Manually merging labels with recipients
Video: Manually merging labels with recipientsWhen you begin to feel more comfortable working with Mail Merges and Label Files, you may choose not to use the Mail Merge wizard, giving you a little bit more control over the outcome. Well, in that case, you will want to create your label file and connect it to a recipient list. We're going to do that and we're going to start by showing you one major mistake many people make. With a new blank document on your screen, we'll go up to the Mailings tab and let's say you want to create your label file. Well, many people will go to Labels, in the Create group, and select it. They will see the vendor and product number, making sure they select this to match their labels, that's great, and then go down to the New Document button, which creates a brand-new document using that particular label style, and you'll probably see the gridlines around each individual label.
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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.
- Printing from a sheet of labels
- Creating recipient lists
- Using the Mail Merge wizard
- Printing e-postage
- Creating business cards
Manually merging labels with recipients
When you begin to feel more comfortable working with Mail Merges and Label Files, you may choose not to use the Mail Merge wizard, giving you a little bit more control over the outcome. Well, in that case, you will want to create your label file and connect it to a recipient list. We're going to do that and we're going to start by showing you one major mistake many people make. With a new blank document on your screen, we'll go up to the Mailings tab and let's say you want to create your label file. Well, many people will go to Labels, in the Create group, and select it. They will see the vendor and product number, making sure they select this to match their labels, that's great, and then go down to the New Document button, which creates a brand-new document using that particular label style, and you'll probably see the gridlines around each individual label.
If not, click the Layout tab and make sure View Gridlines is selected. Now you might want to connect to that recipient list by going to the Mailings tab and selecting Recipients. Let's do this. We'll use an existing list, and if you have got the exercise files, you can follow along with me, going to the Exercise Files folder in the Chap04 folder, in the 04_02 subfolder, you'll find the AddressList on Microsoft Access database. When you click Open, you now have access to those fields. So, we can insert those Merge Fields manually or use an Address Block.
Let's just do an Address Block, and we'll choose not to use the company name and Never include the country. When we click OK, you can see what happens. That's inserted into our first label. Now the logical next step would be to update all of these labels to include that Address Block, but you will notice the Update Labels option is not available. That's because of the way we created our label file. So let's go up to the Office button, click Close and say No. Now we're back to our New blank document and this time, we're going to start the Mail Merge properly by going to Start Mail Merge here in the Start Mail Merge group.
When we click this button, we can choose Labels from here. Now again, we get to confirm our Label vendor, in my case Avery, the Product number that matches the box of labels you purchase, 5160 in my case, I click OK. It looks exactly the same as it did when we created labels manually, but when we select our Recipients, and we'll go through the exact same steps to go to the exact same location in the Exercise Files. I'm going to use the same AddressList.
With it selected, we'll click Open and look what happens. Because we started using a Mail Merge, we've got codes in here already. That will take us from one record to the next. Now we can add the Address Block, just like we did before. We'll insert the recipient's name, skip the company name and Never include the country. Now when we click OK, it gets added to our first label, but we want it to appear on every single label. Now we can click Update Labels, something that wasn't available to us the way we created the labels originally.
Now when we preview our results, you'll see the end result. Now in this case, it's not perfect. We'll want to adjust line spacing. So we can go back to Preview Results, make a change here. I am going to click-and-drag from the right-side of Address Block all the way over to the left. It's highlighted in blue. I will go up to the Home tab and we'll adjust our line spacing to remove the extra space that's inserted before each paragraph. Now you might notice the top margin is a little tight. We'll be adjusting that and other layout issues in the video on preventing text from printing too close to the edge of a label.
Now we can go back to the Mailings tab, if we preview the results, everything is fitting nicely now, but only on that first label. So again, we update our labels and the rest of the labels even in our Preview mode here are updated. So, that's a very important step. Now let's go back to just looking at the code and we'll just highlight the AddressBlock and Backspace to take it out. Another option is to insert the individual fields yourself. When we go to the Insert Merge Field, now we can select from the various fields available according to the recipient list we just chose.
So we'll start with First Name, add a space, go back to the dropdown button, add the Last Name. Now when you press Return, notice it's just going down to the next line, we're not getting that extra space, because we've changed it on the label. We'll go back to start inserting the rest of the fields that are going to be used on this label, such as Company Name, press Return to go down to the next line. We want the address. If there's a second line address, we'll press Enter and add Address Line 2, press Enter and let's just add our City, then a comma and a space, and we'll add the State, just leave a space, and add the Postal Code, or ZIP Code.
Now with all of that inserted, we just go back to Update Labels again, and all of these labels are updated with the new information. We can preview the results, even if the codes don't fit. It looks like all of our text is fitting nicely. So now we're ready to finish the merge. We'll click that button. You can choose to go directly to your printer and print the documents, or Edit Individual Documents, meaning we can merge all of our records and end up with a label file, displaying each of the individual names and addresses.
Notice a brand-new document is created. It's titled Labels and a number. The number all depends on how many times you've done this before. And we've got our document ready to be printed or modified. You could even save this, if you wanted to reuse it. So, by avoiding the Mail Merge wizard and creating our own mail merge manually, the proper way, we have a little bit more control over where the individual fields might appear, as well as the individual labels. You don't always have to go through the various steps in the wizard.
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