How To - Create Mailing Labels in Word '07 & '10

Objective: Create Mailing Labels using the Mail Merge Wizard

Prerequisites: Have mailing labels as you will need the label type & Number

Refer To: N/A

Steps:

1. Go to your Horizon installation folder
2. Locate MFCUST.DBF
3. Right-Click on it and choose Copy (if you accidentally click Cut, hit your Esc key and start over).
4. Go to your My Documents folder, right-click on a blank area of the window and select Paste.
5. Open Word 2007 or 2010
6. Click the Mailings Tab at the top of the Word screen.
7. Click on the Start Mail Merge Button and select Step by Step Mail Merge Wizard.  You should now see a Mail Merge viewing pane on the right side of the screen.
8. Select ‘Labels’ and at the bottom of the pane, select ‘Next: Starting Document’
9. Under Change Document Layout, select ‘Label options...’
10. In the Label window, you will need to choose the label vendor (ex. Avery) and the label number which in our example is 5160.  Staples sells labels that will say ‘Comparable to Avery#____’.  This is typically the longest part of the process since your label number could be in any one of the three Avery lists.  Be patient.  Verify the label dimensions match what you have purchased.

1. Once you have found your label, click Ok.
2. At the bottom of the Mail Merge pane, select ‘Next: Select Recipients’
3. Select ‘Next: Arrange your labels’

14. Under Arrange Your Labels, select ‘More Items...’

15. In the window that comes up (seen above), we are going to select the items we want on the mailing label, which will typically be Custname, Street, city, state, zip.  Select custname and click insert, repeat in order with the other items.  Once you have them all in the label, it should look like this:

16. Now we want to edit this label so the information will show up the way we want.  We want the Customer Name on the top line and then the address.  So place you cursor inbetween after the >> at the end of CUSTNAME and press Enter.  Now your street, city, state and zip are on line 2 like so:

1.  Now we will place the cursor after the >> at the end of the word STREET and press Enter.  Now the Street is on line 2 and city, state, zip is on line 3 like so:

18. Next , we will place the cursor between city & st and add a comma and a space

19. Place the cursor between ST & ZIP and press the space bar 4 or 5 times so we end up with our label looking something like this:

20. Due to the limited space on the labels, if we were to keep them like this, the text on the label would print extremely close to the left edge of the label and as we got a few pages into the printing process the alignment would start to get a little off.  In order to avoid this we are going to add a little cushion by placing the cursor in front of <<custname>> and pressing space 5 times (You can keep hitting space until centered if that is your preference).

21. We will repeat step 20 for the Street line and the city\st\zip line as well so our finished product looks like this:

22. Now on the right side of the screen we will click on ‘Update all Labels’.  This will put our new format into all of the labels on the page.  The other labels will have the words New Record in them and this will throw off the look of the formatting, but don’t worry about it.

23. At the bottom right, click on ‘Next: Preview your Labels’ and you will see how the labels will look with the customer information in them.  If at this point you see customers you don’t want to print, you can click on ‘Edit Recipient List’ on the right and uncheck the customers you want to leave out.  Once you are satisfied, click ‘Next: Complete the Merge’.

24. On the right side, click on Edit Labels and verify that ‘All’ is selected and click Ok.

25. Word will open a document with the labels and in the lower left side you will see the number of pages being processed.  

27. Once this is finished, save the document to a location of your choice, put the label paper in your printer and print.