Tag Archives: no spacing

Printing address labels with Word

This assumes you already have a list of addresses that you want to print on to labels; the list can be in excel, or the addresses can be from your Outlook contact list if you use that. (If you are using a list from excel, the first row of the list needs to be headings – such as “Title”, “First Name”, “Second Name” etc.)
Open Word
Click on “Mailings” on the top ribbon
Click on “Start Mail Merge” on the top ribbon
Click on “Labels” in the drop down menu
A box opens with types of labels.
If you know the make and type of the labels you are going to use, you can choose from the list provided – so for example, you choose “Avery” and then you can choose the particular type you have, click OK and Word will know how to lay the page out for you.
If you don’t know anything about the labels you are going to use, but you have a sheet in front of you, then you can set it up yourself. Choose “New Label” and the box changes to a box where you can enter all the measurements from your sheet. So, with the aid of a ruler, measure up your sheet of labels, and enter the data into the box. Give the label a name you will recognise (such as My Xmas Labels) and click OK. When you come to do this again, your custom label layout will be saved, and you can choose to use it again by selecting your “My Xmas Labels”.
Click on “Select Recipients” (on the top ribbon)
Click on “Use Existing List”
Click on your file with addresses in it  (your spreadsheet, or Outlook)
Click “open”
Now you should see lots of <<Next Record>>
Click on “Edit Recipient List” (on the top ribbon)
make any changes, like removing any addresses you don’t need, then click “OK”
Click on “Address Block” (on the top ribbon)
A new box opens, it should be showing one of your addresses. If the address looks fine, then Click “OK” – you can use the arrows just above to cycle through a few addresses.  If they are not looking how you would expect, you may need to use the “Match Fields..” option.  When you click on “Match Fields” another dialogue window opens, follow the instructions.  (For instance, using the examples above, the Last Name field needs to be matched to my heading “Second Name”.)  When you have finished matching fields, click “OK”, then click “OK” in the other window.
You should now get <<Address Block>> in the first field on your page (top left).
Click on “Update Labels” on the top ribbon (just right of centre, nearer to the bottom of the ribbon)
Click on “Preview Results” (on the top ribbon)
Hopefully, you see a page full of the addresses that you want to print.
Now, with Word 2010, what I have found is that the addresses look too spaced out, and they are not going to fit on the labels I set them up for! If this happens, go to the Home tab, and do CTRL + A (hold the control key, and hit the letter A, then let go of both) to select the whole document. Looking at the top ribbon, where the Styles selections are, change the style from “Normal” to “No Spacing”. This should do the trick.

The preview will only have generated the first page of labels, so now, to finish off, you need to click on “Mailings” on the top ribbon, then click on “Finish and Merge” on the right of the ribbon. A drop down menu will open, choose “Edit individual documents”; a new box opens, called Merge to New Document, which should have “All” selected; click OK.  This will create all your labels.

You are now ready to print your labels.
At this point, I usually print the first sheet of labels on to a normal piece of paper and then compare it with my sheet of labels to see if everything looks as if it’s going to fit OK.
If everything looks fine, put your labels in the printer, and print!

If you think you may need to print these addresses again, on to the same size labels, then save this file (by doing Save As under the File menu) as “mylables” (or something meaningful to you). When you want to print them again, open this file. In older versions of Word, the file will open with your addresses already in place, and you can just print them again. In Word 2010, when you open the file a box opens asking if you want to run an sql command – say Yes – and your labels will appear. Now you can print.