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Reusing existing label files

From: Word 2007: Creating Envelopes and Labels

Video: Reusing existing label files

When setting up a mail merge file to work with envelopes in Word 2007, you typically do this once and simply reuse that file. Let's explore this by clicking the Office button and choosing Open. In the 04_06 sub-folder of the Chapter 04 folder of your Exercise Files, we have a couple of different Word documents, one called Two Trees Olive Oil Company Labels. We'll select that, and click Open. Now this particular document is not connected to our recipient list. It's not an actual mail merge file.

Reusing existing label files

When setting up a mail merge file to work with envelopes in Word 2007, you typically do this once and simply reuse that file. Let's explore this by clicking the Office button and choosing Open. In the 04_06 sub-folder of the Chapter 04 folder of your Exercise Files, we have a couple of different Word documents, one called Two Trees Olive Oil Company Labels. We'll select that, and click Open. Now this particular document is not connected to our recipient list. It's not an actual mail merge file.

It is a sheet of labels. Any time we need them, when we run out, we simply open this up, and send it off to the printer. But what if it's connected to a list of recipients and you want to use it with a different list? No problem. This time, we will go back to the Office button and Open, and from the same folder, we will choose LabelsFile. Now, when you click Open with this one, it's already connected to our recipient list, so you might see this message saying that you have to allow this little program, an SQL command, to run to use the address list, which comes from an Excel workbook.

So choosing Yes will have you connected. Now in this case, if we want to see the name of the file and its location, we can go to the Mailings tab, go to Edit Recipient List, and we will see the data source here is Addresses and indeed, it is an Excel workbook. As we hover over it, we see the path and the location of this file. Well, what if you want to use a different list of recipients? I'll click OK and simply select a different list. When you choose Select Recipients > Use Existing List, you can then go to any other location, and find a different list.

So in this case, we will go to the Exercise Files if you have got them, and in the 04_06 sub-folder, we will find our addresses list, which is a Microsoft Access database. Select it. When we click Open, we are now using that list of recipients, so previewing our results should show us a different list of names and addresses, or at least an altered list. Now you might notice the top margin is a little tight. We will be adjusting that, and other layout issues, in the video on preventing text from printing too close to the edge of a label.

So, at any time, if you need to make changes to your label file, which could be formatting changes or even changing a recipient list, always remember to save those changes and if you need to, select a different recipient list whenever you need to.

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This video is part of

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

40 video lessons · 5655 viewers

David Rivers
Author

 
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  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

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