2005 COMPUTER/DIGITAL CAMERA CLUB

February 21, 2005

Making Address Labels in Microsoft Word

Joyce Wiegand/Jim Greenwood Issue #006 February 21, 2005

There are many label types [shipping, envelope, name badges, file folder] just to name a few.  Avery is probably the industry standard for labels.  Avery has assigned a number to each type label.  The assigned number of the type of label you purchase is important to be successful in printing labels.

The following instructions are for Microsoft Word 2003. For this class, the most common labels used are the To Address and (Return Address) and consists of three or four columns with 30 or 80 labels per sheet depending on selection  Avery 5160, address contains 30 To Address labels and Avery 5267 has 80.

Click on the following tabs, Start - All Programs - Microsoft Office - Microsoft Word - Tools - Letters and Mailings - Envelopes and Labels - Labels

This is a very important window.  The options on the right upper corner are: Print, New Document, Cancel, and Options. The lower left corner choices under Print are: Full Page of the Same Label; or Single Label.

The lower right corner is Label, click anywhere in this box to select Label Options, this is where you select the type of label you are using.  For demonstration purposes, we will select Avery 5160, address label.  This box also shows the Printer Information for the printer attached to your computer.  Click OK when finished with this Label Options box.

1. For Same address on all labels on sheet, continue on to Step 2, otherwise go to Step 5.

2. LC on "Full page with same label" tab in the print box. Type the address in the box on this screen, then LC on "New document". Page appears with all labels filled in.

3. Make any changes by repeating above steps, then LC on "File" in above page task bar then "Save as" with new filename i.e., Christmas Addresses.

4. LC on "File" again, then LC "Print". Hold printed page against a blank label sheet and observe the printed material aligns with blank labels. Make changes in setup if required. Once verified insert blank label sheet in printer and Print.

5. For a different address on each label, LC "New Document". Page with all blank label boxes will appear.

6. Type in address in first blank label then depress Tab key twice to next blank label and continue with next address. Continue until sheet is complete.

7. LC on "File" in above page task bar then "Save as" with new filename i.e., Christmas Addresses.

8. LC on "File" again, then LC "Print". Hold printed page against a blank label sheet and observe the printed material aligns with blank labels. Make changes in setup if required. Once verified insert blank label sheet in printer and Print.

Making Address Labels With WordPad

1. Log on Internet type in www.10368.com/label.rtf and depress enter. For Return Address label file use this link, www.10368.com/labelreturn.rtf  (Note; the file extension .rtf may not show on your computer and is dependent on your folder view settings.)

2. When dialogue box opens, LC Save, locate and open your My Documents folder and LC Save. LC Close. (AOL users may receive an "Application Cancelled" error, which can be ignored.)

3. LC Start, position cursor on All Programs – Accessories and LC WordPad.

4. LC File – Open then locate previously saved "label" or "labelreturn" file.

5. LC File – Page Setup and verify that the following margin settings are present for the To Address (label) format, Left 0.25 – Right 0.25 – Top 0.5 – Bottom 0.46.  For the Return Address format settings should be, Left 0.28 – Right 0.28 – Top 0.53 – Bottom 0.46.   Change settings as necessary and LC Okay.

6. While holding the Left Mouse button down Highlight the John Doe information, and while still highlighted, begin to type in your first address, which will replace the highlighted John Doe Info.

Note: The current type in the template is Times New Roman Size 18 for the To Address label and Times New Roman Size 10 for the Return Address label. Bolding and Italics is also an option. The font type, size, and color are easily changeable. The only requirement is that all of the information stay contained within the label outline.

7. If you wish a whole sheet with the same address, you must Copy and Paste the address in each label area.

8. While holding the Left Mouse button down, Highlight the address information you wish to duplicate, and with the cursor positioned on the highlighted area, RC then LC Copy.

9. Position cursor in next label area and Depress the Ctrl V keys which will paste the previously copied Info into the label area. Proceed to complete the sheet or divide the sheet up with, as an example, six different addresses – whatever.

10. Once sheet is completed, LC File – Save as – Locate folder or make new folder for address labels, and change file name to a suitable descriptive name. LC Save.

11. To test out the saved document before inserting the Label sheet, LC on File – Print - Pages and enter the number 1 in the Pages box to the right. LC Print.

12. Using Avery address label 5160, 5267 or 8160 hold printed sheet together with label sheet up to the light and assure all of the labels appear in the center of pre-cut label areas. Check from top to bottom. I used the Avery 8160 labels for this exercise. In some cases depending on different printer setups, you may have to juggle the margin settings in step 5 above.

13. Insert the appropriate Avery label sheet and print away.