Using Word for Labels
At times, you will need to use labels other than the standard Avery 5160 (30 per page). Using Microsoft Word, you can design many other style labels.
Here are the steps for you to make labels using Word.
- Click Reports > Contacts.
- Choose Word Merge from the Output drop-down.
- Chose Labels from the Merge Type drop-down.
- Click OK.
If you have an existing Template (see My Documents\CMS\Sample Templates), you can choose it as your starting point. The template should already have the fields in their proper places.
Or, you can create a new document from scratch.
When Word opens, follow these steps to design your label. (These steps are for Word 2003, if you have 2007, the steps may be a bit different but the concept is the same.)
- Click Tools > Letters and Mailing > Mail Merge. you should be at step 3 of the Wizard.
- Go back to step 2 and click Label options.
- In the Label Options window, locate the type of labels you are using and click OK.
- Ignore Step 3 (since you are already connected to the data source).
- Step 4 is where you insert the fields. Click More Items and Insert the following fields into the first label.
«ContactName»
«CompanyName»
«Address»
«Address2»
«City», «State» «Zip4» «Ctry»
- When you're done, click Update All Labels. This will update all the labels to look like the first one. Formatting done to the first label will also be updated to all the labels.
Step 5 allows you to preview the labels before you merge, Step 6 is where you do the actual merge. (Usually you choose the Merge to Printer, unless you need to edit individual labels.)
Note: Word 2007 doesn't have the Wizard as above, but the concept is the same. These options can be found on the Mailings toolbar.
If you find that you often need to use Word for labels, you can create a Template that will save all your formatting and labels options.
- Follow the steps above to create a merge.
- In Word, click File > Save As...
- In the Save As window, choose Document Template from the 'Save as Type' drop-down.
- Enter a Name for the template (example: MyLabels)
- Make sure you are saving the template in a locations you can later find (example: My Documents\CMS) and click OK.
- Click Tools > Mail Merge
- Click the Create button
- Select 'Restore to Normal Word Document'
- Click File > Save
You now have a Word template that you can use. Next time you want to use the template for labels...
- Click Reports > Contacts.
- Choose Word Merge > Letters and click OK.
- Click the Select Template button, locate the template you created (MyLabels) and click Open, then click OK.
You can create as many Word templates as you need.