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Word 2007: Creating Envelopes and Labels
Illustration by Neil Webb

Using an Excel workbook as a recipient list


From:

Word 2007: Creating Envelopes and Labels

with David Rivers

Video: Using an Excel workbook as a recipient list

Many people like to use Microsoft Excel to store a list of contacts, names and addresses. If you're one of those people, you'll be happy to know you can use that Excel workbook as a recipient list in Microsoft Word, so that you can merge that list with your envelopes and labels. So let's check this out. All we have is a simple table here listing our contacts, names and addresses. You can see we've got City, State, Postal Code, all the common things that would appear on an envelope or a label. At the very top row is a list of labels and this is called a Header Row.
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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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Word 2007: Creating Envelopes and Labels
2h 36m Intermediate Feb 10, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Printing from a sheet of labels
  • Creating recipient lists
  • Using the Mail Merge wizard
  • Printing e-postage
  • Creating business cards
Subject:
Business
Software:
Word
Author:
David Rivers

Using an Excel workbook as a recipient list

Many people like to use Microsoft Excel to store a list of contacts, names and addresses. If you're one of those people, you'll be happy to know you can use that Excel workbook as a recipient list in Microsoft Word, so that you can merge that list with your envelopes and labels. So let's check this out. All we have is a simple table here listing our contacts, names and addresses. You can see we've got City, State, Postal Code, all the common things that would appear on an envelope or a label. At the very top row is a list of labels and this is called a Header Row.

When go to the Design tab under Table tools here in Excel, you'll notice under Table Style options, Header Row is checked off. All that means is that this very first row won't be used in a merge. So, we won't see the labels on an envelope or a printed label. All we're going to use these for is to remind us what goes in the various columns. So once you've got your names and addresses in, you can always go back and make changes, add new ones, take out old ones and so on, as long as you save your changes and close up Excel.

Now back to Microsoft Word with a brand-new blank document here. We're going to select that workbook as our recipient list. So, we'll go to the Mailings tab and click Select Recipients. We're going to choose Use Existing List, and now we just have to navigate to our Addresses workbook. Now, we're going to the default directory here, but you'll notice, down at the bottom, All Data Sources is selected, indicating that's what we're going to see on our screen. But if we click this button, we can narrow it down.

For example, if we only want to see all of our Excel files, it's on the list. So, click Excel Files. Now you'll only see Excel files as you navigate through the various folders. We just need to go to our Exercise Files to find our Addresses workbook. Notice that it's the only file that appears. It's an Excel workbook, called Addresses. We select it and click Open, and in this case, our Excel workbook has a single table. We're going to see a list of tables in our workbook.

We only have one called AddressList. It's already highlighted, so all we need to do to select this as our recipient list is click OK. Now, nothing appears on our document, but notice now we can edit the recipient list right here from within Word. When we click Edit Recipient List, you're going to see the Data Source is our Addresses workbook. You're going to see the list of names and addresses, all of your contacts listed here. If you do want to make changes, add some new ones, right from here, all you need to do is select it from the Data Source and choose Edit.

When you choose Edit, you get to go in here and start adding new entries, select entries that are already here and make changes if you needed to. Of course, if you go to the left-hand side and select a button, if there's any entries in here that you want to, select all of them and delete them, you're going to have to go back to the original source. In that case, it would be Microsoft Excel. So, we're just going to click Cancel here. We're not going to make any changes, but this is the list that's going to be used. So we'll just click OK and now we can feel confident that although we've created our recipient list in Microsoft Excel, it's going to work here in Word 2007 later on when we go to merge that list with our envelope or label file.

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