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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.
We are going to address a couple of issues that occur on a regular basis when working with Labels in Word 2007, and they revolve around spacing, spacing between the lines in an address and how close they come to the edge of a Label. We have got this file called MailingLabels. It already has a recipient list called Addresses, an Excel file. And if we go up to the Mailings tab, and click Preview Results, you'll notice, right away, that there's too much space between the lines. This is the end result of our merge, and really some of these addresses just don't fit on the Label.
There's too much space between the line. So, that's going to be our first priority. So we'll turn the Preview off. I like to do that so I can go to the first label and click anywhere in the AddressBlock. That's easier than having to click and drag over multiple lines of an address, especially if you can't see every line. So, with our AddressBlock highlighted or selected, we can now start making some adjustments, such as the line spacing. We'll click the Home tab and go to the Line Spacing button. Now from here, Single Spacing appears to be checked off, so that's not our issue.
What's really happening is down below. Because it says Remove Space Before Paragraph, Word is actually adding a space before the paragraph, meaning every time you hit Enter on your keyboard, you are getting that extra space, even between the lines in an address. So, click Remove Space so that that doesn't happen. Now we will go back to the Mailings tab, because we want to update all of our Labels, click Update Labels, and let's preview the results now. Much better. Still, some of these addresses are not fitting entirely on a single Label.
And you can see now, because of that extra space being removed, they come very close to the edge of the label and that needs to be fixed. So, I'll turn the preview off, and those issues really have to deal with the table itself. Remember when we create Labels in Word 2007, we are creating a table and those are the lines that you see around each of these Labels. So with our Address Block still selected, let's go back to the Home tab, click the Line Spacing button. There is nothing here that says we can choose less than Single Spacing, unless we go down to Line Spacing Options, and click that.
In the Spacing section, where Single appears, we'll click the dropdown and turn that into Exactly, so we can choose the point size. Single Spacing is 12 points. Let's bump that down to 11 points, and click OK. We will go back to Mailings. We will update our Labels, and preview the results. Now everything seems to be fitting nicely. It's just that space between our address and the edge of the Label. So, that comes next. I'll turn the preview off. And in this case, we are going to be adjusting the cells in the table.
So, we will click the little four- sided arrow that appears in the top-left corner of our table. When you do that, every cell in the table is now selected, which means we can go to the Table tools, which are highlighted here about the Design and Layout tabs. Click Layout, because there's a whole section dealing with Alignment. Alignment can be adjusted vertically if we wanted to choose the second icon down in the first column. This will center our text vertically, but keep it aligned to the left side of our cell. When we do that, you can see how everything is adjusted and we can preview those results by going to Mailings, and Preview.
Now you'll see that that looks a little bit better, got extra space, but some of them are still too long and they don't appear to be off the edge of the Label. So let's go back to the Preview Results. Turn that off. Select the entire table again, because we want every cell to be affected and we'll click the Layout tab under Table tools. Instead, let's change the Alignment back to top-left, and adjust the Cell Margins. This way, we know, for sure, nothing is going to come closer to the value we enter in, for example, the Top field.
Let's bump that up to 0.08, you can use the up arrow or just type it in. We don't want it touching the Bottom. I am going to bump that up to 0.01. And the Left, maybe come off the left edge a little bit. Let's go up to 0.02. Now when we click OK, we are going to see the results with our codes, but to really see the end result, we will go back to the Mailings tab, and Preview Results. And you can see now, everything has moved down from the edge, at the top, as well as the left.
And we know that our addresses are going to fit on the Labels. So, these are very common issues that occur when working with Labels, because they are tables. You want to be concerned with the margins in the cells as well as the Line Spacing.
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