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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Word's Label feature is designed to work with most standard label sizes from all popular label vendors. You can use it to create any kind of label. For our example we're going to create a sheet of Return address labels for Two Trees. Right now I am in the Word Document Gallery. you can get here by pulling down the File menu and choosing New from Template or pressing Shift+Command+P. We want to create labels so down under Templates I am going to choose Labels and you'll see that we have a Label Wizard. So I'll select that and then click Choose.
Now all this does is it opens up a new document window and it displays the Labels dialog. In the Labels dialog, begin by entering the text you want to appear in the label, exactly as you want it to appear. Turning on the Use my address check box automatically adds your address to that field and that's what I want to do, but I don't want to have my name up here. I just want to have the company name, so I'll just delete that out. You could also click the Contacts button to choose one of your contacts to put in the label. I don't want to do that so I'll click Close here.
To format the text you want to click the Font button and make changes as desired. So maybe I'll change this font and I'll make it a little bit bigger. Any options you want to change here, Font, Font Style, anything you can do in here. When you're finished, click OK. So now it's a little bit bigger. I also have an extra line in there I want to get rid of, okay. Next, you want to choose the type of label that you want to use. Click the Options button here and that displays Label Options. You need to start off by telling it what kind of printer you have and you probably will have Laser and ink jet, which is the default setting.
And then you need to choose a label product. Basically these are the brand names of the labels. As you can see it offers a lot of different options. I am going to choose Avery standard because that's what my labels are. Now the label we are going to use is Avery standard 5160-Address and there are a lot to do for labels in here, you need to scroll down until you find the one you want. They are in numbered order so it's pretty easy to find. The one we want is this one here. If you wanted to create a custom label size you can click New Label and then enter the information about the label.
This is a pretty advanced feature, but if you need to do it you can do it in here. I am going to click Cancel because I don't want to do that. I am going to click OK and that brings us back to the Labels dialog. If you want a dull page of the same label, select that option, and that is what I want. Otherwise if you want to print a single label you need to tell Word which label on the page you want to print. If you're planning to print labels one at a time, I highly recommend that you print the ones on the bottom of the sheet first.
That'll help avoid printer jams. What you would do is select this option and then count the number of columns and rows to your label and enter the values in here. I want return address labels so I want them all to be the same on the whole sheet, so I'll just turn that option back on. When you're all done, click OK and Word creates a sheet of labels. Now what you might want to notice here is that Word uses its table feature to set up the labels. Each label is a table cell and I could show you that by pulling down the Table menu, choosing Gridlines, and you can now see the grid lines around the table cells.
These gridlines will not print so don't worry about showing them. It's very important that you don't change the structure of the table if you want the labels to print properly. So don't try to remove cells or columns or change the column widths. If you do that it'll completely screw up the labels. If you put more text in than what fits in a cell, you can either reduce the Font size or you can remove some of label contents. Changing the font size is pretty easy. You could just select the entire document by pressing Command+A and then you could choose a different font size. So maybe I'll bring that back down to 12 points.
If you need to change label contents, you'll have to change each cell individually. When you're ready to print, just print the sheet. The Label feature is powerful and flexible. We've just touched upon its most basic use. Browse through the list of label styles. You see that you can use labels to create folder labels, Rolodex cards, business cards and more.
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