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Microsoft Word 2004

Working with Labels

This document has been prepared as a guide to working with labels and to building awareness of some special issues related to printing labels.

Labels can be used in a variety of ways to make work easier. Applying labels to envelopes, diskettes, and videocassettes can save you time and make organizing your work easier.

return to topThings to Consider

Options for Creating Labels

Microsoft Word offers three ways of creating labels:

Access to the Labels Feature

The Labels feature is central to the label program and will be accessed often. If you wish, a button can be added to your toolbar, allowing access to the Labels dialog box. For instructions on how to add the button to your toolbar, refer to Additional Options for Creating Envelopes.

Purchasing Your Labels

Labels are available for almost every need. Avery, one of the manufacturers of labels, provides labels for envelopes, diskettes, shipping, return addresses, binder dividers, and name badges. Many of the labels come in white, clear, and colors. You will want to select the label that best meets your need. When purchasing labels that you will be printing, make sure that they are designed for the type of printer (laser, ink-jet, or dot matrix) you will be using.

Tips for Printing Your Labels

While your printer may be capable of printing labels, it may not be good for your printer. Labels can peel off during the printing process and stick to various parts of the printer. The following tips can help minimize the risk of problems:

return to topUsing Pre-defined Label Sizes

Microsoft Word offers many pre-defined label sizes and styles for you to choose from. A frequent choice is the Avery Standard 5160 Address Label. When creating labels, always verify, from the Labels dialog box, that the label size or style is the one you want.

  1. Open your document

  2. From the Tools menu, select Labels...
    The Labels dialog box appears.
    Labels dialog box

  3. If the label size you want is not displayed, in the Label section, click OPTIONS ...
    The Label Options dialog box appears.
    Label Options dialog box

  4. From the Product number scroll box, select the product number for the label you will be using
    HINT: For address labels, Avery Product Code 5160 (1" by 2 5/8" ) is a common choice.

  5. Click OK

  6. Continue with Creating an Entire Page of the Same Label or Creating a Page of Custom/Unique Labels

return to topGenerating Labels

The Labels feature is used to generate your labels. With the Labels feature, you can specify the size of the label, text to appear on each label (if appropriate), and modify the appearance of the label.

Generating Labels: An Entire Page of the Same Label

  1. From the Tools menu, select Labels ...
    The Labels dialog box appears.

  2. In the Label section, verify that the type of label you wish to use is selected
    NOTE: If the label that you are using is not selected, refer to Using Pre-defined Label Sizes.

  3. In the Address scroll box, type the text for the labels

  4. OPTIONAL: To adjust the font,
    1. Select the text that you want to change
    2. Click FONT...
      The Font dialog box appears.
    3. Make the appropriate changes
    4. Click OK

  5. To print your labels, continue with Printing: Using the Print Button or Printing: Using the File Menu

Generating Labels: A Page of Custom/Unique Labels

  1. From the Tools menu, select Labels...
    The Labels dialog box appears.

  2. In the Label section, verify that the type of label you wish to use is selected
    NOTE: If the label that you are using is not selected, refer to Using Pre-defined Label Sizes.

  3. Click OK
    A blank document appears with a table.
    NOTES:
    Each cell of the table represents one label.
    For additional information on working with tables, refer to Organizing Information with Word Tables in the Word 2003 documentation.

  4. Type each label's contents
    HINT: To move between labels, use the [Tab] key.

  5. OPTIONAL: Make formatting changes as you would with any Word document

  6. Print your labels

Generating Labels: Custom/Unique Labels Using Mail Merge

Another way to create labels using Microsoft Word is by using Mail Merge. This allows you to set up mailing labels (your main document). Using data from a table or external database, you can print one label with different information for each record in the database or table. For more information on setting up and performing mail merges, refer to Mail Merge: Creating Mailing Labels.

return to topPrinting Labels

Label loading direction varies from printer to printer. For example, many inkjet printers require that labels are loaded face down, whereas on campus, the laser printers require you to load the labels face up. In addition, you can prevent printer jams by loading a stack of paper under the labels. Also, manually feeding the labels into the printer often prevents paper jams.

Printing: Using the Print Button

NOTE: This option is only for printing one label or a sheet of the same label.

  1. Open the document that contains the labels

  2. From the Tools menu, select Labels...
    The Labels dialog box appears.

  3. In the Number of Labels section, select Full page of the same label

  4. Click PRINT...
    The Print dialog box appears

  5. Make any necessary adjustments

  6. Click PRINT

Printing: Using the File Menu

The File menu option allows you to work with a page of labels as you would any other Word document. If there is an address you mail to frequently, you may want to save the page of labels so that you can open and print the file whenever you need more labels. Printing them is very similar to printing a Word document.

NOTE: For more information about printing, refer to Printing Basics

Before printing your labels, make sure you have completed the following instructions: Creating an Entire Page of the Same Label or Creating a Page of Custom/Unique Labels.

  1. Load the labels into the printer

  2. Open the document that contains the labels

  3. From the File menu, select Print...
    The Print dialog box appears.

  4. Make any necessary adjustments

  5. Click PRINT

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