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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.
If you need to send out a package, whether it would be a thick envelope or a large box, you'll need to print out labels. And if you want electronic postage to appear on those labels, the fastest and easiest way to get these is to use the electronic postage service that you've chosen to download. In my case, it's stamps.com. So I launched the stamps.com application and there are a number of options for printing out envelopes and packages, labels that will contain postage. There is a wizard.
But if I want to merge with more than one address, the really nice feature is to be able to access my address book. So we'll go to address book, where we'll see a list of our names and addresses, and here's where we can go to select or deselect any or all of the names that we want to create labels for. And we can change the order that we've displayed these names and addresses. If you want to sort them by company, for example, you can click the Company column header. And let's say we just want to send out a couple of packages to people who work at lynda.com.
So, we'll deselect any of the checkboxes that are not connected to lynda.com and just select the two checkboxes in this case that do have addresses going to lynda.com. So, I've been able to access my contacts directly from stamps.com. This was set up during the installation process to connect to Outlook, and I've selected the recipients or addresses I'm going to use. So at this point, with them selected, I go to the right-hand side of the screen and choose to Print Postage. Now here, I can print Envelopes, but if I need labels that are going to go on packages, I'll select Packages.
Now I'm going to see some defaults appear, depending on what I've done in previous sessions. For example, my Return Address that was used last appears here. The two Delivery Addresses that I selected from my address book appear here, and if I need to change that, I can. I can clear them out or I can go back to my address book and select additional names if I needed to. When I'm done, I click OK, but I'm not making any changes, so I'll click Cancel. Next, I can choose the actual label. So looking at my box of labels, I'd find the product number and match it up.
In my case, I've got some Avery labels that actually have a two per page or a two per sheet, Avery 5265, and when I select, that I see a different preview altogether. It's going to show me what the label is going to look like with the address and the postage on it as well. And when you choose to print out packages like this, you'll notice that your options are limited on the left- hand side under Postage Details. So, we can select the Mailpiece. Let's say it's going to be a Thick Envelope. You could choose that.
And of course, you've got all of those other options, including some of those Flat Rate Mail Boxes by USPS, some of them small or large. And then you've got some Oversized Packages as well. We'll just leave it at a Thick Envelope and now under Mail Class, you can see we've only got a few choices here. For Weight, if you don't have one of those USP scales hooked up and auto selected, you'll have to input the weight yourself. I'm going to go down to 8 ounces here, so half a pound. And now I'm going to select the Mail Class.
I'm going to go to First-Class Mail. It's no rush and I see that preview change right on my label. Down below I can select those Additional Options, just like I could for envelopes. So, if I needed it to be Registered Mail, I could do that or COD. I'm going to click Cancel, and just leave those unselected. And when I'm ready to print this out, I can go down to the bottom-right corner and print this postage. If you need a better preview of what you're going to be printing, you can click the Preview itself or the Preview button, and this is going to show you a larger image, giving you a good idea of what those labels are going to look like.
You're going to be peeling those off and sticking them on the thick envelope when you're done. Now if you want to print the sample, you could do that from here. You could also close the preview or print the postage if everything looks good. If you don't have enough money in your account, you can see the total here is going to be about $5.20, and if your postage balance is below that, you will be prompted to buy additional postage. So let's see what happens if we go to print. Of course, you'll want to have the labels ready in your printer, ready to be printed. In this case, Insufficient Postage, don't have enough and I can go to the Buy Postage button to buy additional postage at this time.
My account gets charged. I've got the postage in there and then off it goes to the printer. Then I'm going to click Cancel and consider buying more postage at a later time. If you need to print out labels and you want electronic postage on those labels, trying to do it from within Microsoft Word can create a lot of headaches. Typically, if you go to the electronic postage service you've chosen to download, in this case stamps.com, you'll have every option available to you including access to your address book where you can choose from your contacts, merge more than one label, see the preview, buy postage, do it all from one convenient location.
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