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

Printing merged labels

From: Word 2007: Creating Envelopes and Labels

Video: Printing merged labels

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.

Printing merged labels

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.

Show transcript

This video is part of

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

40 video lessons · 5700 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 preferences from 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.