Microsoft Word 2003

Creating 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.

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

Creating Labels: An Entire Page of the Same Label
Creating Labels: A Page of Custom/Unique Labels

Creating Labels: An Entire Page of the Same Label

Open a blank Word document
From the Tools menu, select Envelopes and Labels...
The Envelopes and Labels dialog box appears.
Select the Labels tab
If the label size you want is not displayed,
1. Click OPTIONS...
  The Label Options dialog box appears.
2. From the Label products pull-down list, select the product name
  NOTE: The most common is Avery standard.
3. From the Product number scroll list, select the product number
  NOTE: The most common is 5160-Address.
4. Click OK
In the Address text box, type the text for the labels
OPTIONAL: To adjust the font,
1. Select the text that you want to change
2. Pointing to the selected text, click the right mouse button » select Font...
  The Font dialog box appears.
3. Select the Font tab
4. Make the appropriate changes
5. Click OK
Before printing, to specify the feedsource,
1. Click OPTIONS...
  The Label Options dialog box appears.
2. In the Printer information section, from the Tray pull-down list, make the appropriate selection
3. Click OK
Load the labels into the printer
To print without using the Print dialog box, click PRINT
To access the Print dialog box,
1. Click NEW DOCUMENT
  A new document appears with a table and your label in each cell. Each cell of the table represents one label.
2. From the File menu, select Print...
  The Print dialog box appears.
3. Make any necessary adjustments
4. Click OK

Creating Labels: A Page of Custom/Unique Labels

Open a blank Word document
From the Tools menu, select Letters and Mailings » Envelopes and Labels...
The Envelopes and Labels dialog box appears.
Select the Labels tab
If the label size you want is not displayed,
1. Click OPTIONS...
  The Label Options dialog box appears.
2. From the Label products pull-down list, select the product name
  NOTE: The most common is Avery standard.
3. From the Product number scroll list, select the product number
  NOTE: The most common is 5160-Address.
4. Click OK
Before printing, to specify the feedsource,
1. Click OPTIONS...
  The Label Options dialog box appears.
2. In the Printer information section, from the Tray pull-down list, make the appropriate selection
3. Click OK
Click NEW DOCUMENT
A blank document appears with a table. Each cell of the table represents one label. To move between labels use the [Tab] key.
NOTE: For additional information on working with tables, refer to Organizing Information with Word Tables in the Word 2003 documentation.
Type each label's contents
OPTIONAL: Make formatting changes as you would with any Word document
To print,
1. From the File menu, select Print...
  The Print dialog box appears.
2. To specify the printer, in the Printer section, from the Name pull-down list, make the appropriate selection
3. Make any necessary adjustments
Load the labels into the printer
Click OK

Creating Custom/Unique Labels Using Mail Merge

Another way to create labels using Microsoft Word is by using Mail Merge. Mail Merge 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.