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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.
When merging a list of names and addresses with envelopes, you can get more control over the address block and how it appears by inserting your fields manually. Let's do this now using this file called TTEnvelope. It's a pre-designed envelope that we can use. And if we move to the right hand side and click near the lower half, you'll notice we're inside a text box, and this is where our address block is going to go. But we're going to insert the fields automatically, which means we need to do a couple of things first.
Whenever we hit Return or the Enter key on the keyboard in Microsoft Word, automatically, extra space is added to start a new paragraph. We need to adjust that first. So let's go to the Paragraph Group. Click the Line spacing button and choose to Remove the Space that goes Before a Paragraph. Next, we want to make sure that our text is left-aligned, which it is, by default, and now we need to connect to our recipient list, so let's go up to the Mailings tab. We'll Select our recipients by clicking the lower half and choose Use Existing List.
Now if you got those Exercise Files, you can navigate with me to the Exercise Files folder in the Chap03 folder, in the 03_02 sub-folder is a file called AddressList. We'll select it and click Open. Now we are linked to the Recipients. Now it's just a matter of getting our Address Block. Now you'll notice that there's a section here in the Mailings Ribbon for Write & Insert Fields. We can add the Address Block, just like we did using the wizard, and we do have some control over what it's going to look like, but if you need total control click Cancel and Insert the Merge Fields yourself.
So we are going to click the lower half of this button, so we can go to the list of merge fields available with this recipient list and we'll start with the First_Name. Now we are going to leave a space, so press the Spacebar to leave a space and go back to that dropdown button and choose Last_Name. That's all we need on the first line. Here's something that happens when people are using Manual Merge Fields. If you hadn't adjusted the line spacing, you hold down Shift and press your Enter key to move down to the next line without adding that space, but the problem is if you insert a field like Company_Name and there is no company name, you're left with this blank line.
We just want to press the Enter key, all by itself here, to move down to the next line. We don't see that extra space because of the adjustment we made. Now we are ready to start inserting additional fields. So, we'll click the Insert Merge Field button and we'll insert the Company_Name. Now when we press Enter, we are on to the next line, but if we have a contact who has no company name, it will not leave a blank line. It will automatically close up the space for us. You'll see this when we preview in a moment. Right now, let's get the rest of our fields in by using the Insert Merge Field button.
We want to get the Address_Line in there, the first line, press Enter and the second line. Press Enter to move down to the next line. And here's where we're going to put a few different fields. We're going to start with the City, put in a comma and a space, go back to the Insert Merge Field button to put in the State. We'll leave a space and insert the ZIP code. Now in this particular recipient list the ZIP code is called Postal_Code. That's okay. We'll use that. Now it's time to preview, to see if this is going to work.
When you click Preview Results, you'll see the first name. Now in this case, there is a company name and there is a second address line, so everything looks fine. Let's use our navigation button now to move to the next contact, which has no company name and no second line for the address, and you can see how the gaps are closed up for us because we didn't use Shift and the Enter key, we use the Enter key, which is fine, and the field sat all by itself on that line. There were no extra characters, like spaces or commas or anything in there, and that's why you see this happen automatically.
So as we navigate through the various contacts, everything looks good and we're ready to finish and actually perform this merge. Remember, this is just a preview, so when we click this button, we now have options to Edit the Individual Documents, go ahead and print them, or even send E-mail messages, if that's what we were creating. But in this case, we're going to Edit Individual Documents using All of the merge records. We'll click OK, and now we see the end result. We can actually scroll through using our vertical scrollbar to see each individual envelope the way it's going to print and that looks great.
And we were able to have full control over this Address Block by inserting the fields manually.
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