Creating Address Labels in Word 2007

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Mail Merge for Dummies: Creating Address Labels in Word 2007

By Gosia Grabowska

May 28, 2008

The Mail Merge function in Word 2007 can be a huge time saver, whether you’re creating address labels, letters or other documents that require the input of

data from a spreadsheet.

Consider this scenario: You’re creating invitations for a wedding or another big event, and you think it’s no big deal; it’s only a few hundred labels and you can

knock that out in a couple of hours right? Type them up in Word, print them out and you’re done!

A couple of months later, you’ve got another job ahead of you. The thank you cards. Hopefully you saved the Word doc that you slaved over last time …

formatting it and making it look just right.

But even if you did save your doc, you’ve still got plenty of work ahead of you, going through all of the names one by one, checking them off, making changes;

it takes some time.

Word Mail Merge

The solution? An Excel spreadsheet that allows you to very easily sort the list, make any necessary changes quickly and have your labels ready in no time.

Working with an Excel spreadsheet makes the whole process of creating address labels — as well as other documents, such as personalized letters, thank you

cards, etc. — less time consuming and very easy.

Knowing how to merge Excel and Word documents can come in very handy in many situations. So today I’m going to show you a very easy but very useful

time saver — how to create address labels in Word 2007 using the Mail Merge function in Word and an Excel spreadsheet.


Here’s what a simple Excel spreadsheet will look like:

Save this baby to your hard drive, call it something obvious like AddressList and all you need to do now is a quick merge between Excel and Word and your

address labels are done in less than 10 minutes.

Here’s a step-by-step that shows you how easy it is to create address labels in Word 2007!

Creating Address Labels in Word 2007

1. Before you start make sure you have your Excel spreadsheet ready. Now open up Microsoft Word 2007 and click on the Merge tab.

2. Next, click on the Start Mail Merge button and select Labels.


3. Now it’s time for you to select the Label Vendor. In my case I am going to use Avery US Letter.

4. I have the 8662 labels so I am going to scroll down and select that. You should find the label number that’s appropriate for your labels, it’s usually on thebox.

When you find your label number, select it and click OK.

5. You might get the following message. What this means is that if you typed something in this document and you did not save it, it will be lost. If you do notwant that, hit Cancel, save the document and then repeat the steps from 1-5.

If you have a blank screen behind this message then go ahead and click OK to continue.

6. Next, click on the Select Recipients button on the ribbon and select Use Existing List.


7. Browse to the location where your Address List file is and select it. I have mine on the Desktop. I will click on it once, and then select Open.

8. In this window, select the sheet you have your list on. Mine is on the first sheet as this is all I have there. If you didn’t do anything special in Excel, your

address list should be on the first sheet as well.

Also notice the check box next to First row of data contains column headers. You should have that checked if your columns have headers such as: First

name, Last name, Address, etc.

If you don’t have the column headers, I would recommend going back to the excel file and adding them in. It’s going to make your life a lot easier while goingthrough the merge. When ready, click the OK button.

9. Once you click OK you will see the following document. It may look a bit scary but don’t worry, all is good.


10. Since you are creating address labels, you will have two choices here. The first choice is to click on the Address Block button on the ribbon.

This option will automatically select all your columns and create an address for you.


The address looks good, but notice that we are missing the state. It’s not listed here but when we check back in our Excel document, it’s there.

Well this is ok, we can fix it. Go ahead and click on the Match Fields button.

11. Now in the left column find State and in that row click on the arrow pointing down, then select your header name for the State column. Mine is called

State, so I will select that and click OK.

12. Now we see that the state is showing and the address looks good. Go ahead and click the OK button.


13. You will notice that in our first address label spot we have something called << AddressBlock >>.

If you decide to print your labels now, you will only get that first address in the first label. You need to make sure that the << AddressBlock >> appears oneach label following the << NextRecord >> code. To do that you need to click on Update Labels option on the ribbon.

14. Once you click on that button, all labels will update.


And you are almost done! Now you have to click on the Finish & Merge button and select Edit Individual Documents to see what your labels will look

like.

15. Make sure All is selected and click OK.

16. TA DA!!! Now all you need to do is print your labels.


Another Way to Merge with Word and Excel 2007

1. Another way to do the merge is to pick the fields manually. To do that you will need to select the Insert Merge Field option on the ribbon and select one

field at a time.

2. To start out, insert First Name, hit the space bar and then insert Last Name. After that, hit the enter key and insert Address.

Hit the enter key again, insert City, hit the comma key, and the space bar, insert State, hit the space bar again, and insert Zip Code.

This way all of your spacing and punctuation will be correct and your first label should look something like this.


3. You can also format the first label any way you want it. For example, you can change the font, you can center the text, make it bold, etc.

4. Once you are done making edits to the text and formatting, don’t forget to go back to your Mailings tab on your ribbon and select the Update Labelsbutton. This will make sure that all your formatting and changes that you made to the first label are copied over to all the other labels.


5. Now you’re ready to view and print your labels. Click on the Finish & Merge option on your ribbon and select Edit Individual Documents.

Now isn’t this much easier than typing the names and addresses on the labels, over and over, and over again? And merging works just as well with letters,invitations, thank you notes, or anything else you do in Word. Try it out!


And don’t forget, there are lots of other cool things you can do in Word and Excel. Check out our Office YouTube Channel for more helpful tips and tutorials

on Microsoft Office, Internet Explorer, and more.

More Related Posts

1. Excel 2007: Collaboration Made Easy2. New Training Release: Excel 2007 Training3. How To Install Exchange Server 2007 in 13 Easy Steps4. The Right Way to Perform Recovery in Exchange 20075. 5 Days Left! Save 91% — Over $600 on Microsoft Office 2007 Ultimate

You can leave a response, or trackback from your own site.

About the Author

Gosia Grabowska (CCNA, Network+, MOS) is an experienced Network Support Specialist and an expert in Windows Server support. She graduated

from DePaul University, Chicago with a Bachelor degree in Network Technologies with highest honors. Gosia has over 8 years of technical and supportexperience and has worked as Systems Administrator for a high profile law firm, where she managed the Backup and Disaster Recovery plan. Gosia has beena part of the Train Signal team since 2006 as the Product Manager and has written many articles on a variety of topics, including Exchange Server 2007,Windows Vista, Small Business Server, and more.

Discussion

82 comments and trackbacks for “Mail Merge for Dummies: Creating Address Labels in Word 2007”

Comments

1. Train Signal Team Member

Posted by Zach on May 28, 2008, 11:24 am

I hate Microsoft Office. I use WordPerfect…That’s not true. I was just trying to get back at you for throwing me under the bus in your post on myVista article, but no one is going to believe I use WordPerfect. I’m pretty sure the guy that created WordPerfect glances from side to side to make sureno one is looking when he uses Microsoft Office. Great article; very informative!

2. Posted by penelope on September 25, 2008, 8:47 am

Thank you so much! I have to print 3,000 labels each month for my company, and had no idea how to do it. Thank you for saving my job

3. Posted by Jennifer on September 25, 2008, 4:14 pm

You rock! You and your screen shots helped me so much! Thank you, Jen


4. Posted by Brady Bragg on October 6, 2008, 10:48 am

Thank you! Why can’t Microsoft make things as simple as this?

5. Posted by Missy on November 24, 2008, 5:20 pm

This was so helpful. My aunt was going to try to explain it to me but she always has to do it the hard way. These instructions were so easy to follow andI agree with Jennifer, the screen shots did make it way easier to follow. Thank You!

6. Posted by Gina on November 29, 2008, 12:03 pm

Thank you for a wonderful, easy to follow article! The screen shots helped me to find the correct buttons, which is always the hardest part of following a

tutorial… I am sending out my Save the Dates for my wedding and you just saved me!! thank you, thank you, thank you!!

7.

Posted by Katy Jack on December 4, 2008, 10:48 am

Thankyou so much for this easy to follow tutorial.. You have made one Old Granny very happy. How about a book for Confused Elderly Surfers!!!!

8. Post Author

Posted by Gosia Grabowska on December 4, 2008, 11:55 am

You are very welcome, you guys. Please let me know if there is anything else you would like to see here and I will do my best to create any tutorials youwant!Katy, I am going to work on the Confused Elderly Surfers tutorial for you Gina – Congrats on your upcoming wedding!

9. Posted by Katy Jack on December 5, 2008, 12:15 pm

Gosia you have made my day what a kind person you are. If you can help my generation to “do” computing you would be doing a great service for

mankind trust me in this !! There are millions of us afraid to touch cash machines automated checkouts not to mention computers. We are desperate tolearn but too timid to bash on on own own just in case we press the wrong button and break the equipment and who could teach us as those that knowthe secrets are always so busy leading hectic stressful lives that they cannot afford the time even if they wanted to.So I repeat Gosia you are a star….Thankyou.

10. Posted by Nicole on December 11, 2008, 12:45 pm

This was sooooo helpful. While trying to do 400 Christmas cards from spreadsheet I kept trying to create a label merge, getting to a certain point(Address Block) and not knowing where to go from there.

Thanks for posting this very user friendly and informative “How- To”.Total lifesaver.Sincerely,Nicole


11.

Posted by Jim Walsh on December 26, 2008, 2:37 pm

A good review. One item that you left out that has me stumped, and on which I have blown away a few hours without success. In Word 2003 mailmerge, there was the option to not include a field if the field was empty. Typically this is in an Excel workbook where I have fields Address1 andAddress2. Only two people in the database have something in Address2 (they live in apartments). In the past, I could put <> <>. If I do that now, I geta blank line for everyone after Address1, except for the two people that actually have something in Address2. Can Word 2007 handle this correctly?

Thanks,

Jim

12.

Posted by Ashley on February 3, 2009, 11:14 am

This was the most helpful merge site that I found. Others have been very unclear on how to do complete the process step-by-step. Thank you!

13. Posted by Sonia on March 15, 2009, 5:42 am

Greaaaaat!!!!! i was really searching for how to go about with it…But didnt get d correct detail way : )

Thankszzzzzzzzzzzzzzzzzzz

14. Posted by Jason on March 21, 2009, 12:48 pm

Thank you so much. Your demonstration was very easy to follow, I had no trouble printing my labels! Thank you so much. Jason

15. Posted by laura on April 14, 2009, 12:25 am

It was very easy to follow the steps, so simple, and like Ashley says, it was the most helpful site that I found. Thank you very much. Laura

16. Posted by Carrie on May 1, 2009, 1:17 pm

Thank you for this wonderful tutorial!

I have a question, though. Before I ran accross this tutorial, I was trying to use the mail merge wizard to create my labels. I used the wizard when I had

the old word and it always worked like a charm. In the new word, no matter what I’ve tried, it never continues with the next name/address on the nextpage.

Example:Say our people are A, B, C, D, E, F & G.Page one will have A, B & C, but page two begins with B and continues with C & D

Page 3 has C, D & EPage 4 has D, E & FAnd so on.

Do you know why this is? I’m thinking there must be a setting or option I am missing, but haven’t been able to figure it out yet.

Thank you,

Carrie


17.

Posted by Jim on October 24, 2009, 3:57 pm

Thank you so much. I’m new to Word 2007 and was lost on how to do this. I tried to use the Avery Wizard but it would work either. You saved mysanity.

18. Posted by Rosa on October 31, 2009, 11:32 am

Thank you so much. I love word 2007, but I am used to using word 2003 mail merge, was kind of lost with this. You made my work so easy. If someone can’t figure it out using these instructions, then they need to hand write their labels.

19. Posted by Debbie Says on November 17, 2009, 11:50 pm

Thank you so very much, I have beat my head against the concrete wall trying to figure this out. You made my life so much easier.

You are an Angel to me.

Thanks

20. Posted by Emswyx on December 8, 2009, 8:26 am

I need to make name cards for my school books….Can you help me please? I need to make it before the end of this December

21.

Posted by Mush on December 9, 2009, 6:31 pm

Thank you so much. I could never understand the instructions in my Word program. You made it so simple.

22. Posted by Courtney on December 11, 2009, 12:54 pm

THANK YOU!!!! We are trying to do our Holiday cards… and my husband about threw his computer across the room last year trying to figure thisout. He finally did, but didn’t write it down. I am bookmarking this page for next year!!!

23. Posted by Dae Schattie on December 15, 2009, 3:27 pm

Thank you, thank you, thank you…This is the only site that “fully” explained how to print labels from excel 2007. I now can mail out my Christmascards.

24. Posted by sudha acharya on January 4, 2010, 12:17 pm

thanxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx a lot for the informaton. it is soooooooooooooooooooooooooooooooooooooo useful. i’m glad to have visited

you on this site. one more help needd… can we put border line arond each label? it wld be great if you have solution for this


love

sudha

25.

Posted by Barry Collin on January 12, 2010, 8:02 am

I have spent 2 hours on the same problem as Jim Walsh – how to exclude blank lines on an address label because some of my addressees have all 6address lines, others have anything from 2 to 5.In Word 2000 I just ticked a box, and they were excluded, but not in Word 2007.Please help, please – it’s driving me insane.

26. Post Author

Posted by Gosia Grabowska on January 12, 2010, 9:21 am

Hi guys! Thank you for all the comments. I am working on answering all of your questions Promise! Let me start with a quick answer to Jim’s andBarry’s question.

Word 2007 is smart enough to remove the empty fields – you don’t need to do anything extra. Make sure you are inserting the fields (not typing them).Check out the “Another Way to Merge …” part and try it that way.

I just double check it and it works! If you still have a problem, let me know!

27. Post Author

Posted by Gosia Grabowska on January 12, 2010, 9:41 am

To answer Sudha question about adding borders to your labels.

There are two ways of getting a border around yoru labels:1. You create the label from scratch and add a border. Then use this label in your mail merge.2. You download a label with a border from Microsoft’s site. To do so, open Word 2007, click on Office Button (the one on the top, left corner),

select New, and then click on Labels. I saw few labels with a border in the Mailing and Shipping Category for either Business or Holiday.

Good luck!Gosia

28. Posted by Ryan on January 17, 2010, 4:15 pm

WOW!!! Thank you so much!!! Why cant Microsoft do their help site like this!!!!!!!

29. Posted by Shoefong Hu on January 30, 2010, 8:26 pm

This was definitely the easiest and clearest site to learn how to make address labels in Excel. The illustrations helped a lot.

I have a question. I’d like to enter “Current Resident or” above the name. How do I do that?

Many thanks,

Shoefong

30. Post Author


Posted by Gosia Grabowska on February 1, 2010, 7:41 am

Hi SHoefong,Thank you for your comment.To add “Current Resident or” before the name simply type “Current Resident or” (and then hit Enter – that way it will be on the first line), before

inserting the Address block or the field for “First_Name”.

Everything else is the same. Hope this helps!Gosia

31. Posted by John Baxter on February 9, 2010, 6:29 pm

Hi,Having a seemingly endless hassle with Access 2007.I want to print labels but am getting lots of blank lines where there are no address items to include in them.

How do I lose these and tighten up the addresses?I am not into codes etc, and am sure in old Access it was a tick box thing. I have no problem in Open Office or Ability.Hope you can help before a jump out the window!

32. Posted by M. Elliott on February 19, 2010, 10:00 pm

Please allow me to say THANK YOU!!!!!!!!!!!!!!!! I am a computer and software illerate small business owner who just took on a direct mailcampaign of 10,000 pieces. From the start, I knew that it was possible to create labels, but had no clue as to the process. I used Google to find the info,but the instructions were incomplete or just too complicated (even the Dummies instructions did not work for me). I was almost ready to give-up until i

came upon your site. The instructions were simple and straight-forward! You are a God-send…THANK YOU!!!!!!!!!!!!!!!!!!!

33.

Posted by Laura on April 10, 2010, 6:06 pm

I may name my first born after you. . . even if it’s a boy.

34.

Posted by Darlene on April 11, 2010, 12:13 pm

THANK YOU SOOOO MUCH!!! This was so helpful for the 2007 version!!!

35. Posted by Carol Dault on April 14, 2010, 2:10 pm

Gosia, thank you for great, easy to follow directions. I could not have done a successful merge w/o your help. You really made my day!

36. Posted by Stoney on May 10, 2010, 7:55 pm

I want to thank you SOOOOO MUCH! I have looked at quite a few pages that claimed they could help me make these labels and yours was the onlyone that made it so simple! Thanks!


37. Posted by Peter on June 17, 2010, 7:06 pm

My “labels” are Avery post cards, 4 to an 8.5 x 11 page. I’d also like to add a return address on each card. Can you help me? Thank you!

38. Posted by Connie on July 6, 2010, 4:15 pm

Thanks for the great information I tried for over an hour to figure things out on the help tab in Word and finally decided to find other help. I love yourstep by step advice I was done in less than 10 min I wish I had thought to look sooner. Thanks again!!

39. Posted by lizzy on August 4, 2010, 1:34 pm

i’m pretty sure i would kiss you right now, if i could!!!! thank you for such a wonderful and comprehensive tut!! you made my word day…heck youmade my work week!!! TY!!!!

40. Posted by jane on August 7, 2010, 7:02 pm

THANK YOU!!! This was a marvelous, detailed and exact description of how to merge excel labels with Word. You saved me!!!

41. Posted by Rob Khoo on August 10, 2010, 1:03 pm

I kept getting just one label per page ….your site is the only one that mentions that you have to click Update Labels in order to place the “addressblock” to enter all the date from the merged Excel spreadsheet…..I am not sure why no one remembers to mention this critical step. Kudos to you formaking your tip page complete. Many thanks.


Posted by Kasia Grabowska on August 10, 2010, 4:34 pm

Thanks for letting us know Rob! We’re glad the article was helpful

43. Posted by luanne on August 16, 2010, 1:33 pm

how am i doing this wrong?

my word document keeps coming up with random phrases like “Where did my worksheet go?” and “When you export data to a new workbook, yournew worksheet containing exported data goes to Sheet 1. When you export to an existing workbook,”after i merge the two, update it and preview it. it does not let me choose which phrases to merge. it only provides “autome” “autome1″ and “autome 2″

what am i doing wrong..??

44. Posted by Eric Chagnon on September 2, 2010, 9:08 am


Thanks for this great how-to, I could not get the job done before reading it… and now its perfect! I’m sending lots of love your way right now

45. Posted by Ann on September 3, 2010, 2:30 pm

This rocks! Your instructions were very clear and easy to follow. You should get a raise.


Posted by Kasia Lorenc on September 3, 2010, 5:49 pm

Thanks Ann! I’m forwarding your comment to Scott (our boss) as we speak!

47. Posted by Peter W on October 3, 2010, 9:11 am

I have EXACTLY the same problem as Carrie:May 1st, 2009 at 1:17 pm

thanks for putting it so precisely Carrie. I too have been totally unsuccessful in my attempts to resolve the issue and see no helpful reply to date (3rd Oct2010) otherwise an excellent tutorial – much better than the one on Microsoft. Everything used to work fine in Word 97-2003 why does Bill have tokeep ‘improving’ things????

48. Post Author

Posted by Gosia Grabowska on October 4, 2010, 11:33 am

Hi Peter and Carrie,

I am sorry to hear you are having problems with the merge. Where do you see the second page starting with the second name on the list? Is it still inpreview mode when you hit the arrow pointing to the right on the top of the toolbar or is it after you click on “Finish and Merge” and then “EditIndividual Documents…” and look at the final document?

It is true that you will see the list starting with the second name on the list as Carrie described but that’s only in a preview mode when you click on theright arrow. The right arrow means “Preview the next record in the recipient list”. It doesn’t mean that it will go to the next page. This may be confusinga little but all it does it lets you preview the recipient and as default Word puts it at the beginning of a page.Once you hit the “Finish and Merge” button and either print it or open it for editing you will see that the second page continues with the rest of therecipients (and not with the second recipient).

I hope this helps… and thank you for posting your question!

Gosia

49.

Posted by Peter W on October 13, 2010, 9:00 am

Hi again Gosia,

Apologies for not getting back to you sooner but have now tried step by step process and recording results which I hope will help you solve ourproblem. At step 3 when linking Excel worksheet data to labels my screen shows first label blank then all rest <>. I used the Address Block and oncepopulated had number of sheets with only the top label used. Hope you are able to follow this as I am unable to attach screen dumps here todemonstrate.

Many thanks,

Peter


50. Posted by Peter W on October 13, 2010, 9:07 am

Hi Gosia,

What is even more strange is that using the labels Wizard I only get the top row of labels in my completed document!!! But at least there are only 3. Itried Avery A4/A5 L7159X labels which should be 3×5.

Cheers,

Peter

51. Posted by Peter W on November 5, 2010, 3:29 pm

Have finally succeeded by using cut and paste to manually fill up ALL the labels with <> after <> . Don’t ask why this isn’t automatic but will then giveme several pages of all labels for Christmas cards once ALL the first template page is filled in this manner.

Cheers,

Peter (now happy)

52. Posted by Elena on November 27, 2010, 4:14 pm

Thankyou, I was failing miserably trying to follow microsofts English and French instructions as I am using a French PC but with your instructions itseemed so easy!

53. Posted by Tom on December 6, 2010, 2:27 pm

When I finished address block, my screen looked like yours. When I went to the next step, update labels, my screen only had next record address

block on the first and last lines on the page. Out ofu 87 address it only prints approximate 10 ? Any suggestions on how to fix. I’m using word 2007 andexcel

54. Posted by Gerri on December 6, 2010, 4:36 pm

Thank you, thank you, thank you!!!! This is wonderful! It worked like a charm! I thank you and my hand, which will not be worn out from writing,thanks you, too!!!!

55. Posted by Peter W on December 15, 2010, 2:05 pm

Hi Tom, looks like you have same problem as I had. I have discovered a laborious way to fix. Once you are happy with the address block layout in thefirst blank label (I needed to match fields for my Christmas card list) click Update labels (this is where you end up with only SOME (top row and last 2

in bottom row in my 8×3 labels) populated and it becomes laborious. Carefully click and drag mouse over the <> to fully highlight it, Ctrl+C (to copy)then position cursor at end of <> on blank label and press Crtl+V to copy, continue till all labels populated. it is a good idea to save this sheet at thistime. Next click Preview results and don’t panic as only one page is shown as when Finish & Merge is clicked the whole database is included in asmany pages as it takes. Merry Christmas – hope this isn’t too late for this year’s cards!!


56.

Posted by Peter W on December 15, 2010, 2:09 pm

Note: On review I see Address Block and Next Record have mysteriously disappeared from above!!!

57.

Posted by Caryn on July 8, 2011, 9:14 am

Thank you so much!! This helped greatly with my wedding invitations!


Posted by Kasia Lorenc on July 8, 2011, 10:15 am

Thanks Caryn! We’re glad to hear the article helped!

59. Posted by Pete Lucas on July 22, 2011, 8:57 am

Many, many thanks for the post on creating address labels in Word 2007– your visual tutorial and explanation is about 100x better than Microsoft’s, inmy opinion.


Posted by Kasia Lorenc on July 22, 2011, 9:33 am

Wow, thanks Pete! That’s a huge honor

61. Posted by archana on August 5, 2011, 1:43 pm

i want to print 14 labels per A4 sheet. what is the label vendor shoud i choose


Posted by Kasia Lorenc on August 8, 2011, 10:12 am

Hi Archana,

You have plenty of options to choose from when it comes to label vendors and most of the offer the same types of sizes and print options so you

shouldn’t have a problem with finding what you need.

63. Posted by Joanne Brauns on August 13, 2011, 8:18 am

After struggling on how to print labels I found your instructions. They worked GREAT except for one thing. My label are printing on the right side of thepage. What have I done wrong?


64. Posted by heather on October 11, 2011, 11:44 am

your directions were so much easier to follow then the directions in the help menu of word. thank you

65. Posted by Linda on October 20, 2011, 7:27 am

Thank you so much! Even with the MS step by step wizard I kept coming up with 1 label per page and with 400 labels it would have been painful to fixmanually!

66. Posted by sud on November 2, 2011, 9:28 pm

thank you so much dear

67. Posted by Tiana on December 2, 2011, 8:50 am

Thank you so much for this tutorial!! The pictures and step by step instructions made this process fool proof! Who knew mail merging could be so easy Thanks again!!

68. Posted by Heather Robinson on December 14, 2011, 7:56 am

Thank you so much. I was once shown how to do this on Word 2003 but now have the 2007 version and the tabs are all different and I struggled for

ages before giving up. This year I typed out each individual label for my Christmas cards – luckily there were not hundreds – but next year I can havethem all done at once. You are brilliant!!!

69.

Posted by sully on December 18, 2011, 6:19 pm

Thank you so much for this article. I have been trying to find articles for creating address labels in Word 7 for over a week. I can’t believe how difficultthey were to follow and I was never successful. Yours was incredibly easy and I succeeded on my first try. Again, thank you VERRY much.

Sully

70. Posted by DINESH SHARMA on January 31, 2012, 4:26 am

Sir,Thank you so much for screen shot for help to make make the label perfectly.

71. Posted by Mike Perera on February 8, 2012, 7:07 pm

The screen dumps were v good worth 2000 words. thanks for the tutorialMike


72. Posted by Liz Pickering on April 5, 2012, 2:17 pm

When I merge Excel 2007 data into a 30 label document, it always skips the 31st record, and begins the second page with the 32nd record, and so on

for each page, skipping the record immediately after the 30th on each page. I found a workaround, but is there something I can do to avoid this in thefuture? I see others merging 500 addresses with no problem…

73. Posted by Cris on April 11, 2012, 1:26 pm

Very easy to follow, but I still have a problem. I don’t want to always print the entire list of labels, but occassionally just one from the list, or severalcopies of one from the list – how do I do this?

74. Post Author

Posted by Gosia on April 18, 2012, 6:00 am

Hi Cris,

I am glad you think these are easy to follow

So, what to do if you only want to print one label? One thing to keep in mind is that with mail merge it will print the entire page where that name is. So itmight be easier just to find the record and copy and paste that person’s info onto a label and print it. That way you won’t waste the other labels. If you

want an entire page with the same person’s name copy the first label and paste it to the other labels on a page. To make it really quick just useCTRL+C to copy and CTRL+V to paste.

However, if you want to use the mail merge, in step 15 where we pick the records to be merged, click “From” and then type in the record number from

the spreadsheet. That record should be on the first label, followed by all the others until they fill up the page. Please note that if you are using first row as

a column headers in your excel spreadsheet you will need to subtract one from the row number. For example, if the person you are looking for is in row15, the record number will be 15-1(the column header) = 14. So you would put From: 14 to 14 in step 15.

Hope that helps.

75.

Posted by Doris on April 24, 2012, 11:38 am

Excellent.

76. Posted by John on May 1, 2012, 9:36 am

These instructions are very helpful. Thank you very much.

77.

Posted by Nitin Bhati on May 18, 2012, 10:51 pm

Thank you so much for screen shot for help to make make the label perfectly.

78. Posted by Beth on June 13, 2012, 5:54 am


“Thank you for this wonderful tutorial!I have a question, though. Before I ran accross this tutorial, I was trying to use the mail merge wizard to create my labels. I used the wizard when I had

the old word and it always worked like a charm. In the new word, no matter what I’ve tried, it never continues with the next name/address on the nextpage.

Example:

Say our people are A, B, C, D, E, F & G.Page one will have A, B & C, but page two begins with B and continues with C & D

Page 3 has C, D & EPage 4 has D, E & F

And so on.

Do you know why this is? I’m thinking there must be a setting or option I am missing, but haven’t been able to figure it out yet.Thank you,

Carrie”“Hi Peter and Carrie,

I am sorry to hear you are having problems with the merge. Where do you see the second page starting with the second name on the list? Is it still inpreview mode when you hit the arrow pointing to the right on the top of the toolbar or is it after you click on “Finish and Merge” and then “Edit

Individual Documents…” and look at the final document?

It is true that you will see the list starting with the second name on the list as Carrie described but that’s only in a preview mode when you click on theright arrow. The right arrow means “Preview the next record in the recipient list”. It doesn’t mean that it will go to the next page. This may be confusing

a little but all it does it lets you preview the recipient and as default Word puts it at the beginning of a page.Once you hit the “Finish and Merge” button and either print it or open it for editing you will see that the second page continues with the rest of the

recipients (and not with the second recipient).

I hope this helps… and thank you for posting your question!Gosia”

Gosia,

I am having the same problem that Carrie is having and your solution stated above is not helping me. The print preview still shows 3 addresses on the

top row, then the next 8 rows are blank, and then there are 2 lables on the bottom row. I don’t understand why this is happening. Can you help?

Beth

79.

Posted by Catherine Hiscox on August 13, 2012, 4:15 pm

You make it so easy. I am a senior – still working – and have struggled with mail merge – thank you for putting it so simply.

80.

Posted by Sherrie on August 22, 2012, 12:17 pm

You instructions for merging are great, I’ve benn merging for over 15 years now and find it very useful in my job. I still have been having a problem nowfor the past couple or years and was hoping someone might know the answer. I cannot get the zip code + 4 extra digits to print on my merges. I’ve tried

several different things and just can’t seem to get them to work. Could someone help me out that may have had the same problem? Thanks so much…

81. Posted by Julia on September 4, 2012, 5:18 pm

I still can seem to get this right…. once I fill in the first contact name. The “Update Labels” button won’t highlight so I can even press it… any idea why?

I get out of that section and back in – and it still won’t highlight that option it seems no matter what I do… Any ideas?

82. Post Author

Posted by Gosia on September 13, 2012, 11:37 am

Sherrie,

I just tried it and it worked. What you need to do is, in your excel document have a separate column for the extra 4 digit zip. So, for example, onecolumn would be “Zip_Code” and you would have 60342 in there, the second column would be “4digits” and have the extra digits in there, like 9865.


When you are inserting the merge fields, after you insert the “Zip_Code” insert a dash “-“ and then the “4digits”. So it would look like this:

<> <>

<><>, <> <>-<>

Then continue with the merge instructions by clicking Update Labels button and following with the rest.

Hope this helps!

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Creating Address Labels in Word 2007

Documents

edit individual documents

default word puts

mail merge function

screen shots helped

creating address labels

arrow means preview

mail merge wizard

create address labels