Microsoft Office Tutorials and References
In Depth Information
2. Click the Mailings tab.
All action in the remaining steps involves command buttons on the Mailings tab.
3. From the Start Mail Merge button’s menu, choose Labels.
The Label Options dialog box appears.
4. Choose the label vendor and product number representing the sheet of labels on which
you’re printing.
For example, to print on a sheet of standard Avery address labels, use Avery catalog number
5160.
5. Click OK.
Word builds a table in your document, one with cells perfectly aligned to match the labels on the
sheet you selected. (The gridlines may be hidden, but the table is still there.)
Do not edit or format the table! It’s perfect.
6. Use the Select Recipients button’s menu to create a recipient list for your labels.
If you already read the section “The Recipient List,” in Chapter 27 , it pays off here.
After you create or choose a recipient list, Word fills in all but the first cell (label) in the table
with the Next Record field. This field directs Word to duplicate the label layout from the first
label onto the remaining labels on the page. Before that can happen, though, you need to build the
first label.
7. Use the Insert Merge Field button to insert fields to help create and format the first label.
Clicking the Insert Merge Field command’s menu button displays a list of fields associated with
the address list you chose in Step 6. Choose a field from the list, such as First Name . Then
type a space and insert the Last Name field from the list. Use the fields, as well as your
keyboard, to build the first label. Figure 28-2 shows an example.
Press the Shift+Enter key combination at the end of each line in a label. Shift+Enter
inserts a soft return, which keeps the lines in the label tightly together.
8. Check the layout.
Ensure that spaces appear between the fields that need them, and also commas and other
characters.
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