The following steps show how to create labels with MS Word 2003.
- Business Card: 2x5 (10/sheet) = Avery 5371, 2" x 3-1/2"
- Name Badge: 2x4 (8/sheet) = Avery 5395, 2-1/3" x 3"
- Address label: 3x10 (30/sheet) = Avery 5160, 1" x 2-5/8"
- Open Word to a blank page
- Pick the drop-down Tools menu and move down to Letters and Mailings
- move to the right and click Mail Merge...
- Move to the right into the task pane titled Mail Merge and pick Labels
- At the bottom of the task pane we see that this is Step 1 of 6
- Click Next: Starting document
- For Step 2, Select starting Document, pick Change document layout
- Click Label options... to get a list of the Avery label numbers and names
- Scroll to find the label type you want and click OK
- If the guide lines around each label do not show, click the drop-down Table menu and pick Show Gridlines (These lines will not show on the printout)
- At the bottom click Next: Select recipients
- For Step 3, select Use an existing list
- Click Browse...
- In the Select Data Source dialog box navigate to the file
- Pick the file and click Open
- In the Select Table dialog box (for an Excel file) pick the Sheet number you want and click OK to see the data
- In the Mail Merge Recipients dialog box you can select the rows to be included by using the check marks
- Pick OK
- Except for the first label, the page now shows the label fields marked with <<Next Record>>
- Reduce the page size to 100% or less to see the entire first page
- Click in the first label field to put the cursor there
- At the bottom right, click Next: Arrange your Labels
- For Step 4, select More items...
- Your column headings are shown in Insert Merge Field dialog box
- Select the first column to appear in the label and pick Insert
- That column heading should now appear in the first label
- Select the next column to appear in the label and pick Insert
- Continue selecting the columns and picking Insert
- Click Close when done
- The column headings are in all in the same line but you can click between each field and add a space or press Enter to start a new line for each field
- To center the information on each label, make sure that the Formatting tool bar is turned on
- Drag through all the headings and pick the Center button on the Formatting tool bar
- Highlight each line of the first label and set the font and size
- Click Update all labels and check that all the labels are filled out with the header names
- At the bottom, click Next: Preview your labels
- For Step 5, check that the information from your Excel document appears for all labels
- If you want to cut apart the labels, you might want borders around each label to help you, but the guide lines shown on the screen but will not be printed
- To put printable borders around each label, type Ctrl-A to select all the information
- In the Formatting tool bar, drop down the Borders group by clicking the down arrow just to the right, and then pick the All Borders grid shown in the figure
- For step 6, click Next: Complete the Merge where only the first sheet is shown
- If you want to save all the pages, click Edit individual labels... to get a new Word page with all the names.
- Click the File menu and pick Save As to get a word file that you can print
- Save it with a different name than the document you have been working on
- You can print this document but it must be paired with the corresponding Excel data file
- Of course, you can print on plain paper and make the labels elsewhere
Home, index |
PCs and PC Mags |
Pocket PC |
Last revised: September 2, 2013 -- Copyright © 2013 ARMiller