Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Manually merging labels with recipients

From: Word 2007: Creating Envelopes and Labels

Video: 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.

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.

Show transcript

This video is part of

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

40 video lessons · 5644 viewers

David Rivers
Author

 
Expand all | Collapse all
  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

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now "Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2007: Creating Envelopes and Labels.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.