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Create labels in Word 2007

Software tips
10140

The holidays are coming up, so it’s time to gather addresses for the Christmas cards. Here’s how to create labels in Word.

As the holidays approach, many people start updating Excel sheets with the latest contact information — a time-consuming and unnecessary task. If you use your Outlook Contacts, creating labels for Christmas cards or other mailings becomes a breeze.

Create labels in Word

Step-by-step: Creating Labels

  • Open >> Microsoft Outlook
  • Go to >> Contacts
    Labels in Word 01
  • Select the contacts you want to use for your labels
    Labels in Word 02

TIP

If you’ve categorized your contacts, it’s even easier to select them. In this example, we assigned contacts to the group >> Christmas Card

  • From the menu, choose >> Tools >> Mail Merge
    Labels in Word 03
  • A window appears >> Use Contacts for Mail Merge
  • Select >> Only selected contacts
  • Choose >> All contact fields
  • Under Document File, select >> New Document
  • Under Document Type, choose >> Mailing Labels
  • Under Merge To, choose >> New Document
  • Click >> OK
  • Outlook creates a >> link to Word
  • Select that Word document
  • A message appears: Outlook has created a document…
  • Click >> OK
  • A window titled >> Mail Merge opens
  • Click >> Setup
    Labels in Word 05
  • Choose your label type from the list
    Labels in Word 06
  • If it’s not listed, click >> New to create your own label template
    Labels in Word 07
  • Enter the label dimensions and layout — Word uses this to format the printout correctly
  • Click >> OK
    Labels in Word 08
  • Word now displays a new document with your label layout
  • Decide what fields you want to include on your labels
  • Place your cursor in the first label and insert merge fields using >> Insert Merge Fields
    Labels in Word 09

TIP 1

Use the field >> Full_Name to avoid extra spaces that can appear if you insert first name, prefix, and last name separately.

TIP 2

Use the field >> Mailing_Address. This includes the street, postal code, and city all in one — based on the default address in the Outlook contact.

  • The first label is now created
    Labels in Word 10
  • Click >> Update Labels to apply the merge fields to the rest
    Labels in Word 11
  • Now each label includes the merge fields
    Labels in Word 13
  • From the menu >> Finish & Merge >> Edit Individual Documents
    Labels in Word 12
  • This copies the labels to a new Word document where you can preview them. That helps prevent wasting label sheets.
  • In the window, select >> Merge to new document >> All
  • Click >> OK
    Labels in Word 14
  • You now have a complete document with all the labels. It’s ready to be printed.