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CONTENTS
ENVELOPES
MAILING LABELS
Use the following procedure to print an address directly onto an envelope or to store an address in your document for printing at some later date.
If the document contains more than one address, select the delivery address.
Choose the TOOLS-Envelopes and Labels command to access the Envelopes and Labels dialogue box and select the Envelope tab.
Check the address in the Delivery Address box (this should be the one already selected from the document); if no address is displayed then type the required address.
Type an address in the Return Address box or accept the one suggested, otherwise click in the Omit check box if a return address is not to be printed.
Indicate the type and size of the envelope you are using: Click the Options button to select an envelope type in the Envelope Options dialogue box. If your envelope is a custom size then choose the Custom Size option to display the Envelope Size dialogue box, specify the width and height of the custom envelope and then click OK to return to the Envelope Options dialogue box.
Now choose the position From Left and From Top for your delivery (and return) address, and the Font format for both.
Click the Print Options tab in the dialogue box and check the feed method for your envelopes.
Click OK in either the Envelope Options or Print Options to return to the Envelopes and Labels dialogue box.
Do one of the following:
EITHER click the Print button if you require the address to be printed immediately,
OR click the Add to Document button if the envelope is not to be printed straight away - this action will insert the address into a separate section at the beginning of the document and in Page Layout view you can see the address displayed as though on an envelope! (If you require to change the address attached to a document as above, then type the new address and click the Change Document button.)
Choose the Envelopes and Labels command and in the Envelopes tab, decide on your delivery and return addresses as above.
Click the Add to Document or Change Document button and switch to Page Layout view (VIEW-Page Layout) if necessary.
EITHER insert a text box using the Drawing toolbar and type the special text required, changing the orientation of the text using the FORMAT-Text Direction command;
OR insert a graphic using the INSERT-Picture or INSERT-Object commands depending upon the source of the graphic;
OR create a graphic of your own by using the drawing tools in WORD and position it appropriately.
Each of the above (3) to (5) can be positioned and sized by using the FORMAT-Picture or FORMAT-Object commands.
You can store special effects as AutoText entries - just select the item, choose the INSERT-AutoText command and type a name for the item.
If you require WORD to automatically insert these special effects on an envelope, select the item and choose the INSERT-AutoText command. In the Name box, type EnvelopeExtra1 or EnvelopeExtra2 and choose the Add button. (You can also include EnvelopeExtra1 and/or EnvelopeExtra2 in a template - remember that each entry will include information about its formatting and position.)
Open a new document and choose the TOOLS-Mail Merge command.
Under Main Document choose the Create button and then choose Envelopes.
In the next message box displayed, click the Active Window button (which uses the new document window for the label template).
Under Data Source in the Mail Merge Helper dialogue box, click the Get Data button.
EITHER click the Open Data Source button and select an existing data source;
OR click the Create Data Source button to create field names for the address data. Save the data source when invited to do so and edit the data source ie add the field information associated with the field names. Save the data source again before closing.
You will be invited to Set Up Main Document and the Envelope Options dialogue box will be automatically displayed.
Indicate to WORD the type and size of the envelope you are using: Click the Options button to select an envelope type in the Envelope Options dialogue box. If your envelope is a custom size then choose the Custom Size option to display the Envelope Size dialogue box, specify the width and height of the custom envelope and then click OK to return to the Envelope Options dialogue box.
Now choose the position From Left and From Top for your delivery (and return) address, and the Font format for both.
Click the Print Options tab and check the feed method for your envelopes.
Click OK in either Envelope Options or Print Options to return to the Envelopes and Labels dialogue box.
In the Delivery Address sample area click the Insert Merge Fields button to do just that. Make sure that spaces and punctuation are included between the merge fields and press ENTER at the end of each line. Click OK to return to the Mail Merge Helper dialogue box.
In the Mail Merge Helper dialogue box, click the Merge button. In the Merge dialogue select the appropriate options and then click the Merge button to start the merging procedure.
WORD automatically duplicates the set of merge fields for each envelope. The merged document (best viewed in Page Layout to appreciate the layout of each envelope) is a multi-sectioned document whereby each section contains an address - this document can be saved in WORD for future use. (Consider saving the set of merged fields as a template [.DOT file] for future use - this has the added advantage of being able to be linked to any data source via the Mail Merge Helper dialogue box).
The text of envelope addresses can be formatted and edited as for any other WORD text, using the commands in the FORMAT menu. A quick way to format mailing label addresses might be to set up a style for same using the FORMAT-Style-Modify command, or to modify the existing styles for Envelope Address and Envelope Return.
WORD is able to
Print an address on a single label
Print the same address on every label
Print addresses from an existing or new data source on mailing labels (using Mail Merge procedures)
If the document contains more than one address, select the delivery address.
Choose the TOOLS-Envelopes and Labels command to access the Envelopes and Labels dialogue box and select the Label tab.
Check the address in the Delivery Address box (this should be the one already selected from the document); if no address is displayed then type the required address.
Type an address in the Return Address box or accept the one suggested, otherwise click in the Omit check box if a return address is not to be printed.
Click the Options button to select a label type in the Label Options dialogue box and EITHER click OK, OR ...
Click the Details button in the Label Options dialogue box to specify label measurements - don't forget that even if your labels are flush with the edges of the paper, most printers cannot print outside a top/bottom/left/right margin of 0.5" and therefore you would be advised to include a top and side margin in your dimensions!
Having returned to the Envelopes and Labels dialogue box, do one of the following:
To print a single label select the Single Label option and in the Row and Column boxes type or select the row and column number on the label sheet for the label you want to print. Then click the Print button.
To print an entire sheet of labels showing the same address select the Full Page of the Same Label option and click the Print button.
OR choose the New Document button to lay the labels out in a Word table, whereupon the labels can be reformatted, or saved for future use.
Open a new document and choose the TOOLS-Mail Merge command.
Under Main Document choose the Create button and then choose Mailing Labels
In the next message box displayed, click the Active Window button (which uses the new document window for the label template).
Under Data Source in the Mail Merge Helper dialogue box, click the Get Data button.
EITHER click the Open Data Source button and select an existing data source;
OR click the Create Data Source button to create field names for the address data. Save the data source when invited to do so and edit the data source ie add the field information associated with the field names. Save the data source again before closing.
You will be invited to Set Up Main Document and the Labels Options dialogue box will be automatically displayed.
First select the type of printer you will be using as this in turn determines the type of mailing labels used: a dot matrix printer uses continuous feed stock whilst a laser printer uses individual sheets of labels.
Then select the type and size of label you are using (the Label Products and Product Number boxes respectively).
If no suggested label product exactly matches the dimensions of your labels (see the Label Information box), click the New Label button on the right hand side of the Label Options dialogue box and specify label dimensions in the New Custom Label dialogue box. NOTE - try and include top and bottom and side margins in your dimensions, for even if your labels are flush with the edges of the paper, most printers cannot print outside a top/bottom/left/right margin of 0.5".
When you have closed the dialogue boxes accessed in (7) to (10) above, then the Create Labels dialogue box will be displayed in which you need to insert merge fields in the Sample Label area. Make sure that spaces and punctuation are included between the merge fields and press ENTER at the end of each line. Click OK to return to the Mail Merge Helper dialogue box.
In the Mail Merge Helper dialogue box, click the Merge button and select the appropriate options for merging. Click the Merge button when you are ready.
The merged document behaves as a table of addresses which can be saved in WORD for future use. (Consider saving the set of merged fields as a template [.DOT file] again for future use - this has the added advantage of being able to be linked to any data source via the Mail Merge Helper dialogue box).
The text of mailing label addresses can be formatted and edited as for any other WORD text, using the commands in the FORMAT menu. A quick way to format mailing label addresses might be to set up a style for same using the FORMAT-Style command.
For envelopes only before insertion:
Modify the style for Envelope Address and Envelope Return using the FORMAT-Style command - an envelope address will automatically appear in the correct format.
For envelopes only at the point of insertion:
Use the Font button in the Envelopes Options dialogue box
For envelopes and mailing labels after insertion:
EITHER use the commands in the FORMAT menu or the buttons on the Formatting toolbar,
OR create a style for addresses in the FORMAT-Style menu and apply to the following:
A set of merged fields
A merged document
An attached single address in its own section at the top of a document
A sheet of multiple labels displaying the same address
See also How to Mail Merge using Word for Windows (Office 98)
