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Labels - (Using Microsoft Word 2003)

Suitable for creating labels for Christmas Cards, Memberships, return Address labels and Food labels

ADDRESS LABELS

1. Go to 'My Documents' and make a new folder called 'LABELS' - Open a new Excel document
Go to 'File' and 'Page Setup' and change to 'Landscape', adjust the margins to approx. 2cm. Set up six headings at the top of the document

1. First Name
2.Last name
3.Address line – 1
4.City
5.State
6.Post code

Adjust column widths as necessary.
Enter your list of names and addresses into these fields.
Name this document 'Excel Xmas List' and Save in the 'Labels' folder

2. Open a new Word document

Adjust the 'Page set up' if necessary, it is easier with narrow margins (approx 2cm)
Copy and paste the saved 'Excel Xmas List' into this Word document
Name this document as 'Xmas List Word A' and Save in the 'Labels' folder

3. Open a second new Word document. Adjust margins to approx. 2cm. Save as 'Xmas List Word B'.

Go to 'Tools' on the menu bar - Go down to 'Letters and Mailings'
Go across and click on 'Mail Merge' - The 'Mail Merge' task pane shows on the right side of screen.
Under the heading 'Select document type' click on 'Labels'
Go to bottom of task pane and click on 'Next: Starting document'
A new 'Mail Merge' task pane page opens
Under the heading 'Select starting document', select 'Change document layout'
Then click on 'Label Options' and the Label Option window opens
Check in 'Label Products' for the brand of labels you will be using, e.g 'Avery'.
Scroll through the 'Product Number:' until you find the correct label code number - (Avery A4 and A5 sizes - #C2163 has 14 labels to a sheet and is suitable for Address labels.)
Once you have selected your label and code number, click on 'OK' - (You can customise your own labels if they are not shown here. Go to the end of these notes for that information.) '

Click 'OK' at the window that opens - A page of blank labels will appear on the screen. Go down to bottom of the 'Mail merge task pane' and click on 'Next: select recipients'
'Select recipients' is now at the top of the 'Mail Merge task pane'.
Click on 'Use an Existing List' then Click on 'Browse' and find your 'Xmas List Word A' - Click 'Open'
The 'Mail Merge Recipients' window appears with your 'Xmas List Word A' - Click 'OK'
Click 'Next: Arrange your Labels' then Click on 'More Items option'
The 'Insert Merge Field' window' opens.
Select 'Database Fields' Go to 'Fields', click on each line individually and then 'Insert'.

First Name and Insert
Address Line and Insert
City and Insert
State and Insert
Post Code and Insert

The Fields will now be inserted into the first label. Click on 'Close'.
Format Labels - Go to first label and format by putting two spaces before the beginning of each line and in between the first two fields. Use the 'Enter' key to move down the second and third lines

Space space (First Names) space space (Last Names) 'Enter'
Space space (Address Line -1) 'Enter'
Space space (City) space space (State) space x 5 (Post Code)
Click on the 'Delete' key to move the lines down.

Select all in the first label if you need to change the Font size and or make Bold

Go to the 'Mail Merge' task pane
Click on 'Update all Labels'
Click on 'Next: Preview your labels'

Your Names and Addresses are now showing in each label. If you need to make changes to any individual labels Click on 'Edit individual labels'. Changes such as putting the State and Post Code on the next line can be made here.

Click on 'Next: Complete the merge'.
Click on 'Print' and then the 'All' command.
Save the merged file as 'Final Xmas List'.
Save the merged file

LABELS – Return address

Open Word – (2003)
Go to 'Tools' on the menu bar
Go down to 'Letters and Mailings' - Go across to 'Mail Merge'
'Mail Merge' task pane opens
Select 'Document Type' – click on 'Labels'
Go to bottom of task pane and click on 'Next: Starting Document'
Click on 'Change document layout'
Go down to 'Label Options' and click to open - 'Label Option' window opens
Choose a label size that suits by checking in 'Label Products' for the type of label you have – e.g.(Avery A4/A5)
Then scrolling down the 'Product Number' find J8651 from Officeworks – click 'OK'
Labels appear
Go down to bottom of task pane and click on 'Next: Select recipients'
'Select recipients' is now at the top of task pane
Click on 'Customise' and the 'Customise Address List' window opens
Use the Move Up or Move down buttons to change the order of the name and address lines to suit you. Click on 'OK'
'New Address List' window opens
'Save Address List' window opens to save your list. Find a file and click on 'Save'
'Mail Merge Recipients' window opens.
Slide columns along to suit then click on 'OK'
Go down task pane and click on 'Next: Arrange your labels'
Click on 'More Items' - 'Insert Merge Field' window opens
Insert each line you need into first cell then click on 'Close'
Click on first label to format it – adjusting the lines to suit
Go to task pane - Next click on 'Update all Labels'
Click on 'Next: Preview your labels'
Format the first label with a couple of spaces at the beginning of each line and in between each field – this stops the name being cramped into the corner
a. Space space (first name) space space (surname)
b. Space space (address – 1)
c. Space space (city)
d. Space space (state) space space space (postcode)
Go down task pane to 'Next: Complete Merge'
Copy first cell to whole page – right click and paste
Save - Print

TO CUSTOMISE YOUR OWN LABELS

If your labels are not listed anywhere in 'Label Options'

Go back to 'Label Products' and scroll down to 'Other/Custom'
Then click on New Label
A 'New Custom label' window opens.
Give the label a name such as 'Xmas Cards 2009'.
Scroll down to 'Page Size' and adjust to A4 or what ever page size you are using.
Enter the size of your label into ALL fields and set the rows and columns.
Every field must have a number.
Double checks that all the label information is correctly entered and then press 'OK'.

Kay Sherring 6/09

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U3A Northern Rivers (Lismore) Inc.

Labels - (Using Microsoft Word 2003)

Suitable for creating labels for Christmas Cards, Memberships, return Address labels and Food labels

ADDRESS LABELS

LABELS – Return address

TO CUSTOMISE YOUR OWN LABELS