- Miscellaneous Matters.
- Example of Using Microsoft Word to Print Address Labels
Sometimes, when we have a "mailing" to multiple addresses, it is convenient to print out an address list.
The address list can be printed on actual mailing labels. The mailing labels may be standard/normal/of-known-manufacturers -- or, you could design your own label.
This example is aimed at discussing how I use Microsoft Word in such a situation. Those of you familiar with the topic might wish to skip this section of the newsletter.
Those of you who use another application than Microsoft Word for this type of matter, let me know what you use. I am sure there are some very nice/convenient-to-use address list "management"/use applications! I, just, happen to use Microsoft Word.
Following, is an overview of what we are showing in this example:
Hereafter, in this newsletter, we will refer to Microsoft Word as (simply) Word.
As shown above, the procedures to use Word to print address lists include two primary steps. Later-on in this newsletter you may choose to click on a link that shows the panels involved in these steps. For now, a description of the steps are:
- After gathering the information for the address list, we enter that information into an as-usual Word document and save that Word document onto our hard disk.
We may read/modify and enter/re-enter address list information a number of times during this step. We are, in this step, simply preparing the information for later-on printing on the address list labels.
Naturally I "back up" (save) the Word document on external media as part of my regular backup procedures. I hope, to those of you who regularly read these newsletters, I don't have to expand on this comment -- and, for others of you reading this newsletter: Always back up your information that is on the hard disk! I back up key Word documents and other files I work on a particular day -- at the end of each day I work on them. I use a ZIP drive disk. Sometimes I use a floppy disk. You do your backups regularly. How regular? That is your decision. Anyway --
Eventually we have the address list information into Word.
Note: We place the information into a Word "table" format. Each of the cells (fields) in the table rows contains part of the entire address. For example, the first cell in a table's row could be the first names of the address (Example: John and Martha), the second cell the last name of the address (Swanson), the third cell the beginning of the address (46 Rolling Hills Road), and so on. I will show an example of this later in this newsletter.
During this step, we could print this Word file for "hardcopy" reasons or for purposes that another family member may have for a printed list of whom you are mailing information to at this time. For example, you may be using a mailing list for an upcoming family/friends get-together and someone in the family may want a list of whom you mailed information to.
- Since we have the address list in the PC in Word format, we can ask Word to print the address list on labels of our choice.
Word is told to read the address list Word document that has the address list information in table format and print that onto a particular label that we place into our printer. We may have purchased the label at a local office supply company -- or, we could have designed/made the label ourselves.
Word reads the address list information and places it into a temporary ("New") Word document. For this example, the temporary new document is not used after the labels are printed.
Let's go through an example: (Note: As with all of our examples, "click on" or "double-click" on implies left-button click.)
For Step 1 (Building the Address List into Word in table format. To see example panels of the following, click on the link referenced after the following list:
- First we have to gather the information to be placed into the address list! This "gathering of information" is done from your personal address book, telephone books, etc. There is no "magic" to gathering the information. However, you obviously need the information to give it to Word!
- Now that you have the address book information, place it into a Word document in table format.
- Open Microsoft Word and click on: File->New assuming the address book document does not exist yet. If you already have a "new" blank file in your Word document: OK! Just continue as indicated, below.
- Place the address list information into a table in your Word document. Click on: Table->Insert->Table
Choose some number of columns (fields) that you expect in your to-be-written address. I normally use eight for "Number of columns". Choose any number of rows as the number of expected addresses in your list. Both of these specifications can be adjusted later if needed, within the Word document itself.
For the "Autofit behavior" I use the AutoFit to contents option.
- I start out the table data by filling in the cells (fields) in the first row of the table with identification of what the address field is. For example, in cell one I enter the words: "First Names", into cell two I enter the words "Last Names", etc.
I use eight fields in my address lists:
Address Field 1
Address Field 2
I do not have to use all fields in each address.
- Now, just enter all the addresses into the table. One address per row.
- Save the address list Word document and make note of its name so you can find it again!
Back it up on external media sometime!
- Optionally: Print the information as you now have it, on plain paper, for use as a hard-copy of your address list.
That is all there is to Step 1 of using Word to print address lists. Next, we will print the address list on labels of our choice.
If you wish to see panels representing the above Step 1: Click on:
Panels for Step 1 in Using Word To Print an Address List
Let's now take a look at Step 2. Repeating the overall picture of what we are aiming at with this example:
In this example, we want to have Microsoft Word print the address list on labels.
Naturally, if "all" we wanted to do was print the address list we just created in the table (see Step 1, above) we could do that by just printing that Word document.
And -- I recommend you do that! Just open that document and print it. That way you have a list of what you have entered into the table/document. You could use that as a "check list" for confirmation when you hear from individuals you mailed something to -- or, for any other reason.
However, in this example we are going to use Microsoft Word to print our labels on "label paper" -- not, just plain paper.
First, I decide what kind of labels I want to use. In this example, I will use Avery ink Jet Labels "8160" size 1 inch x 2 5/8 inches.
For me to print to that size label on a sheet of paper: I ask Word to do that for me!
Word does the work in a "temporary" new document, merging the information from your existing document/table. The above figure tries to show you that with the two arrows of Step 2.
OK! Let's try to print the labels on the "label paper".
If you wish to see panels representing the above Step 2: Click on:
Panels for Step 2 in Using Word To Print an Address List
Optionally, consider modifying the printed label by "designing" your own label, for example include your Return Address on the print data passed to Word.
If you are interested in more information related to this topic let me know and I will expand on this item in an upcoming newsletter.
Lastly, on this topic: The Word "Help" is quite useful for matters such as we just discussed. I encourage you to give Word's "Help" a try if you are not used to doing that. The same is true about any reputable application: Try Help and see if you find what you are looking for.
Good luck with your use of Word!
- Some Web pages used this past month:
As a reminder, to those of you who are new to my newsletters, I use the following regularly (I am intentionally not making the following information clickable. Just enter the addresses into your Web browser's "go to" field if you wish to go there now. Perhaps use copy/paste from this Web page's following information. In any case, for information, my most-used Web pages this month include:
- Search engine of my choice: Primarily, Google: http://www.google.com
- USA Newspaper (Minneapolis Star Tribune): http://www.startribune.com/
- Europe Newspaper in English (Edinburgh Scotland, Scotsman): http://www.thescotsman.co.uk/
- Europe Newspaper in German (Zurich Switzerland): http://www.tages-anzeiger.ch/portal/tagi/portal.htm
- America Online's support for: "Business News", My Portfolios", "Movies" (Reviews), "Top News".
- Weather: http://www.intellicast.com/
There are, naturally, other Web pages I used as the month went by -- but, the above I use on a daily basis.
Let me know what Web pages you use on a daily basis.
- Maintenance Matters.
- Nothing "dramatic" came up this month maintenance-wise on my systems. As a reminder, however:
Backup any of your user files / folders that contain information that you do not want to recreate. Remember: Your PC will break... You will have to, eventually, (probably at the worst possible moment!) recreate your user-data from your backup media.
- The latest McAfee XDAT (file for use by McAfee in identifying viruses) I have downloaded and installed is: 4172xdat.exe
I recommend that whatever virus protection service you use, you check at least once a month for virus updates.
Have a good, maintenance-free time until we talk again.
Contact SCScompA if you have any comments or questions about the above.