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Formatting labels before merging

From: Word 2007: Creating Envelopes and Labels

Video: Formatting labels before merging

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.

Formatting labels before merging

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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This video is part of

Image for Word 2007: Creating Envelopes and Labels
Word 2007: Creating Envelopes and Labels

40 video lessons · 5686 viewers

David Rivers
Author

 
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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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