Mail Merge Mailing Labels

[crodal]

I need to print on a dot matrix printer. The type of labels are referred to
as "4-Up Cheshire Labels". Basically they are 4 columns across and 11 rows
down. There are 44 labels per page. We are in the market for some new
database software, and I was just trying to make sure I understand how to
export to Excel and then use Mail Merge. The software we have currently is a
dinosaur and is not compatible with anything.

I have been playing around with Word's mail merge function. I have a list
of 12,000 names, and I have exported it to Excel. I then went to Word, and
did the Mail Merge, and chose labels. When I complete the merge, my preview
shows all 44 labels on the first page, but when I actually print it (or even
use print preview), they don't all print. It's like Word refuses to print
using the margins I need it to do.

I print on 14 7/8 x 11 paper. I used the custom label feature in the labels
section, and created the labels I needed. Here's the info on that:
Type: Custom Dot Matrix
Height: .92"
Width: 3.2"
Page Size: 14.8 Fanfold

Top Margin: 0" Label Height: .92"
Side Margin: .4" Label Width: 3.2"
Vertifcal Pitch: 1" # Across: 4
Horz. Pitch: 3.6" # Down: 11

Can anyone help me figure out why it won't print all my labels. It will
print Columns 1 & 2 and about 25% of Column 3, and Column 4 won't be visible
at all.

And just an FYI, don't think it matters at all, but I don't actually print
labels. I print the label page to my 14 7/8 x 11 paper, and that is sent to
the mailing house, where they put it on a Cheshire Label Machine and create
the labels.

 

[Graham Mayor]

The issue here undoubtedly concerns the current printer driver. Check that
the driver is configurable to use this size of paper, otherwise it will chop
off the print at the limits of its capabilities. Print preview shows what
the printer is about to print.

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Graham Mayor - Word MVP


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[Peter Jamieson]

It sounds to me as if your paper size/orientation could still be set to A4
portrait.

Have you actually gone into Word File|Page Setup and changed the page paper
size/orientation (and the margins etc.) to match the paper size you are
printing on? First, it is also advisable to click the printer Properties
button in Print and ensure that the printer driver thinks you have selected
that paper size.

I don't think it is relevant in this case, but I would also click the
Options button in the Print dialog and uncheck "All A4/letter paper
resizing.

 

[crodal]

How do I check the driver? I've had this Dot Matrix Printer (Okidata
Microline 591, 24 Pin Printer) for about 7 years. I've never had trouble
printing up my mailing lists, as I print one every 2 weeks.

The only thing that has changed is my Windows software. For the last 5
years, I've been using Windows 98. We just got XP. I didn't install the
drivers with the disk that came with the printer, because it says it's for
Windows 3.1, if you can remember back that far! But I did install drivers
that are compatible with the printer. In my printer booklet it says that the
IBM Proprinter is compatible with it, so that's what I installed.

BUT, my printer works fine, and continues to print my mailing list, using
the dinosaur database software I have right now. I just really want to get
rid of this software, and use something that is Windows based.
Unfortunately, if I'm not going to be able to export my data to Excel and
then Mail Merge to print labels, I'll have to stick with this stuff.

TIA for any more help!
Candace

 

[crodal]

Hi Peter:
Actually, everything is set to Landscape. I have to manually go in there,
but it's all set as it should be.

Under Page Setup:
Top Margin: 0" Bottom Margin: 0"
Left Margin: .4" Right Margin: .4"
Gutter: 0" Gutter Position: Left

Orientation: Landscape
Pages: Normal

Under Paper Heading:
Paper Size: Custom
Width: 14.8"
Height: 11.0"

When I changed my font size from Roman 12 to Arial 10, that enables me to
see my first row of labels. With it set to the larger font, the top half of
the first row is also cut off.

The only thing I can't do anything about, is under Print Properties, if I
click on Advanced, it takes me to Paper/Output.

Paper/Output:
A4
B5 (JIS)
Fanfold 8 1/2 x 12
Legal
Letter

So, I don't know which to select. I don't want any of them! What I want
is something to say either Custom, or Fanfold 14.8 x 11 which is what I'm
using.

TIA for any more help!
Candace

 

[Graham Mayor]

Windows XP has a driver for the Oki printer. Try installing this, then check
its properties.

--
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Graham Mayor - Word MVP


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[crodal]

I have tried installing the Okidata printer driver, but for some reason, it
doesn't work. When I do the print test page, it's just not working. So, for
the printer to work it needs to be emulating the IBM Proprinter. But, just
for fun, I did do the mail merge using the Oki driver, and when I hit Print
Preview, I still have the same problem.

Any other ideas?

Thanks for all your time!
Candace

 

[Peter Jamieson]

I have tried installing the Okidata printer driver, but for some reason, it
doesn't work. When I do the print test page, it's just not working. So, for
the printer to work it needs to be emulating the IBM Proprinter.

You may need to change the emulation manually. I don't have one of these
printers, but according to the okidata site at http://my.okidata.com
you have to use the buttons on the printer to do it. (SHIFT+SEL, then
press TEAR till the correct emulation appears, then press SHIFT+SEL. But
check your manual!)

Peter Jamieson