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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 printing your merged labels, there are options you can choose before and after the merge that will allow you to get the results you need. For example, you may want to filter out certain names and addresses, which you would do before the Mail Merge, and you may want to skip certain labels on a sheet, whether they'd be removed or damaged. So, in that case, you have some work to do after the Mail Merge. Let's do this using our labels file, and it's already connected to Microsoft Excel Recipient List, and here we are, previewing the results.
We haven't actually performed the merge yet. So let's say we only want labels for our US customers. In that case, we need to create the filter before we perform the Mail Merge. So, we go up to edit the Recipient List, and we see our data source here is our Addresses Excel file, perfect, and on the right, we can filter down certain addresses. So let's go to the Field dropdown and we will select the Region Equal to the U.S.A. and when we click OK and then click OK again, we'll notice, in the Preview, we're only going to see the U.S.A. Addresses.
So that's something we want to do before we print out, obviously, and we can only do that before we perform the merge. Now, we want to make sure that certain labels don't get printed on. Sometimes labels peel off or they get marked and you want to be able to skip over them. Well in this case, we have to perform the merge and then make some adjustments. So when we go to Finish & Merge, you will notice Print Documents is an option. Now if you're ready to print, and there are no issues with your labels, you can go directly to Print Documents. The merge and the print job will happen simultaneously.
But if you do need to make those adjustments, click Edit Individual Documents, All of the merge records filtered, that is, will be selected, click OK. This is the end result. It looks a lot like our Preview. Now, let's say one of our labels has a mark on it or it's been peeled off, let's say this one here, the second one down, so the first label in the second row. Well, we click anywhere there and now we want to remove this, in other words, push all of our names and addresses out of this, maybe down, for example.
So, we'll do that by using our Table tools. Notice Table tools is highlighted because Finish Labels are actually just a table and we can go down to the Layout tab. And here's where we're going to push our labels down. We don't see an option under Rows & Columns, but we can launch the dialog box by clicking the small arrow in the bottom- right corner, which does allows to insert cells. We can shift them to the right, which doesn't really work with labels because we get a new column that we don't want. But if we choose to shift ourselves down, which is selected by default, click OK, and you'll notice that Address got pushed down and a new row got added at the bottom of our labels.
So now, this label is blank, and if this is the spot where there is a mark or the label has been removed, nothing prints there. So, we don't lose a label that needs to be printed again later on, and everything got pushed down. You can see we have now got a second sheet where we've got a new label. Here is an instance where we will put a sheet of labels through our printer and we will have to peel this label off, and we will end up with a sheet of labels missing a label. So, we could use this technique again when we go to use this sheet of labels for the second time, skipping over this blank label.
So now we are ready to go over to the printer and insert our blank sheets of labels. We will go ahead and do that. We want to make sure that we take a look at the logo on our printer, make sure that we're inserting our labels, whether they need to be face up or face down and once we've got them inserted, we're ready to come back to Microsoft Word and perform the print job. So here, in Word we go up to our Office button and we go down to Print, and we have our Print dialog box. Now, this is what would have shown up if we had skipped the step of editing our document.
We would have went right to the Print dialog box. You can see the Print Range already selected as All, the Number of Copies. Pages Per Sheet, you can see there is one Page. All of the options are set up according to our labels. So, we're ready to go ahead and print everything off by clicking OK. And if you see any messages saying that the margins are outside the printable area of the page, you can continue. Don't worry about it. That will often happen, depending on the label that you choose, so the product label, the product number, sometimes you will see this, but if you look at the Preview, you'll see that text actually prints inside the border.
So click Yes to continue and off they go. Now, if you are worried about this, another option is just to use plain paper. Print it off on plain paper, see what it's going to look like, hold the paper up to your labels and if everything looks fine, great! Go ahead and reprint again, but this time, with the actual labels. Not a bad option if you want to prevent yourself from wasting a sheet of labels.
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