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In Word 2007: Creating Envelopes and Labels, instructor David Rivers shows how to use Microsoft Word to address, format, and print envelopes and labels. Whether to a single recipient or multiple addresses, timesaving techniques are shown that result in crisp and elegant correspondence. This course covers how to create a recipient list within Word or retrieve an existing contact list from Outlook, and then use the list in Mail Merge to address labels or envelopes. Other topics include customizing labels with graphics, printing electronic postage, and dealing with common printing errors. Exercise files accompany the course.
Business cards are a very popular type of label, often created here in Word 2007. So let's do this starting with a brand-new blank document. We will go up to Mailings as though we are about to create a sheet of labels. So we click the Labels in the Create group and with the Labels tab selected, the first thing we want to make sure is that we are going to be printing a full sheet of the same label. Typically, your business cards are all going to be the same and that's why we want that selected. Next, we need to get the address in here. Now in some cases, the return address that you are used to using might be part of your address anyway.
So, click the checkbox for Use return address and if you need to, make some changes. For example, click at the very beginning of the first line and type in your name. I am going to type mine in caps and I am going to hit my Enter key twice to leave a blank space. Now that becomes my new return address. It's not my default, unless I choose to change it to my default in a moment, but it's what's going to appear on the business card. Now down below, where we see the Labels section, we want to make sure that our Business Card type Label is selected.
So click the Preview and then just go through the different product numbers until you find when you like, go out and buy that set of business cards. For me, I went out and got the 8869 product type for Avery and you can see it's a 2 inch high by 3.5 inch wide business card and they exist on an 8.5x11 sheet of paper that I will feed through my printer. So, I click OK and that's what's going to be used. I am not ready to print quite yet. We can do some interesting things, like add logos and change the alignment of out text and so on.
So instead, we will create a new document by clicking the New Document button. Here is where you're prompted to save your new return address as the default. If you don't want it to be your default, just click No. It will be used, though, for your business cards and you can see how it shows up on those business cards. Now remember, we are working with a table now that's filled up with text in many of the cells. Notice some of the cells are just spaces in between our business cards. So the first thing we might want to do is change how the text appears.
For example, we might want it to be centered. Well, in this case, we will select the entire table by going to the top-left corner. Click there and that selects all of our cells and now we can go up to our Table tools, click the Layout tab and let's go for Centered vertically and horizontally by clicking the middle icon here in the Alignment group. Now we might want to add a logo and because we are working with a Table, what we do next will need to be copied. So for example, if you want to change your name to be bolded and a little bigger. We would select it, go up to the Home tab, click the Bold button and then just bump it up.
I am going to bump it up to 16 points and I am going to select the company name and simply bold it. I won't change the size. So, you can see how this card looks different from the remaining cards in my table. And in fact, if we want to add a logo here, we could go to the Insert tab, choose Picture. If you have got the Exercise Files, we are going to use our TTLogo and insert it and of course, it's way too big and it's not lined up properly. So, we will resize it.
If we try to move it, we can't and that's because of the text wrapping and position. So if we go to the Position dropdown, in the Arrange group, you will notice In Line with Text is at the top. We don't really want it to be in line with text. We want it separate from our text. So, we want the text to wrap around it. So if we go over here, for example, to this first one, top-left corner, that looks pretty good. As we move around these, we get a real-time preview of the end result. So let's go to the left side center here and select it. Now when we click anywhere in the card to deselect the logo, you can see the end result.
It looks pretty good. Now if you like that, it's a matter of copying everything we have here in this particular cell to the other cells in your table. So you need to click and drag from the top down to the bottom. It may not look like your graphic is selected, but go up to the Copy button, or Ctrl+C, on your keyboard and then select everything in the next cell and paste it. You can see the end result looks pretty good. Now why didn't I just select all of these cells? Because when you click and drag, you are actually going to be selecting the blank cells in between, which are the spacers between your cards.
So you will have to repeat this for each of the individual cards, just select, Ctrl+V, is the keyboard shortcut for Paste. You can see it's pretty quick. Click and drag, Ctrl+V, and then you may have a few more to do as well. And then once you have got all of your cards updated, this is something you would definitely want to save and reuse over and over, as you start to run out of business cards. In fact, when you go to print this, you might want to print several copies and insert several sheets into your printer. But there's a nice-looking business card.
It was easy to create, thanks to the Labels function here in Word 2007 and some handy Table tools.
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