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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 create your envelopes by performing a mail merge, you can access electronic postage options from there as well. Let's start with a brand-new blank document and the easiest way to access all of these options is to go to the Mailings tab, click Start Mail Merge and choose Step by Step Mail Merge Wizard. Now on the right-hand side, we can go through the various steps, starting with Envelopes and clicking Next. Now we can choose the Envelope options by clicking the link and selecting the appropriate Envelope size and clicking OK.
Now we'll click in the lower half of the envelope near the center, where the address block is going to go. When we click Next, we get to choose our recipients. Stamps.com is very particular about the types of files you can use. One that does work for sure is your Outlook contact. So, we'll select from Outlook contacts and if you want to be prompted, you can just click Next or you can choose the Contacts folder yourself by clicking this link and selecting the appropriate folder. Then click OK, if all of the addresses look good and you're on to the next step.
Here is where we insert our Address block. You want to make sure your cursor is flashing in the right spot. You can choose to do it manually using the Insert Merge Field button or choose Address block from the wizard and choose the appropriate layout. When you click OK, you'll see the code appear there. Now from this pane, we can also access our electronic postage. Click the link once and you'll see sample postage appear on the top right-hand corner. Click it again to access those Additional Options and Appearance choices.
If everything looks good, click OK, and it's on to the next step, which is a preview. Now you can use the navigation buttons within the wizard to go through the various names or use your Ribbon if you prefer. If everything looks good, you're ready to complete the merge. Click the Next link and now you're going to choose to print these out. So click the Print link and you'll want to print all your records, if you filter them properly, click OK, and you'll see your Print dialog box.
Make sure All is selected as the print range or page range and click OK. Here is where Stamps.com jumps in, and starts checking addresses, repairing any that might be rejected, and if you want to see those details, you can click the Details button. Click OK and you'll see the Stamps.com dialog box, showing you the total cost, how much postage you have available and you'll also see the number of recipients that are about to be printed. So if everything is in order, you've adjusted weights, the mailing dates, click the Print Postage button and off they go to your printer.
At this point, you'll be able to watch your envelopes being printed. They will appear with the return address, the address and the postage, ready for you to stuff the envelope and send it off into the mailbox.
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