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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.
You can create your own postcards in Word 2007, even merge them with a list of mail recipients. We are going to do that, starting with this document called PostCardContent. This is just a Word document made up of several text boxes with the content that we want on the back of our postcard, including the graphic down there. If we have got our content, we know what's going to go on the card, and we want to mail it out to a list of recipients that we have stored somewhere, we need to perform a Mail Merge. So, the first step is to go up to the Office button, and create a brand new Blank document and then go to the Mailings tab to start our Mail Merge with labels.
Now, you need to do a little research here, finding what postcard best suits your needs. For example, Avery has a nice one. Product 8389 is a Glossy Postcard, 6 inches wide by 4 inches tall. You get two of those on 8.5x 11. So, when you click OK, you have now selected the postcard and you'll see outlines for where the two cards appear, including the spacing between them. Now, the next step is to get our address block in here and then the rest of the content. To get the address block, we need to select our recipients. You can choose your own list.
I am going to go with my Outlook Contacts here. And when you click OK and select your recipients, you'll then have access to the address block. But now, we need to get our cursor flashing where it belongs. So just click down in the center. You'll notice you can't go much further than a line down. So we'll go up to our Ruler and we will just go to the bottom of this little icon here, where it says Left Indent, and drag it across to just past the 3 inch mark would be a good spot for our address to start, and of course a little further down. So you will just hit the Enter key on your keyboard, until you are down far enough to insert the address block.
Right about there looks good. Now, we can click address block, choose our options and click OK. So, we have got our address block in there. What we don't see, down below, is that appearing on our second label. So, we can always update our labels by clicking Update Labels. Now when we scroll down, sure enough, the address block appears there as well. So all we need to do is get the rest of our content now. We will switch back to the other Word document. Here is our content. And if we click the edge of a text box with a four sided arrow, we can copy using the Copy button on the Ribbon or Ctrl+C on your keyboard, switch back and we will just click anywhere on the postcard and paste.
Ctrl+V is the keyboard shortcut. Because these are text boxes, they are not linked to anything. We can drag them into position, even resize them if we needed to. Let me just click to deselect. So let's go back to our Word document and get the rest. Click the text box containing the message, hold down your Shift key and click the other text box so we can get them both at once, and copy, using Ctrl+C. Now we will switch back to our postcard, and click anywhere on the postcard you like. When you go up to the Paste button or use Ctrl+V, all of that information shows up on your postcard.
Of course, we need to readjust things now. So, we will just deselect by clicking anywhere. I will start with our text box containing the message. Just drag it into position. The return address, we will drag it by its border up over here to the right hand side, near the top, and it is coming along. We will switch back to our content now. Grab the olive tree, one click. We couldn't add that to our group of items that we want to copy, because it's different. It's an actual image. So I will Ctrl+C to copy that and we will bring it into our postcard, down around here somewhere.
We don't want anything selected, so we don't replace anything. So just click an empty space, Ctrl+V, and then just drag it into position. Looks pretty good. How about a line here in between our actual content on the left and right? In that case, we will go up to the Insert tab, go to Shapes and select a Straight Line. Now, we can click and drag, hold your Shift key if you want it to be perfectly straight, and then, of course, you can move to the border when you see the four sided arrow. Move it into position as well.
I think we need a couple of more text boxes, one for the stamp and one that just says two up here. So let's go to Insert>Text Box and we will just draw a text box. So let's draw it up here on the top right corner, and let's go to the Home tab and just bump the size down to about 10 points, and center everything. Now, all we need to do is type 'Place,' hold down Shift when you press Enter so you don't get the extra line, Stamp, Shift+Enter, Here.
Deselect by clicking an empty space. Now, we will add one more, so we will go to the Insert > Text box > Draw Text box and just above the address block here we want the word 'to' and a colon. Now, we might need to adjust the size of the box, so we can see it all or adjust the content. It's totally up to you. Once you have got it in there and it looks good, just deselect. Of course, we don't really want that border, so we will go back to it now. We will go to the Shape Outline and choose No Outline, and that looks much better.
If we go down to the second label, of course we don't see any of this stuff, because we haven't updated yet. So we go back to the Mailings tab here and update our labels. Now, when we scroll down, we have got two identical labels, but we are going to see different addresses when we preview the results. So, this is a nice little feature here. And if that's the way we want it, remember this is just the back of our postcard, we click Finish and Merge, and if you want, you can print them out right now, if you got them in the printer and ready to go, or just choose Edit Individual Documents, All records, click OK, and you will be able to see every one of your postcards with a different address showing up.
So, that's just the back. So let's say you have to stack up these postcards. You slip them into your printer and print out all the backs. Now, you can take that same stack and put it in upside down, and think about what is going to go on the front. Well, if you have got the Exercise Files, you can open up a document called PostCardFront and in there, you can see an example of a nice image with a border and some text. Hello from Two Trees! Notice, we have got both here.
So, if you have just printed out 10 sheets of postcards, you would simply go up to the Office button, down to Print and you would choose to print everything. Of course, you would want 10 copies, and with your postcards already printed and inserted upside down into your printer, click OK and off they go to the printer printing on the other side. Then you can peel them apart and actually put stamps on them and send them out. So, that's a postcard project using the Labels function here in Word 2007.
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