Mac Works 3.0: Printing Addresses with Correct Spacing
  
PSS ID Number: Q113699
Article last modified on 10-22-1998
 
3.0
 
MACINTOSH
 

======================================================================
----------------------------------------------------------------------
The information in this article applies to:
 
 - Microsoft Works for the Macintosh, version 3.0
----------------------------------------------------------------------
 
SUMMARY
=======
 
This article includes instructions for printing addresses with
correct spacing from the Database module in Works version 3.0 for the
Macintosh. Printing addresses with correct spacing involves either using
preset label and envelope forms, or using the Slide Left and Add Comma
options.
 
MORE INFORMATION
================
 
Microsoft Works version 3.0 for the Macintosh includes options you can
use to ensure that addresses print with the correct spacing and
punctuation.
 
This article provides information and instructions for:
 
 - Using preset label and envelope forms
 - Using the Slide Left option
 - Using the Add Comma option
 - Turning off field borders
 - Printing your addresses
 
The Works 3.0 Slide Left option (which is turned on by default)
automatically fits fields together so that they print with the correct
spacing. The Add Comma option (which is turned off by default)
automatically inserts a comma after the city name in each address. You
can set these options only from design view.
 
If you do not use these options, the words in your addresses print too
far apart; for example:
 
     Horace              Meltzin
     123 Cilantro Lane
     Sargasso            CA        12345
 
When you create your database file, you have to make each field wide
enough to accommodate its longest entry. Therefore, excess space
follows shorter entries. This excess space appears between the fields
when you print your addresses, unless you use the Slide Left option.
 
USING PRESET LABEL AND ENVELOPE FORMS
=====================================
 
The easiest way to print addresses on envelopes or mailing labels is
to use the preset envelope and label forms built into Works 3.0. When
you use these preset forms, most of the necessary formatting is done
for you: the Slide Left option is turned on, and the field names and
field borders are turned off. The only option you must set yourself is
the Add Comma option.
 
To use a preset envelope or label form
--------------------------------------
 
1. Open the database file containing the addresses you want to print.
 
2. From the Form menu, choose New Form.
 
3. In the Name box, type a name for the form.
 
4. Under Standard Sizes, select either the Envelope or the Label
   option button.
 
5. From the list of envelope or label sizes, select the size you need.
   If the size you need is not listed, select the Custom Size option
   button and type in the custom dimensions.
 
6. Choose the Fields button.
 
7. The Auto Place Fields dialog box appears. In this dialog box, you
   can select fields one at a time either by double-clicking them or
   by highlighting them and choosing the Place button.
 
8. When check marks appear beside all the fields you want to use,
   choose the OK button to close the Auto Place Fields dialog box.
 
9. Choose the OK button to close the New/Set Up Form dialog box.
 
Works generates a new envelope or label form using the correct page
size for the envelope or label type you selected and places the fields
you chose onto it.
 
You will probably need to drag your fields into position so that they
are arranged the way you want them. The only other formatting you
should need to do is set the Add Comma option. This procedure is
detailed later in this document.
 
If you do not want to use a preset envelope or label form, you must
manually set the Slide Left option and turn off the field names and
field borders.
 
USING THE SLIDE LEFT OPTION
===========================
 
To use the Slide Left option, you must turn off field names and
position the fields as you want them to appear.
 
Unless you are using a preset envelope or label form, field names are
on by default. If you do not turn off field names, they print with
your addresses; for example:
 
     First Name     Horace    Last Name      Meltzin
     Address        123 Cilantro Lane
     City           Sargasso  State     CA   Zip Code  12345
 
To turn off field names
-----------------------
 
1. Open the database file containing the addresses you want to print.
 
2. Switch to design view.
 
3. Select one of your fields.
 
4. From the Form menu, choose Field Name.
 
5. Clear the Show Field Name check box.
 
6. Choose the OK button.
 
You must do this separately for each field.
 
If you are not using a preset envelope or label form, you probably
need to reposition the fields to close the gaps left by the field
names.
 
To position the fields
----------------------
 
 - Drag your address fields close together. Fields must be within
   three pixels of each other.
 
The Slide Left option is on by default, but if you have turned it off,
you can turn it back on.
 
To turn on the Slide Left option
--------------------------------
 
1. Select a field that you want to slide left. (Usually these are the
   second and subsequent fields on a line, such as the Last Name,
   State, and ZIP Code fields.)
 
2. From the Form menu, choose Format Field and select the Slide Left
   check box.
 
3. Choose the OK button.
 
You must do this separately for each field. You can format the fields
in any order.
 
USING THE ADD COMMA OPTION
==========================
 
You can use the Add Comma option to automatically insert a comma after
each city name. To do so, format the State field (Add Comma inserts a
comma BEFORE the selected field). You cannot use this option unless
the Slide Left option is turned on for the selected field.
 
To turn on Add Comma
--------------------
 
1. Switch to design view.
 
2. Select the State field.
 
3. From the Form menu, choose Format Field.
 
4. Select the Add Comma check box.
 
5. Choose the OK button.
 
The commas appear only in print preview and when the addresses are
printed. They do not appear on the screen in any other view.
 
TURNING OFF FIELD BORDERS
=========================
 
Unless you are using a preset envelope or label form, the borders
around fields are on by default.
 
To prevent field borders from printing
--------------------------------------
 
1. Switch to design view.
 
2. From the Edit menu, choose Select All.
 
3. From the Form menu, choose Show Field Border.
 
   A check mark is displayed next to the command when it is in effect.
   Choose the command again to remove the check mark.
 
While in design view, you will continue to see borders around your
fields. When you switch to data view, however, or when you print, the
field borders do not appear.
 
PRINTING YOUR ADDRESSES
=======================
 
You can either print your addresses directly from the database file,
or print merge them into a form letter that you have created in the
Works Word Processor.
 
Before printing your addresses from the database file, you must switch
to data view. When you are in design view (even if you have turned off
field names and field borders), fields print like this:
 
     First Name          Last Name
     Address
     City                State     ZIP Code
 
To print your addresses from the database
-----------------------------------------
 
1. Switch to data view.
 
2. From the File menu, choose Print.
 
3. Choose the Print button.
 
Your addresses do not appear this way on the screen, but they should
now print out like this:
 
        Horace Meltzin
        123 Cilantro Lane
        Sargasso, CA 12345
 
FOR MORE INFORMATION
====================
 
For more information on printing addresses using the preset envelope
and mailing label forms, see pages 120-122 in the "Microsoft Works
User's Guide."
 
For information on print merging your addresses into a form letter or
other word processing document, see pages 39-42 in the "Microsoft
Works User's Guide."
 
Additional query words: kbhowto 3.00 mac
======================================================================
Keywords          : kbprint
Version           : 3.0
Platform          : MACINTOSH
Issue type        : kbinfo
=============================================================================
Copyright Microsoft Corporation 1998.