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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.
Whenever I'm asked, "What's the best type of label to buy when working with Word 2007?" I say, "Any label that appears on the list." Checking out the list of preset labels before you go out and buy your labels will save you the hassle of creating a custom label. That's the scenario we're going to look at right now. It's happened to me. When I bought labels, came back, went to create a label, or merge with a set of names and addresses, and the label did not appear on the list. So here's what you do. We will start with this form letter where we do have an address.
Let's say we wanted to print out a label for a package that this letter is going to. We are going to go up to the Mailings tab and we could click Labels, for example. The name and the address appear in the Address field. You'll see the last Label you used over here in the preview section. So if you wanted to change the Label, you look at the box of labels you purchased. This is an actual set of Labels I purchased. It's Avery, 5259 is the Product number. So, I click the preview to select it.
With Avery selected, now all I have to do is find 5259. And as I scroll down, wait a second. It goes from 5248 to 5260. It's not available to me. I have to create a new label, and that's what we are going to do. Click the New Label button. Now when you create new labels, they automatically appear in the Other/Custom category. So let's give it a name. I am going to click and drag over the existing label here that appears in the preview and type in 5259.
You could type whatever you want here, My Custom Label, whatever. I am going to use the Product number that appears on the box of Labels I purchased. And now it's a matter of taking up the ruler and measuring things out. You will see some of these measurements on your box of Labels, such as the Width and Height, but other things you'll have to measure, such as the Top margin. I am going to just click-and-drag over the number that appears in the Top margin. And as I measure, I see it's about a quarter inch, .25 inches, so I am going to type that in and press my Tab key.
It takes me to the side margin and as I measure this, it's actually .15 inches. And I will hit Tab, and notice the preview changing along the way. Now the Vertical pitch and the Label height, you can see are identical here. If labels touch each other vertically, these two values will be the exact same thing. So, if I go to Label height, for example, click and drag, and in this case it's 1.5. I will type 1.5. When I press Tab, it moves me to the next field, but look what happened to the Vertical pitch.
It's changed to 1.5 as well. In the preview, you can see these labels are touching each other, that is, at least vertically. The Horizontal pitch is the width of the Label plus any space between the Label. In my case, as I look at the box, it says these are four-inch Labels, and as I measure the space and add it all up, it comes to 4.2. So, I am going to click-and- drag and type in 4.2 here. When I hit Tab, it takes me to Label height. That's already okay. The Label width, 4 inches is perfect.
The number across is indeed 2, but as I count the number of Labels down, it's actually 7 Labels down, type in 7 here, and when I press Tab, everything is set up. It'san 8.5 sheet of Labels. There is my preview. I've got a little space at the top and the side and in between Labels horizontally. No space vertically. This is my new Label. All I have to do now is click OK, and it will appear on my list when I go to the Other/Custom category.
I only do this once. I always have access to it now, which means I can use these labels. For a while there, I thought I wouldn't be able to use these Labels. I just wasted my money, but no. Creating a custom Label gives you that option. So, we will click OK. It now appears in the preview, and if you wanted to do a single Label, for example, you'd select that. You've got your address and then you'd simply print it out by clicking the Print button. Of course, you have this inserted into your printer before clicking the Print button. I am going to click Cancel.
Just so you know, you can also access it from the Mail Merge. So let's just go up to our Office button here and create a New > Blank Document, click Create and we will go up to Mailings, and we will start a Mail Merge. Now we could use the Step by Step Mail Merge Wizard here, or go directly to Labels. When we click Labels, you are going to see the last label that was used in an actual merge here, which was, for me, the 5161. But we know that we can now click the dropdown next to Label vendors, find the Other/Custom category and any of the Labels that you create using the New Label button will appear here.
There is my 5259, and I click OK. And it now becomes my Label. And you see there's my sheet of Labels and that's exactly what it's going to look like when it prints. All I have to do now is select my Recipients, maybe I will want to use my Outlook Contacts, and if everything looks good, I can insert the Address Block, choosing my particular options. Of course, I want to update all my Labels and see what they're going to look like by clicking Preview Results. Look at that.
It looks great. Everything fits nicely on these Labels. I'm just glad I didn't waste my money. I can actually use this box of Labels, which does not appear, by default, on the list, but I have access to it now, thanks to the ability to create a custom Label.
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