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Word 2007: Creating Envelopes and Labels
Illustration by Neil Webb

Using print options with merged envelopes


From:

Word 2007: Creating Envelopes and Labels

with David Rivers

Video: Using print options with merged envelopes

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.
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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 print options with merged envelopes

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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