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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 it comes to printing your merged envelopes, you have a number of options to choose from. Sometimes it's better to choose those options before you perform the merge. Sometimes it's okay after. For example, using this file called CompletedEnvelopes, you'll notice that we've got 18 pages, or 18 separate envelopes. Now, in this case, the document was merged, in this case an envelope, with an entire recipient list. So the end result is every single address appears on its own envelope. Now if we go up to the Office button and choose Print, we have the same Print Options we would have for working with any other document in Word.
So we can print them all out by clicking OK, or just the current envelope, the Current page, that's the envelope where your flashing cursor appears, or you can select specific envelopes or pages by typing in the numbers. So, if you only needed 1, 5 and 8-10, you can type in 1, 5, 8-10 to get that result, but, of course, you'll have know what's on each envelope and be a little bit picky. So let's click Cancel and let's open up a file.
We are going to go into our Chap03 folder in 03_08 folder and open up our TTEnvelope. It's already linked to a recipient list, so when you see this message, click Yes to confirm you want to use it, and before we perform the merge, we can choose which Envelopes are going to print as well. So let's go up to Mailings. Let's select our recipients by filtering them. So, in other words, we are going to Edit our Recipient List. I am going to see a list of all the names and addresses on our recipient list, but let's say we only want the ones from the state of California.
We are going to mail out something to our California customers. Well, in that case, we can make use of these options under Refine recipient list, for example, Filter. When we choose Filter, we see the Filter and Sort dialog box show up with the Filter Records tab selected. Now we just select the field we want to filter on, so we will scroll down to State. The Comparison is going to be Equal to, we have many different operators to choose from, but we'll leave it at Equal to and Compare to, in the field, we are going to type in CA for California.
We could add additional filtering options if we wanted to, And and Or. So if we wanted some of the other states as well, we could use the Or function and choose a different state, but let's just leave it at California and click OK. Notice the list has been reduced to what looks to be about eight records. So when we click OK, and now we go up to Finish the Merge and choose Print Documents from here, all records will be selected, that's all of our filtered records.
That's what this means. So, when we click OK, it's actually only eight records that are going to print. Now we have all of our print options here, except for Current page, because we are performing the merge. Now all you need to do is click OK to print out envelopes for the California customers only. Using the Filter option is a great way to filter down your list to only print the envelopes without having to look at each one, only the envelopes that you need to print.
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