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    2 Star Lounger miladytn's Avatar
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    Address Labels (Word 2K)

    I have an address list I created ages ago using tables and print onto labels. I've since discovered the magic of label creation. My table list is pretty much hit and miss till I get it right and lot of experience working with those tables, so I dont' miss by much. Since I discovered the label magic, however, its so much easier. Is there an easy way to "convert" my table list to one that I can use with the magic Avery label formats without having to re-type the addresses? Thanks in advance for your help and suggestions.

    Added question..... (bonus for anyone who might know, but I don't know how to give out bonuses, except for my etnernal gratitude if that counts for anything).. Anyone familiar with FileMaker (a database program)? I have an address list in Word that I would LUV to convert to FileMaker without re-typing it. I've played around a bit with Access, but it just scares the dickens out of me!

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    Super Moderator jscher2000's Avatar
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    Re: Address Labels (Word 2K)

    Which version of FileMaker Pro, and what templates came with it? Version 5, I believe, came with an address book database with some prewired buttons and pre-built entry screens and report layouts. Or you can build your own, but you'll need a database with at least enough fields to accommodate the data in your Word document. Version 5 or higher is needed to support ODBC access from inside Word (e.g., for mail merge).

    Most of the work will be in neatening up the Word data so you an import it easily into FMP. I don't know what your table looks like, but let's pretend it has two columns, and within each cell the data is separated by paragraph marks. First, cut the second column and paste it at the end of the first column. Life gets very complicated otherwise. Second, we need to get the data into a consistent form. This involves making sure each address has the same components ("fields" to be) and the same number of paragraphs. If some lack a company name, add a blank line. If some have two line addresses, replace the paragraph mark with a unique character string (such as %$%$) that you can turn back into a paragraph mark later in FileMaker. Third, find and replace the paragraph marks (^p) with tabs (^t). Fourth, convert the entire one-column table to text, separating each row/record with a paragraph mark. Save this file as plain ANSI text with a .txt or .tab extension.

    On the FileMaker side, open your database. (To keep a clean backup of just the database structure, without any data, use the Save As clone option before proceeding.) Under File|Import Records, choose your tab-separated file and proceed to the mapping screen. This step is pretty critical, so match up the incoming data to the new fields carefully. The data will automagically be converted. Last, you can write a script to substitute paragraph breaks for the %$%$ characters. If you have FMP 5.0 or later you can see the attached database for a sample script.

    Hope this helps!
    Attached Files Attached Files

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    2 Star Lounger miladytn's Avatar
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    Re: Address Labels (Word 2K)

    Thanks immensely!!!! <img src=/S/clapping.gif border=0 alt=clapping width=19 height=23> Yes, that does help with FileMaker. The version I'm using is 5. My table list is 3 columns (picture a page of labels) but I think I can figure it out. The FileMaker thing, however, is one of my backburner projects. I will try it, though, and let you know. Now, can you help me with the Word table list to label list! <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

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    Re: Address Labels (Word 2K)

    You can probably use Find/Replace to put your data in order. It may take several steps. You can look at <post#=177634>post 177634</post#> & the surrounding thread for some ideas. Your question is a little different than the one in that thread, however.

    The important thing is to make sure that each of your "labels" has the same number of lines & the same number of "elements". By elements, I mean items that will become fields. For example, if some of your data is in the format:

    Mr. Tom Jones
    111 Anywhere St.
    City, State Zip

    & some are:
    Bob Smith
    487 Somewhere
    City, State Zip

    you need to either remove the titles or put titles in front of all of them (or a blank for a title). Dave Rado has written an article that you can read at http://www.mvps.org/word/FAQs/TblsFldsFms/...ameLastName.htm If you need some help, zip a representative portion of your label document to a post & I'd be happy to try to figure out a way. To preserve the confidentiality of the names, etc., you could randomly replace certain numbers with others & certain letters with other letters. Just make sure to include the problem labels.

    Cheers,

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