Using Excel as a Database - Not a good idea

Hello all,

I have been researching a problem a customer is having for the past few days and finally found a workaround and a reason not to recommend Excel as a database for your mailing labels.

The Problem

The problem occurs most with ZIP codes. Because Excel was not designed to be used as a database it has to infer the type of values each column contains. It does this by looking at the first dozen or so cells in each column and expects the rest to be the same.

So let's say you have an Excel file that contains the names and addresses of everyone on your mailing list. You want to print them on labels or envelopes so naturally you open Label Designer Plus DELUXE or Print Designer GOLD, you select your label size or envelope type and link it to your xls file. All's good so far. Or maybe not.

It just so happens that the first dozen or so ZIP codes in the xls file begin with a non-zero number (for example 11713). Because of this the Microsoft Jet driver that we (and the rest of the world) uses to pull the data from xls files assumes the ZIP code column is numeric. The problem occurs when the ZIP code for Joe Smith (number 27 on your list) is pulled and is 06543. This is considered non-numeric. The Jet driver will either remove the leading zero and give us 6543 or decide the cell is invalid and give us nothing. Either way, not good for your mailing labels.

The Workaround

There is a workaround for this problem, but it is not very pretty. What you have to do is make sure the first dozen or so (I use 14 to be sure) rows contain all text data. It can be as simple as an "a" in every cell of the first 14 rows. For whatever reason if the Jet driver detects the column is text, it does not care if it is a number, text or something in between, but if it detects the column is numeric, it rejects any text.

When you print you have to start at the 14th record and set the quantity to 14 less than the number of records reported by label designer.

Summary

You can do it, but I do not recommend using Excel to hold your address for mailing labels (or any other use for that matter). You are far better off using the built in Names and Addresses Personal Database built right into all three of our products. If you need more flexibility consider Access.

- Chris