avery label sizes

Factsheet 22 11th December 2001 Working with Labels in Microsoft Word If you have a list of friends that you want to send Cards to, simply create the a sheet of labels and store it for future use - if you have a HUGE list of friends or customers, whose details may alter and whose addresses you will also use in letters and envelopes you will want to create a separate address list and Mail Merge your labels, letters, etc. If you use Microsoft Works you will find various wizards in the more recent versions to help you with your labels - otherwise it should work in the same way as Word. You’ll also find the details in the Radio Solent Magazine (minus the Mail Merge details - they will be in the next edition). Time to go shopping - buy your Labels first!: Avery are the holy grail of labels and you can quickly create the correct size labels by using the Avery Code Most stationery suppliers sell their own brand of labels quoting the corresponding Avery number. I always use Avery L7163 - which has 14 labels to a sheet. To print a single label: Go to the Tools menu, and select Envelopes and Labels. Click the Labels tab in the window that is displayed. The keyboard shortcuts to get here are Alt+T, L and if Envelopes is displayed, click Alt+L. If the name and address is at the top of a letter you have written, it should appear in the Address Box automatically. If not, copy it from the letter (select it, then use the shortcut Ctrl+C) and paste it into the box (Ctrl+V). I copy it before I enter the Labels tool, just in case! You can, of course, just type it in. If you have stored your contact names and addresses in Outlook you can use the Address Book icon to retrieve them. Use Return Address will give you a label with YOUR address (as stored in Tools, Options, User Information). Click the Options button to choose the correct label size (as mentioned above). You only need to do this once. Make sure you are viewing the Avery A4 and A5 sizes in the Label Products line or you will see the wrong codes! Click the Single Label box at the left of the window. Select the position of the label by choosing the Row and Column to place it in (this lets you use up all your labels but some printers don’t like using sheets where some labels are missing and the printer may jam). Click Print to print the label. To Print an entire sheet with the same name and address: Follow Steps 1 and 2 above and click the Full page of the same Label. Click Print to print the labels or click New Document if you would like to save the labels to use again. Create and save a page of labels with different names and addresses: Follow Step 1 above and click New Document. A page of labels is created for you, in a table layout, with gridlines showing where each label is sitting on the page. You will be sitting in the first label - type the first name and address. Move to the next label by using the tab key on the keyboard. Continue adding names and addresses (you may need to tab twice when in the left hand label if there is a small column between the labels). You will find when you leave the last label with the tab key, a new page will be created for you. 1 You can create Gift Tags: By going to the Tools Menu, Envelopes and Labels and clicking New Document you’ll create the same label layout as in the paragraphs above - but why not use them for gift tags - printing onto card your printer will probably be happy with paper up to 120 grams in weight (the weight is on the packet most paper is about 80 grams). If you border the labels (the gridlines that you see in the document won’t print) you can use the lines as your cutting guides - before you type the names, select your document (Ctrl+A) and then go to the Border Icon - it looks a little like a window - click the arrow on the right and select the icon that looks like a window with 4 panes - it will border all the cells for you. Creating Labels to be sent to more than one person (using a Mail Merge in Microsoft Word - in Works you create an Address Book and use the Wizards to link it to Labels and Letters) You will often want a sheet of labels to be sent with letters; cards; invitations; etc that you have already printed. If you store names and addresses in a Contact List (and we recommend that you use Microsoft Outlook if you’re working in Word - which is the personal information manager that is included in Office) you can quickly pick up the details you require and “merge” them to a label format. If you use Access to store your contact details you will find a Label Wizard report which will also help you perform this task. In Outlook 98 and 2000 you can launch the Merge from the Tools menu in Outlook (rather than Word). To create a merged format for your labels: Go to the Tools Menu in Word and select Mail Merge (in Outlook 98/2000 you can launch this from the Tools Menu - Mail Merge - remember to change the document type to Mailing Labels - it’s towards the bottom left of the window). From the Create Button, select Mailing Labels. You will be asked if you want to use the Active Window (the document you have open) or a New Window (creating a new document). You then need to select your Data Source (the list of names and addresses that you want to use). If you are going to use your Outlook contacts and have launched the Merge from Word, click Address Book in the Data Source list. If you need to create a Word database, click Create Data Source and a wizard will help you build a Word file that you can link to. If you want to pick up information from another program (such as Excel; Access; SageLine 50) remember to change the File Type (towards the bottom left of the File Open Window) to that you can see the appropriate application. If you clicked Create Data Source you will be asked to add the required records (which you can always alter later, if needed) before moving on to setting up the Labels. Confirm the size of label you want to use. Click Ok. You then need to lay out the Mail Merge Fields (which are available from the Insert Merge Field icon). You want to place the Merge Fields as if they were the text they represent (with spaces in between the Name Fields, for example, and the Address Fields on a new line). From the long list that appears when linking to the Outlook Address Book you will want: <