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Tech Tip:  Making Address Labels in Microsoft Word

Microsoft Word 2002 and 2003 has some great "wizards" to help you do things.  One of them is the mail merge labels wizard.  You need to create a database of addresses in Excel and then you can use the Excel spreadsheet to create your labels.  When you make your Excel spreadsheet, be sure to use the first row for your labels.  That is, First Name, Last Name, Address, City, State, Zip Code.  After you finished making your spreadsheet of addresses, Open up Word and follow these step by step directions.

1.       Click on Tools, then click on Letters and Mailings, then click on Mail Merge.

2.       Click on the Labels button.

3.        Click on Starting Document.

4.       Click on Labels Options to select the type of label you want (5160 is the Standard label).

5.        Click on Select Recipients, then click on Browse.  .  Click OK

6.        Click on the down arrow in the File type and select All Files.  Find your spreadsheet that contains the labels you want.

7.       Click on Arrange Your Labels.

8.       Click on More Items

9.       Click on each Field you want to use and then click on insert to insert them.  They will be inserted into the first label and will need to be re-arranged when you are finished inserting them.  When finished inserting all the fields you want, click Close

10.   You need to use the SPACE BAR to insert a space between the fields and the ENTER key to move a field to a new line.  Use a comma and space between the City and State fields.
 

11.   Click Update All Labels. 

12.     You will get only one page of labels (30 labels).  If you have more than 30 labels in your database, you need to insert more pages.  Click in the last label on the page (lower right hand corner) and press the TAB key.  Hold down the TAB key until you insert the number of pages you need. 
Now click on Update All Labels again.

13.  That's it - preview your labels and then Print them.

 

 

 

 

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Lyon County Government Center    607 W. Main St.    Marshall, MN 56258    (507) 537-7046

E-Mail:    Marshall Adult Education

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