Microsoft Word 2003
Labels: An Overview
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 a lot of time and make organizing your work easier.
Things to Consider
Options for Creating Labels
Microsoft Word offers three ways of creating labels:
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Creating an Entire Page of the Same Label
This is useful when you need many labels with the same information (e.g., return address). -
Creating a Page of Custom/Unique Labels
This may be helpful when you want to use mailing labels for names which are not already typed into Microsoft Word. -
Creating Custom/Unique Labels Using Mail Merge
This allows you to print unique labels based on a mailing list. This is especially helpful if you already have the names in a Word data file.
Access to Envelopes and Labels Feature
The Envelopes and 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 Envelopes and 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 may want to select the label that best meets your need. When purchasing labels that you will be printing with your printer, make sure that they are designed for the type of printer (laser, ink-jet, or dot matrix) you have.
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 these problems:
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Store your labels according to the manufacturer's instructions
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Manually feed the labels into the printer to prevent paper jams
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When printing several pages of labels, print them in small batches
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Print a master page of regular white paper on your printer and then use your copy machine to transfer the information to the label
Using 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. Label options, accessed through the Envelopes and Labels dialog box, allow you the availability to select from various Label products and from many numerous product numbers. This means that it is very likely you will find a pre-defined label to suit your needs.
When creating labels, always verify, from the Envelopes and Labels dialog box appears below, that the label size or style is the one you want.
