Print Mailing Labels in Microsoft Access 2013

How To Use Label Wizard Template to Print Mailing Labels

Label Wizard screenshot


One of the most common uses of a database is generating mass mailings. You might need to maintain a customer mailing list, distribute course catalogs to students or simply maintain your personal holiday greeting card list. Whatever your goal, Microsoft Access can serve as a powerful back end for all of your mailings, allowing you to keep your data current, track mailings and send a mailing only to a subset of recipients meeting certain criteria.

Whatever your intended use of an Access mailing database, you must be able to retrieve information from your database and easily print it on labels that can be applied to the pieces you wish to place in the mail. In this tutorial, we examine the process of creating mailing labels using Microsoft Access using the built-in Label Wizard. We begin with a database containing the address data and walk you step-by-step through the process of creating and printing your mailing labels.

How to Create a Mailing Label Template

  1. Open the Access database containing the address information you wish to include in your labels.
  2. Using the Navigation Pane, select the table that contains the information you wish to include on your labels. If you do not wish to use a table, you may also select a report, query or form.
  3. On the Create tab, click the Labels button in the Reports group.
  4. When the Label Wizard opens, select the style of labels you wish to print and click Next.
  5. Choose the font name, font size, font weight and text color you would like to appear on your labels and click Next.
  6. Using the > button, place the fields you wish to appear on the label on the prototype label. When finished, click Next to continue.
  7. Choose the database field you'd like Access to sort based upon. After you select the appropriate field, click Next.
  8. Choose a name for your report and click Finish.
  9. Your label report will then appear on the screen. Preview the report to ensure that it is correct. When satisfied, load your printer with labels and print the report.

    You may wish to sort your labels by ZIP code to meet postal bulk mailing regulations. If you sort by ZIP code and/or carrier route, you may qualify for significant discounts from the standard First Class mailing rates.

    Check your label package for instructions if you're having trouble finding the appropriate label format. If there are no instructions printed on the box of labels, the label manufacturer's website may provide helpful information.

    If you are unable to find a specific template for your labels, you may be able to find an existing template that happens to be the same size. Experiment with some of the options by using a single "practice sheet" of labels that you run through the printer several times to get it right. Alternatively, you might want to simply photocopy a sheet of labels onto regular paper. The lines between the labels should still show up and you can then do test prints on those sheets without wasting expensive labels.