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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.
So, what happens when you go out and purchase a package of envelopes, and you come back, you want to merge those envelopes with a list of names and addresses and send them to your printer, and you look at the list and this particular envelope does not appear on the list? That's what we're going to do right now, starting with a new blank document. We're going to go up the Mailings tab, and Start a Mail Merge. Let's go to Envelopes and from here, you'll see the Envelope Options tab selected with the last envelope size you used. Now you look at your package and you click the dropdown and there's no match.
I have a set of envelopes in front of me that are 9 x 12 and I do not see them on this list. So, my only option is to go to the very bottom and choose Custom size. From here now, I can actually type in the Width and the Height. So, the Width is going to be the 12. It's going to print sideways. I use my Tab key to get down to the height, and I am just going to type in 9, so it's 12 x 9. When I click OK, I see a preview of that envelope. It looks like my envelope, and I'll click OK.
So remember, we're starting a mail merge at this point. So I see my return address automatically show up in the top left corner. You can use your zoom slider to zoom out until you see the entire envelope, just to give you an idea, and then you're going to click down around where you want the address block to appear. But as you do that, well, it's way down there. Really, it doesn't belong way down there. It's placed there because we chose a Custom size. What you want to do is click the border and you'll see little handles appear around the outside, which means you can now change it's location.
Just go back to the border with your mouse pointer when you see the four-sided arrow, click and hold your mouse button down and just drag it up to the location where it really belongs, which is up around the center here. Now you can click inside and you'll see exactly where the addresses are going to print. Now we need to select our recipients, if we're going to do a mail merge, or just simply type in an address if you're doing a single envelope. But we're going to Select Recipients, and just go ahead and use your own Outlook Contacts. When you click OK, you'll see a list of your contacts.
At this point, you can sort and filter them out, select the ones you want and click OK. And now we need to place the address block here, which we can do manually using the Insert Merge Field options, or just choose Address Block and select the options that best suit our needs. I'm going to go with recipients name without the prefix, and I do want the Company name, but I don't need to include the country or region. And when I click OK, I'm going to see the Address Block appear in the area where it belongs on this particular envelope.
If you want to preview the results, go ahead and click Preview Results. Use your navigation buttons to go through the various names and addresses and if everything looks good, click Finish & Merge. Now at this point, you can go directly to your printer or open up the individual documents that will be created by clicking Edit Individual Documents, all records, whether they would be filtered or not, and click OK. Notice also, on the Title bar that a brand new file has been created here. It's automatically been named Envelopes and you'll see a number after that, indicating a new file has been created.
And if this is something you want to keep, you'll need to save it, and now you'll see each individual envelope as you scroll down. So when you do have a set of envelopes that do not appear on the list, remember you can always create a custom size here in Word 2007.
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