Using Data Files With LabelPro

DocumentID: 653899
Revision Date: 29-Feb-96 8:29:27 PM

The information in this document applies to:
WordPerfect® 5.1 for DOS

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Solutions: **FOR IN-HOUSE USE ONLY** LabelPro can merge data from a LabelPro Data Manager file or from a data file created by another program, such as dBASE. How to merge with a LabelPro Data Manager File. 1. Create the file with the Data Manager (see Chapter 5). 2. Go to the Label Designer and choose the label size and form you wish to use. 3. At the Edit Screen, press F6 to select a file to merge. Choose the type of file you created (i.e., address book, transparency, etc.). Then move the highlight to the name of the file you created and press Enter. 4. Move the cursor to the location where you want each field and press F9. Highlight the field name and press Enter. Repeat this step for each field you want to print. Insert spaces and commas where necessary to separate the fields. 5. Press F4 to preview your label. This will display the first label. To see the entire page, press the minus key. 6. Make any corrections you wish, then press F2 to save the design. The next time you want to print these labels (even if you have made changes to the Data Manager database), choose Job Manager from the Main Menu. Highlight your job and press Enter to begin printing another set of labels. How to merge with an External Database File 1. Create the file with your software. You could use dBASE, WordPerfect (see the following section for more information on WordPerfect secondary merge files), or any program that can create a comma-separated value file (see the "Creating Comma-Separated Files" section of this bulletin for more information). Quit your other program and start LabelPro. 2. Go to the Label Designer and choose the label size and form you wish to use. 3. At the Edit Screen, press F6 to select a file to merge. Choose the type of file you created (i.e., dBASE, Comma Separated Values, etc.). 4. If the file you want is not in the default directory (\AVERY), you can press F3 and then the path where the file is located (for example, C:\DBASE\FILES\*.DBF). Alternately, you can move the highlight to the ".." entry and press Enter. This will move you to the parent directory of the currently selected subdirectory. Continue selecting ".." to move up through the directory structure or the subdirectory name to move down until you get to the desired directory. 5. Move the highlight to the name of the file you created and press Enter. 6. Move the cursor to the location where you want each field and then press F9. Highlight the field name you want and press Enter. Repeat this step for each field you want to print. Remember to insert spaces and commas where necessary to separate the fields. 7. Press F4 to preview your label. This will display the first label. To see the entire page, press the minus key. 8. Make any corrections you wish, then press F2 to save the design. The next time you want to print these labels (even if you have made changes to the database), choose Job Manager from the Main Menu. Highlight your job and press Enter to begin printing another set of labels. How to create WordPerfect 5.0 Secondary Merge files. A secondary merge file in WordPerfect consists of fields and records which contain text such as names and addresses. Each field ends with a merge ^R and each record ends with a merge ^E. (Use the Merge Codes function key.) It is important that each record have the same number of fields whether there is data in them or not. In other words, each record must have the same number of merge ^R's. LabelPro will search the entire file and if there is a variation in the number of fields, LabelPro will stop printing at the incorrect record. Secondary merge files from WordPerfect Version 4.2 will not work. This includes programs which export to WordPerfect in a format which uses the merge ^E and doesn't place a hard page code after the ^E. LabelPro will give you an error message that it is expecting a hard page code. (Using the Control key with the E key will also give you the same error message.) To use your file with LabelPro, follow the instructions in the preceding section of this addendum. LabelPro works as your primary document and will suppress the blank lines for you if a field is empty. How to create Comma-Separated Files. Many programs, including most database and spreadsheet programs, can output information in comma-separated files. You can also use your word processor to make a file like this. Each record, or address, is on a separate line with a hard line ending. Each field, or part of the address is separated by a comma. Some of the fields are surrounded by quotation marks. These fields are ones which contain commas within them. The only way to print a comma is to put the field containing it inside of quotation marks. Name your comma-separated file using a .CSV filename extension (for example: MAILIST.CSV). When you merge your file in LabelPro, the first record will be displayed so that you can select the fields you want. You can use any or all of the fields, and you can change their order as you print them.

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