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Making Labels with MS Word

by Alan R. Miller
Steps 1 and 2

The following steps show how to create labels with MS Word 2003.

  1. Open Word to a blank page
  2. Pick the drop-down Tools menu and move down to Letters and Mailings
  3. move to the right and click Mail Merge...

  4. Move to the right into the task pane titled Mail Merge and pick Labels
  5. At the bottom of the task pane we see that this is Step 1 of 6
  6. Click Next: Starting document

  7. For Step 2, Select starting Document, pick Change document layout
  8. Click Label options... to get a list of the Avery label numbers and names
  9. Scroll to find the label type you want and click OK
  10. 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)
  11. At the bottom click Next: Select recipients

    Step 3: Label options dialog box Select Table

  12. For Step 3, select Use an existing list
  13. Click Browse...
  14. In the Select Data Source dialog box navigate to the file
  15. Pick the file and click Open
  16. In the Select Table dialog box (for an Excel file) pick the Sheet number you want and click OK to see the data
  17. In the Mail Merge Recipients dialog box you can select the rows to be included by using the check marks
  18. Pick OK

    Select Table

    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
  19. Except for the first label, the page now shows the label fields marked with <<Next Record>>
  20. Reduce the page size to 100% or less to see the entire first page
  21. Click in the first label field to put the cursor there
  22. At the bottom right, click Next: Arrange your Labels

    Insert Merge Field dialog box

  23. For Step 4, select More items...
  24. Your column headings are shown in Insert Merge Field dialog box
  25. Select the first column to appear in the label and pick Insert
  26. That column heading should now appear in the first label
  27. Select the next column to appear in the label and pick Insert
  28. Continue selecting the columns and picking Insert
  29. Click Close when done
  30. 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

    <<Name>>
    <<Position>>
    <<Chapter>>

  31. To center the information on each label, make sure that the Formatting tool bar is turned on
  32. Drag through all the headings and pick the Center button on the Formatting tool bar The Center button on tool bar
  33. Highlight each line of the first label and set the font and size
  34. Click Update all labels and check that all the labels are filled out with the header names
  35. At the bottom, click Next: Preview your labels   Update all labels

  36. For Step 5, check that the information from your Excel document appears for all labels
  37. 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
  38. To put printable borders around each label, type Ctrl-A to select all the information
  39. 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   The All Borders button on tool bar

  40. For step 6, click Next: Complete the Merge where only the first sheet is shown
  41. If you want to save all the pages, click Edit individual labels... to get a new Word page with all the names.
  42. Click the File menu and pick Save As to get a word file that you can print
  43. Save it with a different name than the document you have been working on
  44. You can print this document but it must be paired with the corresponding Excel data file
  45. Of course, you can print on plain paper and make the labels elsewhere

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Last revised: September 2, 2013 -- Copyright © 2013 ARMiller