How to Setup MS Word 2007 Address Labels

How to Setup Address Labels Quickly and Easily

There are different ways you can make address labels in Microsoft Word. I’m referring to those handy sheets of labels you can buy at the store, that you can feed into your printer and print labels, either for the same address, or different addresses. Labels with the same address can be used to pre-address envelopes to places that you send mail to frequently, like your mortgage company or bank. Labels with different addresses can be used for mailing holiday cards and party invitations.

I’ll explain 3 different ways you can make labels:

Method #1 - Same address on sheet of labels

Method #2 - Different addresses on one or more sheets of labels

Method #3 - Mail merging a label template with an address file

These instructions are for MS Word 2007, but if you need to know how in an early version of Word, like 2002 or 2003, let me know and I’ll try to list the differences for you.

Method #1 - Single Sheet of Labels with Same Address

  1. Open Word 2007 and make sure you start with a new, blank document.
  2. From the MS Office top ribbon bar, click Mailings.
  3. Click Labels. The Envelopes and Labels dialog box displays.
  4. Type the address that you need to make labels for.
  5. Make sure the radio button for “Full page of the same label” is selected.
  6. In the Label section, the type of label and number must match with the sheets of blank address labels you purchased at the store. The default selection, Avery US Letter, 8160, may be shown. To change the label type, click Options and select from the list.
  7. Finally, click New Document and your labels will appear. See sample in Figure 1 below. below.
  8. Save your document by using File, Save As (the File drop-down menu went away with the use of the new Word 2007 ribbon bar, but you can just click on the Office button on the upper left to find Save As).
  9. When you are ready to print your labels, first try this test : Print one page of addresses on plain paper first to make sure they are lined up properly. When you insert your sheet(s) of labels in your printer, if you’re not sure which side faces down, use this trick to test it first: on a white piece of printer paper, draw at arrow on one side of the paper, then do a test print on the white paper. When the test page prints, the arrow will help you determine which way to feed the paper and if the labels go face down or face up.
  10. After printing a test page, hold the test page with a sheet of label paper up in the light to make sure all is lined up properly. If you are ready to print, go to step 12 below.
  11. If you need to adjust your address data, click Mailings, then Labels. Then adjust the address as needed in the address box and click New Document to create a new page with your new address data. Repeat steps 8. to 10. above.
  12. Finally, insert your label paper into your printer and print your labels.

Figure 1. Single page of labels with same address.

Figure 2: Blank Label Document Ready for Filling In

Figure 3: Sample Labels - Different Addresses

Method #2 - Different Addresses On One or More Sheets of Labels

  1. Open Word 2007 and make sure you start with a new, blank document.
  2. From the MS Office top ribbon bar, click Mailings.
  3. Click Labels. The Envelopes and Labels dialog box displays.
  4. In the Address box, leave that area blank since you will be entering different addresses later.
  5. Make sure the radio button for “Full page of the same label” is selected.
  6. In the Label section, the type of label and number must match with the sheets of blank address labels you purchased at the store. The default selection, Avery US Letter, 8160, is may be shown. To change the label type, click Options and select from the list.
  7. Finally, click New Document and a blank page for your labels will appear. See sample in Figure 2 above.
  8. Do you see gridlines in your document? If for some reason they are missing, click Layout from the Ribbon Bar, then click “View Gridlines”.
  9. Save your document by using File, Save As (the File drop-down menu went away with the use of the new Word 2007 ribbon bar, but you can just click on the Office button on the upper left to find Save As). Note: it’s better to save your document right away and then frequently throughout your editing.
  10. Now begin entering names and addresses in your label document. If this method works for you, your labels might look something like the sample below. See sample in Figure 3 below.
  11. Concerned about alphabetizing the names? You won’t be able to easier sort the names in this type of layout, so if you have a large amount of names and would like to sort them in alphabetical order, see the next method on how to setup a mail merge with an address file.
  12. What do you do if you need more than one page of labels? With the cursor positioned in the last label cell, press the TAB key which will create another row on the next page. Continue to press TAB to create more rows as needed.
  13. When you are ready to print your labels, first try this test: Print one page of addresses on plain paper first to make sure they are lined up properly. When you insert your sheet(s) of labels in your printer, if you’re not sure which side faces down, use this trick to test it first: on a white piece of printer paper, draw at arrow on one side of the paper, then do a test print on the white paper. When the test page prints, the arrow will help you determine which way to feed the paper and if the labels go face down or face up.
  14. Finally, insert your label paper into your printer and print your labels.

Figure 4: Sample Address List (Data Source)

Figure 5: Sample Main Document with Merge Fields

Method #3 - Mail Merging a Label template With An Address File

There are two components necessary for a mail merge: the first document is the “main document”, which is your label layout (not the data), and the second document is your data source, which contains all your data. For future reference, your “main” document can also be a blank layout for a letter or envelope, as well as labels. Your data source can be generated in word at the same time you create your main document or it can be an existing file, such as a word table, excel file or access database.

The advantage to using a mail merge is that you can independently maintain your address data, sort the data, add or delete addresses, and edit information; then you can use your data file to merge with labels, letters, envelopes or other documents. It is a must for very large address lists. In this example, we'll discuss how to use mail merge for address labels.

  1. Open Word 2007 and make sure you start with a new, blank document.
  2. From the MS Office top ribbon bar, click Mailings, then Start Mail Merge.
  3. Click Labels. The Labels Options dialog box displays.
  4. In the Label Information section, the type of label and number must match with the sheets of blank address labels you purchased at the store. The default selection, Avery US Letter, 8160, is shown below. To change the label type, select from the drop-down list.
  5. Click OK. A blank label document will be displayed.
  6. Click Select Recipients.
  7. Select Type New List. The New Address List dialog box will be displayed.
  8. Enter your address information in the fields as needed. Press TAB to advance to next field. You may skip unneeded fields.
  9. To move to another row for a new label, click New Entry. For a sample of what you address list may look like, see Figure 4 located near the top right of this section.
  10. When finished, click OK.
  11. You will be prompted to save your address list. Enter a new document name, select location where to save your file, and click OK to save your file.
  12. The “main document” will be displayed. The merge field “<<Next Record>>” is displayed starting in the second label box. Do not remove this field. Next, you’ll need to specify the fields you want to merge onto your address labels for the “main document”.
  13. On the Ribbon bar, under Mailings, click on Insert Merge Field. The merge field drop-down menu displays.
  14. Click to select the first field. In this example, the first field is “Title”. Click on Select to add the merge field on the label. Then click Close.
  15. Press the space bar to leave a space after the Title in your label layout.
  16. Click on Insert Merge Field, click on First Name, and click on Select to add the merge field to the label. Then click Close.
  17. Press the space bar to leave a space after the First name in your label layout.
  18. Click on Insert Merge Field, click on Last Name, and click on Select to add the merge field to the label. Then click Close.
  19. Press ENTER to move to the next line.
  20. Click on Insert Merge Field, then click on either Company Name or Address Line 1, depending on if you have a company name in your address list. Click on Select to add the merge field to the label.
  21. Press ENTER to move to the next line.
  22. If you selected Company Name in step 18 above, be sure to select Address Line 1 for your street address and press ENTER if needed.
  23. The last line of your address labels will contain the City, State and Zip. Click on Insert Merge Field, then click on each field, then click on Select. You can either click Close each time you add a field so that you can add a space or comma, or you can add your punctuation at the end after you close the Insert Merge drop-down list.
  24. Next, you’ll need to update the labels with regards to the selected merge fields. On the Ribbon bar, under Mailings, click on Update Labels. Now your labels should look like Figure 5, located near the top right of this section.
  25. It’s a good idea to save your document at this point. Use a name which will help you identify that this is your main document, the template for your labels (but not your address data).
  26. Finally, to merge your main document with your address list, from the Ribbon bar, under Mailings, click on Finish and Merge. Select “Edit Individual Documents…”. Click OK to merge all records.
  27. Now, what if it doesn’t look right and you realize you forgot to put a space between First Name and Last Name? No problem…go to your main document (label template), then add the space between «First_Name» and «Last_Name», then click on Update Labels. Repeat steps 23. To 25. above. See Figure 6 for a sample of the merged labels.
  28. Great! Your labels are now merged and you are ready to print.
  29. Need to edit or add more addresses? With your main document open, just click on Edit Recipients under Mailings on the Ribbon Bar and your address list will display for you to edit. There are also sort and filter options in the address list dialog box so you can sort alphabetically by your field of choice, or select to merge only certain addresses.

Feel free to post your questions or any address labels issues you encounter, and I’ll be glad to help.

Figure 6: Merged Labels

Comments 14 comments

habee profile image

habee 6 years ago from Georgia

Wow - you ARE a tech guru!


easylearningweb profile image

easylearningweb 6 years ago Author

Thanks, Habee. I enjoy creating all kinds of computer instructions, so if you need help with any computer topic, let me know and it will be my pleasure to write a hub. :-)

Regards,

Easylearningweb


Raj 6 years ago

I've managed ot create labels and have 124 names in the original docuement. Given that I can print 30 labels per page I expected to have a merged label list of only 4 pages. Unfortunately, when I hit "Update Labels" the software creates a list of 124 pages. What it appears to be doing is taking the first name then fills in remaing page with next 29 names, then takes 2nd name in list fills in other names and so on. Resulting in 124 pages of worthless labels :( Any ideas? Thanks!


easylearningweb profile image

easylearningweb 6 years ago Author

Hello Raj,

Per Figure 5. above (the same merge document), do you have the field starting in the second label and you have one page (merge document) that looks like Figure 5?

Maybe try a small sampling first, using about 3 or 4 labels for your data source. You'll still need the merge document as shown in Figure 5., and then for your data source (the actual names and addresses), you can follow Method 3 above but just add a few test names and addresses. Then for step 26, be sure to select Finish and Merge using the Merge document and the test data source.

I just tried with just a few test names and it worked. Are you using Word 2007?

I hope this helped. Let me how it goes.

Regards,

Easylearningweb


nbbatt.com 6 years ago from bear, de, 19701

another practical hub. Great. it gives me more understanding how to apply merge mailing.


easylearningweb profile image

easylearningweb 6 years ago Author

Thanks for your comment, nbbatt.com. Glad you found it helpful!


Rob 5 years ago

Also try http://www.printyourlabels.com where you can print your address labels online.


easylearningweb profile image

easylearningweb 5 years ago Author

Thanks for the tip, Rob.

Regards,

Easylearningweb


Missy Mac profile image

Missy Mac 3 years ago from Illinois

Thanks, I was looking for the refresher.


easylearningweb profile image

easylearningweb 3 years ago Author

Hey Missy Mac. Glad you find it helpful!

Thanks for stopping by. :-)


poetryman6969 profile image

poetryman6969 22 months ago

We no longer print our own labels. Every time we turn around someone gives a sheet of free labels for our house. And we pay most bills on the internet anyway.


easylearningweb profile image

easylearningweb 22 months ago Author

Hello poetry man, this was one of the first articles I wrote some time ago, so yes things have changed since then. I do still print some labels, including labels for Christmas cards in a green fancy font.

However, I have been noticing a decrease in Christmas cards so soon we probably would not need to print any address labels!

Thanks for your comment. :-)


sateesh kumar prajapati 6 months ago

the mailing menu is very use full in ms word


easylearningweb profile image

easylearningweb 6 months ago Author

Thank you Sateesh, I'm glad you found the hub helpful.

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