Caution
The last paragraph of the label address block ends with a special field,
Next record:Database.Table (Next record:Points.Sheet1 in our
example), and the Hidden paragraph field must be inserted before this field. This
can generally be accomplished by clicking at the end of the paragraph and then
using the Left Arrow key once to skip back over it.
A clue that you omitted this action is the observation that some records have been
skipped and are missing from the final output.
6) Remembering that we selected Synchronize contents
earlier, you should now be able to see a small window
containing a Synchronize Labels button. Click on this
button and the hidden paragraph fields are propagated
to all the labels in your document.
You now have a template suitable for future use with the same data source and type of
label. If you wish to save it, use File > Templates > Save as Template to save it as an
Open Document Text Template (.ott) into the My Templates folder in the Templates
Manager dialog.
Printing
1) Choose File > Print. The message shown in Figure 12 appears. Click Yes to print.
2) In the Mail Merge dialog (Figure 13), you can choose to print all records or selected
records. To select records to be printed, use Ctrl+click to select individual records. To select
a block of records, select the first record in the block, scroll to the last record in the block,
and Shift+click on the last record.
3) Click OK to send the labels directly to the printer.
If you prefer to save the labels to a file, perhaps to allow some later editing such as
changing the typeface or paragraph format, then you should select File in the output
section of the Mail Merge dialog, rather than using the default Printer selection. This
changes the dialog to highlight the Save merged document section, where Save as single
document is preselected.
In this case, clicking OK brings up the Save as dialog, where a file name can be entered for
the saved labels.
If you did not save the prototype label fields document (template) in Step 6 of the
Removing blank lines from documents paragraph, then you are prompted to do so now by
another Save as dialog.
In either case, whether printing or saving to file, despite there apparently being only one
page of labels, the printed or saved output will be expanded to include all of the selected
records from the data source.
Editing a saved file of mailing labels
To edit a saved file of mailing labels, open the saved label file in the normal way. You will be
prompted to update all links. Choose No for the following reason: The first label on the page is
termed the “Master Label” and all other labels are linked to it. If you update the links, then all labels
will end up containing the same data, which is probably not what you want.
You can edit individual records in the normal way, by highlighting and changing the font name, for
example.
However, you cannot edit all labels globally (for example, to change the font name for all records)
by the technique of selecting the entire document. To achieve this result you have to edit the
paragraph style associated with the label records as follows.
Printing mailing labels 15