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Address labels

A number of people have asked about creating address labels that they can use for Christmas cards etc. There are two basic ways of doing this:
  1. Type names and addressees on to a pre-formatted template page. This option is simpler but less flexible. If for example someone is scratched off your Christmas card list then you will have to manually readjust all the other labels.
  2. Enter names and addressees into a separate list (using Windows contacts, a spreadsheet or a database) and then use the Mail Merge facility available in word processors such as Word or MS Works to create the labels. This method is a bit more complicated to set up but more flexible as the names and addresses are kept separately and then only merged for printing.
First of all decide which address labels you want to use. There are built-in templates available for some of the common layouts of sticky labels such as Avery 5160 which provides 30 labels in 3 columns * 10 rows.

The instructions below can be used if you have MS Works Word Processor. To create address labels in MS Word, see Address Labels  or Creating Labels using Mail Merge.

Using MS Works Word Processor

Option 1- using standard templates.
  1. Open MS Works Word Processor
  2. Click File-New
  3. Scroll down to find Return Address labels, click on this
  4. Select Multiple Entry labels, click OK
  5. Select label type (eg Avery 5160). Scroll down to find this, click on it to select and then click on New Document.
  6. A new page will appear on the screen laid out in the format of the label sheet.
  7. In each label, type in the names and addresses you require.
  8. Save and print (try it on a sheet of blank paper first to make sure you’ve got the right layout)
Option 2- using Mail Merge

First of all you need to create an address list. You could create a simple spreadsheet for this or you can use Windows Contacts.

Creating a simple spreadsheet
  1. Open MS Works Spreadsheet, select Blank spreadsheet
  2. In the top row create headers in each column, eg name, first name, address 1, address 2, address 3, Post code
  3. In subsequent rows enter the names and addresses you want to include,
  4. Save the file, eg as Address list.
  5. Close MS Works spreadsheet and open MS Works Word Processor
  6. Click File-New
  7. Scroll down to find Return Address labels, click on this
  8. Select Mailing labels, click OK
  9. Select label type. Your selection will depend on the type of labels you want to use (eg Avery 5160). Scroll down to find this, click on it to select and then click on New Document.
  10. Select Merge Information from another file, then search for the address file you created at Step iv, select it and then click Open. (Note - make sure the file type is set to MS Works Spreadsheet at the bottom of the Open Data Source window)
  11. When asked “Do you want to use the entries in the first row as field names?” click Yes
  12. You should now see a little window called Insert Fields. Go through each of these fields and insert them into your label template. Put in spaces and new lines as needed.
  13. Close the Insert Fields window, then in the window showing your labels, click on print preview and you should see your names and addresses neatly laid out ready for printing.
  14. Save and print (try it on a sheet of blank paper first to make sure you’ve got the right layout).
Using Windows Contacts. (Windows Contacts is a contact list provided as part of the Windows operating system. It can be used for a number of things including creating mail merge labels.)
  1. Click the Start button at the bottom left of the screen and then where it says Search programs and files type in Contacts.
  2. Under programs, select Contacts and then you will be presented with a screen which will enable you to manage your contacts.
  3. Click on New Contact, enter the information you require, then click OK. Repeat for each person in your address book.
  4. Close the Contacts window and open MS Works Word Processor
  5. Click File-New
  6. Scroll down to find Return Address labels, click on this
  7. Select Mailing labels, click OK
  8. Select label type. Your selection will depend on the type of labels you want to use (eg Avery 5160). Scroll down to find this, click on it to select and then click on New Document.
  9. Select Merge from the Address Book.
  10. You should now see a little window called Insert Fields. Go through each of the fields you require and insert them into your label template. Put in spaces and new lines as needed.
  11. Close the Insert Fields window, then in the window showing your labels, click on print preview and you should see your names and addresses neatly laid out ready for printing.
  12. Save and print (try it on a sheet of blank paper first to make sure you’ve got the right layout)