Doing Envelopes & Labels with Microsoft Word

by by Don Edrington, MrPCChat@mediaone.net - November 03, 2001 at 00:49:38:

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We’ve talked recently about creating mailing labels and envelopes with a combination of MSWord and Excel, as well as with MSWorks. However, the whole job can be done with MSWord by using the program’s "Table" utility as a database for storing the names and addresses. This means that two Word files will be needed; one for the database and one for formatting the printing of the labels or envelopes.

Let’s begin by creating the database. Start with a new, blank page and go to Table, Insert Table. Choose 6 Columns and however many rows you think you'll need. (The number of rows can be adjusted later.)

Type First Name, Last Name, Street Address, City, State and Zip into the top six cells. Then fill in the name and address data accordingly. When it comes time to alphabetize your data, go to Table, Sort. Choose Column 2, Text, Ascending.

This will sort everything by Last Name. Be sure to choose "My List Has a Header Row."

Column widths can be adjusted by highlighting the whole table and going to Table, Cell Height & Width and choosing Column, AutoFit. To make the columns wider you can opt for a "sideways" layout by going to File, Page Setup, Paper Size, Landscape. While in Page Setup you can also choose narrower margins, thus allowing the table to be wider.

However, all this really isn't necessary. Any data that doesn't fit into a table cell on one line "word-wraps" itself to as many lines as are needed. Sorting these records will still be done by the first character(s) in the top line of any cell.

In any case, you'll need to Save the table as a Word file, such as "Address List.doc." The file will be saved in the "My Documents" folder, unless you choose another location.

To format the printing of the of the labels and/or envelopes, go to File, New. Name the file something like "Envelope Layout.doc" and file it in "My Documents" or the folder of your choice.

Next go to Tools, Mail Merge. Click on Main Document, Create. Now choose "Mailing Labels" or "Envelopes." If you’ve chosen Envelopes click on Get Data, Open Data Source. By default, you’ll be sent to "My Documents." Assuming this is the correct folder, look for your database Word file and double-click it. Now click "Set Up Main Document."

This will take you to a list of envelope sizes, beginning with No. 10 Standard Business and ending with "Custom" where you can type in the dimensions of a non-standard size, such as a greeting card envelope.

Here you’ll be asked to insert the data "Fields" such as «First Name», «Last Name», etc. When you click on "Merge" the information in your database file will replace these "Field" markers.

You’ll also be given the opportunity to type in an optional Return Address, which will be repeated on all envelopes if you choose. Other options will be offered, including one for printing a Zip Bar Code to match whatever zip codes it finds. The post office always appreciates this one, since it means the envelopes will not have to be hand-sorted to get to the correct zip code.

If you choose Labels, rather than envelopes, the above steps will take you to a choice of standard Avery label sizes, along with setting up your printing to match however many labels there will be to a sheet. This even includes doing one label at a time with a dot matrix printer.

All of this year's and last year's PC Chats can be found at www.pcdon.com.

Phone calls are welcome at 949-646-8615 or 949-646-4167. However, because of the large number of phone calls and email I receive, I can't promise to reply to all -- but I do try to put answers to unanswered questions in upcoming PC Chats whenever possible. Thank you for your forbearance and understanding.

If you find this email to be formatted with odd-looking line lengths and/or with lines that begin with > symbols, download this free program which will clean up malformatted email quickly and easil:. http://members.tripod.com/schin26/index.htm A version of today's column accompanied by helpful illustrations can be found by going to: http://www.pcdon.com/page2001-10.html

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Last update: 11/03/2001

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