We launched a new IT training category! Check out the 140+ courses now.

Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Using an Excel workbook as a recipient list

From: Word 2007: Creating Envelopes and Labels

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.

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.

Show transcript

This video is part of

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

40 video lessons · 5729 viewers

David Rivers
Author

 
Expand all | Collapse all
  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

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2007: Creating Envelopes and Labels.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.