Step 5 allows you to specify formatting options for the report and to fine-tune the label dimensions.

The options in this step are (note that all label dimensions are in inches):

  • Label style: choose the desired Avery label number from the drop-down list of choices. In addition to showing the number, the dimensions of the label are also displayed. Note that if you choose a label that isn't tall enough for the fields in the report (for example, the report has eight fields but you specify a 1" high label which can only accommodate six lines), the text in the label is cut off. Be sure to preview the report to ensure you've selected the correct label size. A rule of thumb to use is that labels will print six lines per inch. This option is disabled for advanced layout reports.

  • Top margin: the distance from the top of a label page to the first label. This and the other dimensions are automatically set when you choose a label style and should only be changed if labels do not quite print exactly where you need them to.

  • Left margin: the distance from the left edge of a label page to the first label.

  • Width: the width of a label.

  • Height: the distance from the top of one label to the top of the next one down (including any space between them).

  • Column spacing: the distance between labels horizontally.

  • Bottom margin: the distance from bottom on the last label on the page to the bottom of the page.

  • Allow report to be filtered: turn this option on if someone can specify a filter for the report in the Reports Explorer. This should normally be turned on, but if you specify a filter in Step 3, you may wish to turn this off.

  • Allow report to be sorted: turn this option on if someone can specify a sort order for the report in the Reports Explorer. If you group on any field, or specify a sort order in Step 4, you may want to turn this option off.

If you are defined as an advanced user in the Maintain Users and Groups dialog, two other options are available:

  • Advanced layout: by default, labels print each field on its own line, starting at the left edge of a label. If you want more flexibility in labels, such as several fields on one line or fields that appear in the upper-right corner of the label, use the Advanced Report Designer. To do that, turn the Advanced layout option on. Once you've done this, you can no longer add or remove fields using the items in Step 2; you must add or remove them using the Advanced Report Designer instead. If this option is turned off for a report that has an advanced layout, any advanced layout for the report is discarded (you are asked to verify that you want to do this).

  • Edit: click this button, which is only enabled if the Advanced layout option is turned on, to display the Advanced Report Designer.

Here are some tips:

  • Size the Detail band to the height of your labels (the ruler at the left edge of the Advanced Report Designer shows the height). Size the Page Header band so it's the distance from the top of the page to the first label (measure that with a ruler).

  • In the Page Layout page of the Report Properties dialog, set the Number setting under Columns to the number of labels across each page. Set Spacing to the amount of space between labels (you likely need to measure that with a ruler). Set Left margin to the amount of space between the left edge of the page and the start of the first label (measure that as well). Select the Left to right button under the Column print order setting so labels print left-to-right rather than top-to-bottom.

  • Adjust the width of any field that extends beyond the right edge of the label.

  • From the Report menu, choose Print Preview to ensure the labels look the way you expect them. If not, make any adjustments necessary.

  • To test that the labels correctly print on your label stock, create a filter in the Filter page of the Reports Explorer that prints only enough records for two pages of labels (you can click Preview after setting the filter to see how many pages are used, and adjust the filter accordingly until the desired number appears). Load the labels into your printer and click the Print button to print the labels. Ensure the records print properly on each label, especially at the top of the second page. If necessary, click the Edit button and used the Advanced Report Designer to adjust the layout as necessary. Repeat until the labels print correctly.