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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.
The fastest and easiest way to get a group of names and addresses onto envelopes is to use the Mail Merge here in Word 2007 and the quickest and easiest way to perform a Mail Merge is to use the Mail Merge Wizard. Let's do that now. You can have a new blank document on your screen. It really doesn't matter. We are going to go up to the Mailings tab on the Ribbon and in the Start Mail Merge group, select the dropdown here at the bottom of the Start Mail Merge button. At the bottom of this menu, you'll see Step by Step Mail Merge Wizard. Select that.
This opens up the Mail Merge pane on the right-hand side of your screen and you'll notice at the bottom we are at Step 1 of 6. First, we need to select or document type, which could be a Letter, an E-mail message, or there it is, an Envelope. Select Envelopes and when that radio button is selected, you'll see some information down below. We are ready to print addressed envelope for a group mailing. So it's on to the next step. Down at the bottom of this pane, click the Next: Starting document link. This takes us to step two.
Now, we have to choose how we want to set up our envelopes. Do we want to change the current document's layout, which we could do, or do we want to start from an existing document? So if you have already got your envelope setup, you could go and select it here, but let's change this document's layout. Down below, all we need to do is choose our Envelope options now. Click that link and you'll see the Envelope Options dialog box appear with two Tabs, one to select our Envelope size. Notice the default that shows up there.
You can click this dropdown. Look at your box of envelopes and decide which size, which type, and the measurements are best for your needs. I am going to choose the Size 10 envelope. Now, we can also make changes to the font that's going to be used for our Delivery address as well as our Return address. We have gone through these options, before so you can change them here again, if you want to. Down below is a Preview. And you can also check your printing options by clicking the Printing Options tab. For me, I need my envelopes to go in face down and lined up on the right-hand side of my manual feed, but you can make the appropriate selection for your printer here and then click OK to save those changes.
Right away, you'll see the current document change to the selected envelope size. Now it's on the next step, which to select our recipients according to the bottom of our Mail Merge pane. Click the Next link and now you'll notice that we have options to Use an existing list, Select our Outlook contacts or start typing out a new list now. Let's click Use an existing list to make sure that radio button is selected, which allows us to go now and browse for that list.
Click the Browse link. We are going to go right to the lesson 03 folder of our Exercise Files. So, wherever you have those, go to the chap03 folder and in the 03_01 subfolder, you'll find our AddressList. Select it and click Open. Right away, you'll see the Mail Merge Recipients dialog, with a list of names and addresses. So, we can do all of those things we have done before. If we wanted to sort and filter, if we wanted to make changes, we could do that by selecting it under Data Source and editing. When we are ready, we click OK and that becomes the selected list.
We see it now in the Mail Merge pane on the right-hand side of our screen. We can also edit the list here, if we needed to, for example, filter out certain names and addresses, or if we wanted to select specific names and addresses to be used in this particular operation. But if you just want to select them all, nothing needs to be done, just click Next to arrange your envelope. Now, here is where we choose what the envelope is going to look like. Is it going to be an Address Block? Are we going to insert the fields ourselves? Click anywhere down below in the bottom half, towards the right, and you'll notice this border appears and this is where the Address Block is going to go.
Right now, there's nothing to say where the address is going to appear and how it's going to appear. So that's what we are doing now in this step, step four. If you want the address block, click the Address Block link and you'll see the Insert Address Block dialog box appears where you can choose from some defaults. These are preset for you. So, if you find one that you like, you'll see the preview over here on the right-hand side and you've got some options as well. If you don't need the company name in this case, deselect that checkbox. You'll notice it's removed from the preview.
But if this is a business envelope, you might want to include it. I am going to leave mine checked and the address. You can choose to include the country/ region, if and only if it's a certain country or region or always include the country if you wanted to or choose Never to, so that will never appear, but those three options are available to you. I am going to choose Always, and you can format the address, according to the country or region it's going to. So, once you have got that set up, you can click OK.
Now, you'll notice the field for Address Block appears here. Now you didn't have to insert those fields manually yourself. The Address Block automatically determines how the address is going to appear in this section, but we don't see it yet. If we wanted to, we would go down to the next step by clicking the Next link, which gives us a preview. So, you'll see one address showing up here. Now if you wanted to exclude this recipient, you've got a button for that. We are at step 5 now or Edit the recipient list.
You could do that as well. It's not too late. And you've got navigation buttons for previewing the various people on your list to see what those addresses are going to look like. Remember, this is just a preview. It actually hasn't been completed yet, not until you go down to the bottom and complete the merge by clicking the Next link. So, this completes the merge. You now have your file, which you can choose to edit the individual envelopes or just go ahead and print. When you choose Edit, watch what happens on the status bar in the bottom left-hand corner.
Currently, with the preview, you are at page 1 of 1. There's only a single page showing up. Now when you click Edit individual envelopes and choose to merge with all the records or select the records you want to merge with and click OK, you'll see a few things change on your screen. For example, in the bottom left-hand corner now, you'll notice there are actually 19 pages. Also, at the top of your document on the title bar, you'll notice you've created a brand-new file here, called Envelopes1. Now, we haven't saved this yet, but that's the default name that appears at the very top on the title bar, Envelopes1, and now we can use our scrollbar to scroll down through the various envelopes, viewing those addresses and of course, you can print from here by simply going to the Office button and choosing Print.
Also, you have the ability to choose what you're going to print, the current page or current envelope, or you can select envelopes or pages to be printed from here as well. So using the Mail Merge Wizard with an envelope is the fastest and easiest way to get a group of names and addresses onto a set of envelopes.
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