Microsoft Word online training course

Word lesson 22, Printing on labels

Print addresses on labels (2003 and XP)

In Word we can also print the addresses from our table on labels.
This is done allmost the same way as printing addresses on envelopes.
To print addresses from our table on labels we also use the "Mail Merge" function.

To start mail merge we click on "Tools", "Letters and Mailings", "Mail Merge Wizard" in the menubar.
This will open the "Mail Merge Wizard" in the task pane.
In this example we will print labels so we choose for "Labels" and click on "Next".

In the next task pane window we click on "Label options" which will open a new window as shown in the image below.

label options
In the top section you choose your printer type.
And in the section below you can make a choice from the different labels that are available from different suppliers.
If you cannot find your type of label in this list, you can also click on the "New label" button to make one yourself.
Click on "Ok" when you are done choosing your label.

select starting document
Now click on "Next: Select recipients".

In step three we select "Use an existing list".
And click on "Browse".
Select the datafile on your computer and click "Open".
In the next window that opens we click on "Ok" because we want to print a label for all members.
If you don't want that, then select those who you want to print a label for.
Click on "Ok".

Click on "Next: Arrange your labels".
First place your cursor on the first label of the page (the one at the top left) and click on "Address block".

arrange your labels
Choose a address block format in the "Insert address block" window.
And click on the "Match fields" button.

match fields
Choose the fields from your table which you want to show in your labels.
Click on "Ok" and once more on "Ok".
On the bottom of the task pane you now click the button "Update all labels".

update all labels
Next click on "Next: Preview your labels".
And in step five we click on "Next: Complete the merge".

And in the final step we can choose to print our new labels.

Print addresses on labels (97 and 2000)

To print addresses on labels in 97 and 2000 we click on "Tools", "Mail Merge" in the menubar.
This will open the "Mail Merge Helper" window.
Click on the "Create" button and select "Mailing labels" from the list.
Next click on either "New main window" or "Active window".

In step two you click on "Get Data" and next you choose "Open Data Source".
Select the table on your computer and click "Open".
Click "Setup main document" to continue.

In the "Label options" window you choose the label.
If you cannot find your label type in this list you can click on "New label" to make one yourself.

Click on "Ok" when you are done.

In the next window "Create labels" we add fields for our labels.
To do this, click on "Insert Merge Field" and choose the fields that you want to add.
Click on "Ok" when you are done.

In the last step we click on the "Merge" button.
In the "Merge" window you will choose "New document".
Now click on the "Merge" button.

Finally click on the "Print" button in the standard toolbar to start printing your labels.