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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 performing a mail merge, you can apply rules to control how the information will appear and behave. We're going to do this now using a file from your Exercise Files called LabelsFile. If you open it up and link it to the recipient list called Addresses, which is an Excel file, you'll see what I see here. Now this has been started. We need to finish it. First of all, you'll notice the AddressBlock appears in the first label only. the rest display next record codes. So, we are going to go to the Mailings tab and update our labels.
Now if we click Preview Results, we're going to see the results for the merge between our LabelsFile and our recipient list. Now let's say we wanted all of our international customers to appear differently on the label, maybe add some additional information to the label. Well, in that case, we want to add a rule. Now we can be previewing while we do this. Let's just click at the very beginning of our first label. The entire name and address should look like it's highlighted, but that's okay. We're going to go up to Rules and you'll notice a number of different rules to choose from, such as prompting for information and filling in information.
Some of these wouldn't apply to working with labels but rather form letters and forms, for example. But what we're going to do is use the IF ...Then...Else rule, we'll select it and let's say we want all of our international customers to show that they're international customers on the label by adding that text to the very top. Well, that's why we clicked at the very beginning of the first line because that's where we want the information to appear. We'll click the Field name dropdown and go down to Region, select it.
We want it so that if the Region is not equal to the USA to do something, so the Comparison, we'll click that dropdown and choose Not equal to, and then what is the comparison? Well, Not equal to the USA. So, we're going to type in U.S.A. with the periods. Once we see that condition met, what do we want to happen? Let's insert some text. We'll click in the Insert this text field and type in 'International Customer' and hold down your Shift Key and press Enter or Return on your keyboard.
That way, there will be an extra line and then the name will start. If they are from the U.S.A., we don't need anything showing up. So we'll just leave that blank down below, but you could choose some alternate text if you wanted to. Let's just click OK. Now right away, on our first label you can see what happens. International Customer does appear. Then there is a Return and we see the rest of the name and address. But we don't see it for the other labels until we update our labels with this change. So, I'll click the Update Labels button and you'll see International Customer for all of those customers outside the U.S.A. As we scroll down, there is a couple more down there as well.
Notice that the U.S.A. customers don't display any extra text at the top. That's because we set up the rule to only display text if it was not the U.S.A. So remember, you can always use rules to change the behavior and appearance of your labels when performing a mail merge.
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