How to Make Mailing Labels Using Word 2011

 

These quick instructions will show you how to use a Word file containing addresses to make mailing labels

Assumptions:

  • You’re running Office 2011 for Mac
  • You have a comma delimited file with the same number of fields in each address
  • You have already purchased, or plan to purchase labels that match one of the options in Word labels

Your Address File

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In the first row you need to put the names of each of the fields you’ll want to identify, e.g. Name, Address, city, state, and zip. Note that I have 5 fields in each address, the title row is separated by commas and each address row also has 5 records separated by commas.

Close this file.

Open a Blank Word Document

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Select Mail Merge Manager from the Tools Menu

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The Mail Merge Manager

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We’re going to simply step through each part of the manager.

Select Document Type

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Use the Pulldown under step 1 – Create New, and select Labels

Select Your Label Type

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  1. Find the label manufacturer
  2. Select the product number (will be printed on the label box
  3. Review the dimensions and verify from the box
  4. Click OK

Note that even off brands will say something like “equivalent to Avery 5160” so you don’t have to buy one of the big brands.

Records Showing in Word

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Word will lay out the labels for you as shown

Open Your Address List

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Under Step 2, Click the pulldown for Get List, and choose Open Data Source

Select Your Address List

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Add the Fields You Want to Print

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This is where you will select the fields you want to print, the order in which to print them and how they will be displayed

Choose the Fields

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Use the Insert Merge Field to choose the Name

All Fields Selected

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Keep adding fields, using the enter to separate lines, and commas to separate city/state and space or comma before zip. click OK

Review Fields

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Review the fields on the page to verify that they are as you expected

Merge to New Document

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As tempting as it is to stick your highly priced labels into the printer and click Print under Complete Merge, don’t do it. I promise you something will be wrong and you’ll have wasted money.

Instead click the second button to Merge to New Document

Review Labels

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This creates a new document with your labels. I always print this on plain paper and hold it up to a bright light with the real label paper behind it to make sure no one’s address slops over a line. This can often happen with long addresses, or where a husband and wife have two different names. I like to correct these before printing.

After circling back to this point and getting an acceptable print, you are free to stick your highly priced labels into the printer and simply print as you would any other document.

 

7 thoughts on “How to Make Mailing Labels Using Word 2011

  1. Michael Parisi - December 11, 2017

    I use an Excel sheet for addresses. When I merge, I filter the contents for only records that are “Not Blank” in a column called Holiday Labels. This filters out those I do not want to send cards to. When I do this, it omits similar names that are correctly labeled in the Holiday Labels field. For example, it will include the first person with the last name Smith, but all the other Smiths are omitted. If I run the Mail Merge without the filter, this does not occur, but I now have names of those I do not want labels for.

    Any help on how to fix this would be appreciated. My version of Word 2011 for Mac is 14.5.1.

    Many thanks.

  2. podfeet - December 11, 2017

    Any time I can play in Excel is a fun day! Can you make up a dummy set of data that has this behavior, and put it in a Dropbox link for me to play around with? I bet I can figure it out.

  3. Michael Parisi - December 11, 2017

    So I created a new sheet with fake names and could not get it to repeat. It only does it with the original file. If I can figure it out, I will send it to you. Many thanks.

  4. Larry Ryan - December 11, 2017

    For years I have used DesignPro from Avery to do labels on my old PC. However, it is “toast,” and I have struggled to do the labels in various softwares on my Mac. Your tutorial was accurate, clear and concise and led me to get my mailing out in just a couple minutes. Thanks

  5. podfeet - December 11, 2017

    Larry – that makes me so happy to here! I remember trying to use the Avery app ages ago and it wasn’t pleasant. It was very kind of you to take the time to tell me it worked for you.

  6. podfeet - December 11, 2017

    Michael – this is a good clue! I think it’s possible that there are some extra characters in at least one of the name. Maybe leading spaces in all the other Smiths for example? That’s where I’d start looking. In Word, I think if you look under View you should find Show or View Formatting. If I remember properly you’ll see paragraph markers and little dots for spaces. Keep me posted!

  7. Rich T - December 17, 2017

    Hello – this is a great tutorial but after following all the steps, I am only getting one address label per sheet, instead of a full sheet of different labels… any idea where I’m going wrong?

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