ADDRESS LABELS
Mail Merge, to create labels from a list of addresses, is done in Microsoft Word. The list of addresses can be created in a spreadsheet, or in Word.
With Microsoft Excel (or other Spreadsheet program)
- Open Microsoft Excel; in the top line of a Sheet 1: type “Name”; Tab; “Street”; Tab; “Suburb”; Tab; “City/Town”
- Enter names and addresses in the cells across, for “First name”, etc; press Tab between each; if “Suburb” is not to be entered, press Tab twice to leave blank; adjust cell widths so that contents fit
- Save as “namelist.xls” (or other suitable name)
- Open Microsoft Word (two methods are given here; note that the “List” method uses Tabs, but commas can be used instead, without setting Tab Stop positions)
- Set Tab Stops at 4cm, 8cm, 11cm
[To set Tab Stops: click on Format
> Tabs; in the Tab Stop Position bar, type “4”; click on Set button; repeat for 8 and 11]
- Type “Name [Tab] Street [Tab] Suburb/RD [Tab] City/Town”
- Enter names and addresses, pressing Tab after each Name, Street, etc. (if not entering “Suburb”, press Tab twice); do not press Enter after the last entry; adjust cell widths so that contents fit
- Save as “namelist.doc” (or other suitable name)
- Create a Table: 4 cells wide, one more row than the number of names to be entered
[To create a Table: click on the Table
icon in the toolbar
at the top; hold down the left mouse button and drag across and down
for the
desired number (eg 20 x 4). More rows can be added later: click on Table > Insert > Rows Above/Below]
- Type “Name [Tab] Street [Tab] Suburb/RD [Tab] City/Town”
- Enter names and addresses, pressing Tab after each Name, Street, etc. (if not entering “Suburb”, press Tab twice); do not press Tab or Enter after the last entry
- Save as “namelist.doc” (or other suitable name)
[Note: you can have “First Name” and
“Surname” as separate
headings and entries instead of “Name” if you prefer, (both for Excel or Word)]
Mail Merge to
Create Labels- Open a new document in Microsoft Word
- Click on Tools > Letters and Mailings > Mail Merge Wizard
- Click on the Labels circle; click on Next: Starting document ; Click on Label Options; select the brand of label, and code (if listed); [otherwise:
- Scroll down to “Other/Custom”; click on the New Label button; enter a Name (eg the brand and code of the labels); type in the “Number Across” and “Number Down” (labels on the sheet)
- Type in “Label height” and “Label width” in cm; measure and type in the size of the “Top margin”; measure and type in the size of the “Side margin”
- Type in the “Vertical pitch” size (= Label height if there are no dividers between the labels, otherwise Vertical pitch = Label height + width of divider); type in the “Horizontal pitch” size (= Label width if there are no dividers between the labels, otherwise Horizontal pitch = Label width + width of divider)
- Select A4 for “Page size”; click on OK; Then click on the name you entered (in “Other/Custom” list); click on OK]
- Click on Next: Select Recipients; Click on Browse; locate and double-click on the saved name list (.xls or .doc)
- A box appears with the names listed; you can remove ticks from those not to be included (check that there isn’t an extra box at the end); click on OK; click on Next: Arrange you labels
- Click on More items; with “Name” highlighted, click on Insert; click on Street; click on Insert; click on Suburb; click on Insert; click on City/Town; click on Insert; click on Close
- Put the cursor after <<Name>>; press Enter; put the cursor after <<Street>>; press Enter; put the cursor after <<Suburb>>; press Enter; (if you have “First name” and “Surname”: put the cursor after <<First name>>; press the Space bar)
- Click on Update all labels; click on Next: Preview your labels; Click on Next: Complete the merge; save as “labels.doc” (or other suitable name)
- Put a sheet of blank paper into the printer; click on Print; print page 1; hold the printed sheet and label sheet together up to the light to check that the addresses will fit on the labels (if they are too close to the left edge, try increasing “Side margin” in the label settings.
- Save as “labels.doc” (or other suitable name)
[When you open this saved file later, a
window opens; click
on Yes. Note that any changes to names and addresses
should be made to the original file with the list of names, not to this
file.]