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Print Mailing Labels by using
Excel-2007 and Word-2007
This tutorial is intended for Microsoft Office 2007 users who have a list of names and addresses for which they would like to print adhesive mailing labels. The type of mailing list I receive the most questions about is a collection of friends and family to whom a person wants to send holiday greeting cards.
Therefore, this tutorial is a simple and straightforward set of instructions for placing the names and addresses in an Excel-2007 file, followed by formatting the actual print-outs of the labels with Word-2007.
We'll start by creating a "database" of names and addresses using an Excel-2007 spreadsheet.
- A simple database is a table of rows and columns, which are called "Records" and "Fields." A row above the fields in our databese will contain "Headers" (such as FirstName, LastName, StreetAddr, City, State, and Zip).
1. Launch Excel-2007. A blank spreadsheet will appear.
2. Click on the Office Button and choose Save As>Excel Workbook. Name the document something like Holiday Address List. By default, it will be saved in your My Documents folder. Excel-2007 will also add the extension .xlsx to the filename.
(If you don't see extensions on any of your file names - such as .jpg, .mp3, .exe, .html, or .docx -
click here.)
- If you want to print your Excel spreadsheet/database, it's usually best to do it "sideways" by going to Page Layout>Orientation>Landscape. This can help make all columns fit on a page. Choosing a smaller, narrower font also helps. To make the column widths match their data do Ctrl+A (select ALL) and go to Home>Cells>Format>AutoFit Column Width.
- Another way to AutoFit columns on a worksheet is to double-click any boundary between two column headings.
After you've typed in your data, your database page should look something like this:
Now that you have a spreadsheet/database of names and addresses in Excel-2007, you will use Word-2007 to format the actual printing of the labels.
3. Launch Word-2007 and a blank document will open.
4. On the Mailings tab, in the Start Mail Merge group, click
Start Mail Merge>Labels.
5. In the Label Options dialog box that appears choose
Label Vendors>Avery US Letter.
6. Click OK and Word-2007 will create a document that contains a template of the sheet of labels, complete with grid lines that indicate the labels that will be printed.
Word-2007 uses a "Table" to lay out the grid lines. If you don't see these lines, click the Layout tab under Table Tools, and then in the Table group, click View Gridlines.
7. Now go back to Mailings and choose Select Recipients.
8. Click Use Existing List, choose My Documents, navigate to your Excel-2007 spreadsheet/database "Holiday Address List.xlsx" (or whatever name you have given the file).
9. Click Open.
10. Click OK for Sheet1$ in the Select Table dialog box that will appear.
11. Click into the first label (upper left) and choose Insert Merge Field from within the Write & Insert Fields group.
12. Click on the name of your Excel-2007 spreadsheet/database that appears.
13. Click on Insert Merge Field and your headers will appear, looking something like this:
14. When you finish setting up the first label the way you want it, in the Write & Insert Fields group, click Preview Results. The upper left label will be filled in with the first record of your database (the actual name and address).
15. Next click on Update Labels.
All the other labels will then be filled in with their names and address as per your Excel-2007 list.
Finally, you can place your Avery 5160 label sheets into your printer and have them printed out by clicking on the Office Button and choosing Print.
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