When formatting your labels to be merged with a recipient list, it's best to do the formatting before you complete the merge. This way, you can focus on a single label. When you get the changes right, click one button to update the rest of your labels. Let's do this using our LabelsFile, which is connected to our Addresses Excel workbook recipient list and here you can see we've got our Address Block showing up on every one of our labels. The first thing we are going to do is take a peek at what the final results might be if we left things as is.
So, we'll go to the Mailings tab and choose Preview Results. Now right away, we can see some of the addresses actually have too much content to fit on the label, too many lines coming too close to the edge, while others fit nicely. Well, we want to make sure that all of our labels fit nicely so the ones that use two address lines and include the country, for example. We want to make sure that they fit on the label just as nicely as the rest. So, we are going to make a change. We will click Preview Results to turn that off and we will go back to the very first label.
So we are going to select everything that we see here, which is just the code for the Address Block. By clicking-and-dragging across it, it becomes highlighted in blue, indicating it's selected. Now any changes we make will affect the entire Address Block. We are going to start with that extra line spacing we saw. We will go over to the Home tab on the Ribbon and click the Line Spacing dropdown button. Now single spacing is selected. That should be okay, but down below, it appears that an extra space is being added before every paragraph.
Remember, when you press Enter on the keyboard, you are starting a new paragraph in Word, even if it's just another line in an address. We want to remove that space. That's the first step and now if we go back to preview the end results, it might look a little bit better. We will choose Preview Results, and it is getting better, but, still, some of the addresses aren't fitting nicely. Remember, we have only made the change to a single label at this point. This is the only one that's going to show those changes. The rest, we haven't updated yet, but we will make a few more changes before we perform that update.
So, we turn the Preview off, our Address Block, we are going to reselect it, and let's change the font size. Now we can do it in a couple of different ways. You can go to the Home tab, but notice when you hover over a selected text, even if it's a code, you have got quick access here in Word 2007. The font type is fine. It's the size. Let's bump it down to 10 points, and we will adjust the line spacing a little bit further. We will go back to the Home tab this time. Now single spacing is what's selected. When we click this button, we see 1.0, but we can go less than single spacing by going down to the Line Spacing Options.
And down in the Spacing section, where it says Single, we can change that to be exactly whatever we choose. So we will select Exactly. 12 points is the default. Let's bump it down to 9. Now, we will click OK. Now we don't see much of a change here on our label, but when we preview this, we should see a nice change. We will go back to the Mailings tab, and we'll click Preview Results, and look at that, everything fits perfectly on this label. It's smaller, the line spacing is tighter and you will notice that the rest of our labels have not been updated yet.
We can update the labels right here in Preview mode. Let's click the Update Labels button to update all of our labels. Now you might notice the top margin is a little tight. We'll be adjusting that in other layout issues in the video on preventing text from printing too close to the edge of a label. Now as we scroll down, we see that every single name and address fits nicely on the label itself. So by doing the formatting before finishing the merge, we are able to focus in a single label, make our changes, when they look right, update the rest of our labels and now, when we click Finish & Merge, we can edit the individual documents or go right to the printer.
I am going to choose Edit, All records, click OK, and that's my end result. So everything fits nicely. All I have to do now is save this file, if I want to be able to reuse it, or simply just send it off to the printer to print out these labels.
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