    • (b) Choose the size of labels (we suggest Avery 5162) click Next.
    • (c) If you want to make changes to the Font or style then you can make the changes and then click on Next. (We suggest the default)
    • (d) Choose the fields for e.g. if you want labels for schools then from the Available Fields list on the left hand side select Name and then click on the button in the center that has ">". You will notice that the field appears in the blank box on the right and the cursor is next to it. Hit enter to move the cursor to the next line. Then from the Available Fields list select Address1 and then click on the button in the center that has ">". Hit enter to move the cursor to the next line. Then add Address2 and hit enter. Then add the City, State and Zip fields without hitting Enter. You will notice that they appear together on the same line. Once you are done selecting all the fields you need for your labels Click on Next.
      Please note: The maximum number of lines you can have with this size label is 5.
    • (e) It will ask you if you would like to sort your data - choose the fields you would like to have sorted and then click on Next.
    • (f) Give the report a name and then click on Finish. The report should be displayed in print preview mode.
    • (g)You may notice that the last line the city, state and zip are displayed with no space in between them. On the menu bar click on View and then design. Select the last line where you see city, state and zip and right click and then select properties. Select the "All" tab and the second line "Control Source" should say =Trim ([City/Town] & [State] & [Zip Code]) change it to say =Trim ([City/Town] & " " & [State] & " " & [Zip Code]) and then preview the data, you will see that there is a space in between city, state and zip.
    • (h) Make sure that the printer has been loaded with labels and then click on Print.

New Hampshire Department of Education
101 Pleasant Street | Concord, NH | 03301-3494
Telephone: (603) 271-3494 | TDD Access: Relay NH 711