Printing Avery Labels
While CellarTracker highly recommends the DYMO printer based method for printing barcode labels, it is also possible to generate them without any special equipment using Microsoft Word's Mail Merge functionality. This topic describes how to generate barcodes for printing on label sheets (such as those made by Avery).
This process is an advanced feature intended for technical users who are comfortable with Microsoft Word's Mail Merge functionality.
In this article
- Barcode font: Code 39 (see below)
- Labels: Avery 8160 (inkjet) or Avery 5160 (laser) mailing labels
- Software: Microsoft Word 2010 or later
Download and install the barcode font
A freely available barcode font for your personal use is available from IDAutomation at: http://www.bizfonts.com/free/. This web page gives additional details on how to install and use the barcode font with Microsoft Word.
- Download the Barcode Font Code 39 file: http://www.bizfonts.com/free/IDAutomationCode39.zip
- Unzip the file if it does not decompress automatically.
- Inside the IDAutomationCode39 folder, double click on the IDAutomationHC39M.ttf font. On a Mac, Font Book will open up; click on Install Font to install the font into Mac OS X. On Windows, the font viewer will appear; click the Install button to install it into Windows.
Create the label data file
- Go to CellarTracker and from the Quick Links menu (under the search box), select the Print Lists and Labels option.
- With the Print dialog open, make sure the Barcode Labels tab is selected.
- Under the Print Format section, choose Export to CSV. You can also configure which content will appear on the barcodes by changing the options settings.
- Click Print. A file named labels.csv should be downloaded to your computer containing the barcode data.
Use the LABELS.DOC file to create the labels
These instructions are based on Microsoft Word 2016, but the general process should be applicable to prior versions as well, even if some of the toolbars and feature names have changed.
- Download LABELS.DOC to your computer, and then open it in Microsoft Word.
- In some versions of Microsoft Word, the file may open in PROTECTED VIEW. Click the Enable Editing button to allow modifications, if prompted.
- Under the Mailings toolbar, click on Select Recipients, and select the Use an Existing List... option.
- In the file dialog that appears, navigate to your downloads folder and select the labels.csv created in the previous section. If asked about encoding, choose Windows or Western (Windows Latin 1). (On Mac, this is under the Other Encodings list.)
- Click the Preview button in the toolbar to preview the results and verify they look correct. If you're ready to print, select Finish & Merge, and then Edit Individual Documents.... Select All records, and then a new document should open up that contains the labels with barcodes for your selected wines.
Printing the barcode labels
- Now that you've created a new document with the barcode labels, you can select Print to print them out.
We recommend that you first print the barcode labels to a plain piece of 8 ½” by 11” paper so you can compare it to the label sheet to ensure that the margins match up properly.