You can use the Mail Merge feature in Word 2007 to create labels. Word prints on labels just as it prints on any sheet of paper, with each cell the same size as the sticky labels. When the sheet is printed, you have a bunch of labels for your peeling-and-sticking pleasure.

Creating mailing labels in Word from Excel document. When I try to create the labels in Word (version 15.41) the directions ask me to go to the File Menu and click on Options but I do not have that command in my File Menu. How do I add this so that I can proceed with linking the Excel worksheet to the label document. This thread is locked. Plexgear drivers skanner scnd502e1231 software for mac.

2Click the Labels button (in the Create group).

The Envelopes and Labels dialog box appears, with the Labels tab displayed.

3Use the Address box to type what you want printed on the label.

Keep in mind that you have only so many lines for each label and that each label is only so wide.

4Press Enter at the end of each line.

To apply simple formatting — bold, italic, underlining — right-click in the Address box, and choose Font or Paragraph from the pop-up menu.

5Select the Full Page of the Same Label radio button.

This radio button is located in the Print section of the dialog box.

6In the Label section, choose the type of label you’re printing on.

If the stock number displayed doesn’t match, click the sample label to display a Label Options dialog box, from which you can choose the proper stock number or design of your labels.

7Click the New Document button.

By placing the labels in a new document, you can further edit them. You can also save them to disk so that you can use the same document in case you need to print a batch of labels again.

8Print the labels.

Ensure that the sheet of labels is loaded into your printer, proper side up. Press Ctrl+P to print them.

Today’s author, Eric Patterson, a Program Manager on the Excel team, describes how to use Excel Tables as a source for a mail merge – a great productivity tool for sending out holiday greeting cards! 🙂 Eric wrote this before the holidays but unfortunately I was out of the office and didn’t get to post this until now. Very useful nonetheless.

At this time of the year I find myself preparing to send out a large number of greeting cards to friends and family. I have most of my addresses in Excel with columns for FirstName, LastName, Address, City, State and Postal Code. The workbooks looks like this:

If you’re like me, you don’t keep your address list up to date and you don’t print envelopes often. I have a number of addresses that I know are correct but there are others that I need to confirm before printing them out. Given the number that I need to do for the holidays, I do want to get started though.

Creating a Table

The first step is to create a Table from the list of addresses.

• Select a cell within the range containing the addresses, such as cell B2.
• On the Insert Tab, click on the Table button
• A dialog will appear asking for the range of cells containing your addresses and whether your table has headers. Verify that the items are correct and click OK.
• The range of cells will now have a table style applied and dropdowns at the top of each column that provide options for sorting and filtering.

Defining a Name for the Table

Excel allows you to define names that apply to a range of cells in the worksheet. When a name is defined for a Table in a worksheet, the name will update automatically as the table is resized to add or remove data. This is helpful in this case because I want to add and remove addresses during the process of printing envelopes.

• To define a name, click “Define Name” command on the Formula Tab.
• In the New Name dialog, type the name Addresses and the range of cells your addresses are in ($B$2:$G$15 in this case)
  
• Click on OK to create the name

Verifying Addresses

After my Table is created and a name applied, I start going through the addresses to confirm which ones are correct. I do this by adding a new column to the Table for this year. To do this, just type 2008 in cell H2. The Table and the name that we defined will expand automatically. Once you have the new column, then you can type something in the column to indicate whether the address is correct. I used a “Y” in my list.

Sorting the List

Next I want to separate the table into 2 tables; one for confirmed addresses and one for those that need to be updated.

• Click on the dropdown in the 2008 column
  
• Click on the Sort A to Z command and click OK

Here is what the sorted table looks like:

Separating the Tables

The next step is to cut and paste the unconfirmed addresses to another sheet in the workbook

• Select the table headers and copy and paste to a new worksheet (I named the sheet “NeedAddresses”)
• Select the records that are unconfirmed and cut and paste them to the new worksheet below the headers
  
• The Table will need to be resized to exclude the blank rows. Using the arrow handle in the lower right corner of the table, resize it to just include your addresses.
• Save your workbook (Addresses.xlsx) and you are now ready for the mail merge.

Start the Mail Merge

The steps above created a workbook containing a table of addresses on one sheet that has a name (Addresses) defined that corresponds to the table range. The remaining steps will show how to create the mail merge in Word to create envelopes.

• Start Microsoft Word
• On the Mailings tab, select the Start Mail Merge / Envelopes Command
  
• Select the appropriate Envelope size and click OK
• Select the Use Existing List command from the Select Recipients Dropdown
  
• Select your address file in the Select Data Source dialog and click Open
  
• Select the Defined Name, “Addresses” in the Select Table dialog and click OK
  

The Word document is now connected to the Table in Excel.

Adding the Address Block and Previewing Envelopes

Next you can insert the address block into your envelope and preview the results

• On the Mailings tab click on the Address Block command to add an address block
• Position the address block where you want it on the envelope by adding carriage returns, center alignment, etc.
• To Preview what it will look like, click on the “Preview Results” command.
• You can also use the other commands in the Preview Results group to find recipients or navigate through the addresses.
• When everything looks good, you can click on the Finish & Merge dropdown to print your envelopes.
• In the Merge to Printer dialog, I would suggest starting with just the current record to make sure that you have the envelope positioned correctly.

  Tip: Cut plain paper the size of the envelope and add marking to show the positioning, then use it for a few trial runs.
  

• When things are printing as expected, you may want to print sets of say 10 envelopes at a time based on your printer using the From __ To: __ choice in the merge to printer dialog.

How do I finish my Envelopes?

As you validate more of your addresses, or if you want to send a card to someone that wasn’t on your original list, follow these steps:

• First you need to clear the addresses that you’ve already printed. I copy the entire table to a sheet named “Printed” to start with, then clear the contents of the cells within the original table, leaving the table headers.
• Next I copy addresses from my “NeedAddresses” sheet and paste them just below the headers in the “ReadyToPrint” sheet which will expand the Table and the Addresses defined name.

More information about creating mailing labels with Excel and Word.