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Word 2007: Creating Envelopes and Labels
Illustration by Neil Webb

Editing a recipient list in Word


From:

Word 2007: Creating Envelopes and Labels

with David Rivers

Video: Editing a recipient list in Word

Whether you've created your recipient list in Microsoft Excel, in Microsoft Word or some other application, you'll always have the ability to edit that list right from within Word. So let's say you were working on an envelope like the one we have on our screen here. You might want to edit the recipient list to either add or remove names or make changes to existing records. You could even filter and sort those records to select the recipients you want to send mail to. So let's go up to the Mailings tab and the first thing we'll do is select our recipient list by clicking Select Recipients and Use Existing List.
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  1. 6m 57s
    1. Welcome
      1m 6s
    2. Prerequisites and requirements before you begin
      2m 57s
    3. Goals and expectations for this course
      1m 20s
    4. Using the exercise files
      1m 34s
  2. 21m 13s
    1. Setting up a return address
      3m 3s
    2. Printing a single envelope
      4m 18s
    3. Adding an envelope to your document
      2m 20s
    4. Create envelopes from a template
      2m 32s
    5. Printing a single label
      2m 40s
    6. Printing a sheet of the same label
      2m 22s
    7. Creating labels from a template
      3m 58s
  3. 19m 36s
    1. Creating and selecting recipient lists in Word
      8m 41s
    2. Using an Excel workbook as a recipient list
      3m 23s
    3. Editing a recipient list in Word
      5m 53s
    4. Using Outlook contacts as a recipient list
      1m 39s
  4. 36m 6s
    1. Envelopes and the Mail Merge wizard
      7m 12s
    2. Inserting merge fields
      4m 33s
    3. Setting merge rules
      5m 49s
    4. Matching fields
      5m 57s
    5. Formatting envelopes before merging
      4m 58s
    6. Adding graphics to envelopes
      2m 39s
    7. Saving and reusing envelope files
      1m 46s
    8. Using print options with merged envelopes
      3m 12s
  5. 30m 32s
    1. Labels and the Mail Merge wizard
      6m 19s
    2. Manually merging labels with recipients
      5m 57s
    3. Setting merge rules
      3m 11s
    4. Formatting labels before merging
      4m 18s
    5. Adding graphics to labels
      3m 28s
    6. Reusing existing label files
      2m 29s
    7. Printing merged labels
      4m 50s
  6. 16m 14s
    1. Signing up with an e-postage service
      3m 29s
    2. Printing postage on a single envelope
      4m 42s
    3. Printing postage in a mail merge
      2m 57s
    4. Printing postage with labels
      5m 6s
  7. 25m 57s
    1. Dealing with irregular envelopes
      3m 36s
    2. Dealing with irregular labels
      5m 38s
    3. Preventing text from printing too close to the edge of a label
      4m 42s
    4. Creating business cards
      5m 3s
    5. Creating postcards
      6m 58s
  8. 19s
    1. Goodbye
      19s

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Word 2007: Creating Envelopes and Labels
2h 36m Intermediate Feb 10, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Printing from a sheet of labels
  • Creating recipient lists
  • Using the Mail Merge wizard
  • Printing e-postage
  • Creating business cards
Subject:
Business
Software:
Word
Author:
David Rivers

Editing a recipient list in Word

Whether you've created your recipient list in Microsoft Excel, in Microsoft Word or some other application, you'll always have the ability to edit that list right from within Word. So let's say you were working on an envelope like the one we have on our screen here. You might want to edit the recipient list to either add or remove names or make changes to existing records. You could even filter and sort those records to select the recipients you want to send mail to. So let's go up to the Mailings tab and the first thing we'll do is select our recipient list by clicking Select Recipients and Use Existing List.

Now, in our Exercise Files, we'll navigate to the AddressList, and in the 02_03 subfolder of the chapter 2 folder, we'll select AddressList. When we open this up, it's now selected and it's linked to our file, which happens to be an envelope. If we want to edit the list, we click the Edit Recipient List that now is selectable in the Start Mail Merge section of the Mailings tab here on the Ribbon. Here in the Mail Merge Recipients window, we'll see a list of names and addresses.

We can go in here and make changes to this content by selecting the data source in the Data Source window and clicking Edit. So now, it's just a matter of going in and making changes. Let's say, for example, Shelley Frances is no longer at Morning Star. We can select that, just press Delete to remove it and we'll click OK. Do we want to update our list? Of course, we do. When we click Yes, it's now updated with the changes and Shelley Frances no longer works for the company. So, that's just making a simple change, but let's say we want to be able to select who we're going to be sending out mail to.

For example, as we scroll across to the very far right-hand side, we see that we have a mix of recipients here, in Canada and the USA. So if we wanted to send some correspondence out to our Canadian customers, we could get them all together by clicking the Sort link here under Refine recipient list and under Sort by, click the dropdown and then we'll just scroll down to the very bottom and choose to sort by the country or region. Now when we click OK, Ascending is the default and you'll see all of the Canadian customers up at the top.

As we scroll all the way back to the left-hand side, you'll notice checkmarks and checkboxes indicating that all of the recipients are going to be used, if we were to start a mail merge here. But if we only wanted our Canadian customers, we could deselect all. As we scroll across, again, just to refresh our memories, we see that the first four customers are Canadians, so we just want to select those checkboxes. With them selected, clicking OK means those are the recipients that will be used when we continue with our mail merge, merging our envelope with our recipients, so only four envelopes will be created as a result.

Let's go back to Edit Recipient List. Notice they are still selected and we can deselect all by clicking the Data Source checkbox and click it again to reselect everybody. We also have some other options down below, for example, filtering. This is another way to select specific recipients. If we click the Filter link, we can filter records on any of our fields. So let's click the Field dropdown and again, we'll scroll down to the bottom and select Country or Region and we'll do Equal to, and in the Compare to field, we'll just add Canada.

Now we could add additional ones using And or Or operators here, but if that's all you want to do, click OK, and notice that our list has now been pared down to four recipients. So, this is just another way to select the recipients we want to use in the mail merge that's coming up. We'll click OK and those are the four addresses that will appear on our four envelopes that are about to be created. Let's go back one more time to Edit Recipient List and if you want to turn that filtering off, we'll go back to Filter and up here where it says Country or Region, Equal to, all we're going to do is scroll up to the very top and choose (none), click OK and we've got them all back.

Now there are some other options here, under our Mail Merge Recipients dialog box, for finding duplicates. So for some reason, you've got the same person in there twice, click Find duplicates and you will see if there are any duplicates, it will give you an opportunity to remove them. Now, there are no items to show in this view. So our list is in working other. We don't have any duplicates. If we want to find a specific recipient, we can use the Find link down below. Then just type in what we're looking for. Let's say we're looking for the last name 'Rivers.' I'm going to type it in.

It's going to look in all fields or you can select the specific field. In this case, I'm going to choose Last Name and click Find Next. Then you'll see in the background here that David Rivers is selected. If we click Find Next, there are no more entries, so we click OK and we can just close this up by clicking the Close button. We can also validate addresses, the last option we see here under Mail Merge Recipients. Notice that we need to install address validation software before we can validate any of our addresses in our recipient list.

So would you like to visit the Microsoft Office website to find out more about any of these add-ins? You could click Yes. You'll be taken to the Microsoft site where you can choose the add-in that best suits your needs or simply click No and click OK to close up the recipient list. So it's just good to know whether or not you've chosen to use a recipient list that was created in another application like Microsoft Excel or created right here in Microsoft Word. You always have the ability, from the Mailings tab on the Ribbon, to edit your recipient list to use such functions as filtering and sorting and selecting specific recipients.

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