Using the Label Creation Process described below for the 2010 Office software,we will create Labels for the following Excel file using the Ribbon Terms that are located differently on the 2007 Version and other years.
Open Word
Select:
Mailings
Start Mail Merge
Make Vendor Avery US Letter
5160
OK
Select Recipients
Use Existing List
Select your Excel file - Labels from Excel
Open
Sheet 1
OK
Insert Merge Fields
First Name
Insert
Close
Key a space
Insert Merge Fields
Last Name
Insert
Close
Key Enter to go to next line
Insert Merge Fields
Address
Insert
Close
Key Enter to go to next line
Insert Merge Fields
Town
Insert
Close
Key a comma and a space
Insert Merge Fields
State
Insert
Close
Key a space
Insert Merge Fields
Zip
Insert
Close
Preview Results
Update Labels
The labels are created like this:
If you want 30 of the same Label, you can Highlight it,
Copy and Paste it as follows:
In the Create Box on the Ribbon pick Labels
Rt click and Paste on label.
New Document
Continue to Print.
Label Creation Using Word and Excel 2010
Its never too early to plan for Christmas or other mailing lists for Label Printing.
We will use Excel to set up a mailing list. You can to work with the list so that it can be used to generate mailing labels in Microsoft Word.
A practice list is shown below to use for this lesson. It has the columns and rows set up to use.
A practice list is shown below to use for this lesson. It has the columns and rows set up to use.
| Last Name | First Name | Address | City | State | Zip Code | |||||||
| Ahrstrom | Gretchen | 31 Fairfield Road | West Hartford | CT | 06117 | |||||||
| Bain | Lloyd | 729 Corley Road | Wolcott | VT | 05680-3023 | |||||||
| Cashman | Janet | 25 Morehouse Avenue | Stratford | CT | 06497 | |||||||
| Davis | Don | RD #3, Box 459 | Philipsburg | PA | 10866 | |||||||
| Doyle | Karen | 87 River Road | New Milford | CT | 06776 | |||||||
| Finn | Stephen | 328 Wellsville Avenue | New Milford | CT | 06776 | |||||||
| Zarin | Laura | P.O. Box 73 | Canaan | CT | 06018 | |||||||
| Abene | Mary | 25 Lincoln Avenue | St. Albans | VT | 05478-1620 | |||||||
| Bean | Robert | 162 Hollister Street | Manchester | CT | 06040 | |||||||
| Kling | Linda | 20 Cheryl Drive | Monroe | CT | 06468 | |||||||
| Kromer | Clayton | 15501 Maple Circle | Excelsior Springs | MO | 64024 | |||||||
| Lindsey | Naya | 23 Knollcrest Drive | Brookfield | CT | 06805 | |||||||
| Moore | Leo | 17 Horizon View | Prospect | CT | 06712 | |||||||
| Palmer | Kimberly | 90 Alexander Drive | Stratford | CT | 06614-1034 | |||||||
| Willims | Rita | 971 Country Road Route 10 | Whitehall | NY | 12887 | |||||||
| Van Hoorn | Patrick | 567 Bullock Road | Milton | VT | 05468-3420 | |||||||
| Piazza | Harriet | 28 Earl Street | Waterbury | VT | 06710 | |||||||
| Purcell | Justine | 721 Kellogg Street | Ames | IA | 50010 | |||||||
| Rubin | Barry | 4 Hickory Lane | Seymour | CT | 06483-3619 |
Excel File Structure:
Col Width Column
18 Last Name
18 First Name
28 Address
18 City
8 State
12 Zip Code
Excel List must be correct. You can choose the fonts you want but small is best for labels.
Under Mailings select Start Mail Merge on the ribbon.
Put last names in alphabetical order so Labels will be in that order.
MAILING LABELS FROM XL LIST
Open Microsoft Word.
On the drop down menu select Labels.
Select Avery US Letter. Select 5160. Click OK.
(Other Vendors are shown too)
On the drop down menu select Labels.
Select Avery US Letter. Select 5160. Click OK.
(Other Vendors are shown too)
On the ribbon click on Select Recipients.
On the drop down menu click on use an existing list.
On the drop down menu click on use an existing list.
Use the pop up menu to locate the Excel file you plan to use.
You will see a pop up menu. Choose Sheet $1. Click on OK.
On Microsoft ribbon select Insert Merge Field.
You will be filling in the first box with the pattern you want to use for the entire sheet.
You will see a pop up menu. Choose Sheet $1. Click on OK.
On Microsoft ribbon select Insert Merge Field.
You will be filling in the first box with the pattern you want to use for the entire sheet.
In the drop down menu click on first name. Close. Make one space. Open insert merge field and click on last name. close. Enter. Select address. Close. Enter. Choose city. Close. Insert coma. Space. Choose city. Two spaces. Close. Choose zip.
First name Second name
Address
City, State Zip
On ribbon click on Update Labels.
The last step is to click on Finish and Merge.
In the drop down menu select Edit Individual Document. You want to do all.
In the drop down menu select Edit Individual Document. You want to do all.
*If you want labels to be indented go to Microsoft Page Layout and click on Margins.
In dropdown menu choose the narrowest margin.
