[MS-Word]  Labels Mail-Merge - generating a fully-populated, printer-ready labels file

Posted on 2011-05-01
Last Modified: 2012-06-21
App:           MS Word2002 SP3, MS Office XP
O/S:           Windows 2000 Professional, SPK 4

From time to time my non-tech-savy client asks for help creating mailing labels as he finds the mail-merge wizard confusing.

If he sends me the mailing list (XLS), is there any way I can generate and send him back a fully-populated labels file (DOC format) that he can print out on his printer?

Initially I thought this can be done as a PDF file.
First I started the Mail-Merge Wizard (from Tools/Letters&Mailings)      
Then I followed the 7 part wizard...
(1) Select document type -- labels
(2) Select starting document -- in label options I choose #5160 address labels and named the file  Label-5160.doc
(3) Select recipients -- pointed to the desired mailing list
(4) Arrange labels -- arranged as an address-block
(5) Preview labels
(6) Complete the merge
(7) Print

Step7 is the standard Windows Print dialogue box.
At this point I redirected the print output to the PDF print-driver.

The result was a 9 page PDF document (Label-5160.pdf) with 30 addresses per page.
So far, so good.
However when I sent the PDF file to the printer, I found that the addresses were not aligned within the labels. It seems that the PDF fonts are slightly smaller that those in Word. The effect is that the printed addresses creep up the page, such that the last 15 addresses on the page are not aligned within the desired labels.

(1) Is there any way for me to create a fully-populated labels file in native DOC format that's ready for the printer?
(2) If not, is there any way to tweak the PDF file so that the addresses are aligned properly?

Any suggestions would be greatly appreciated.

Question by:CE101
    LVL 50

    Expert Comment


    you can send the output of the merge to a new Word document instead of a PDF. Then you can email your client that Word document and they can print it. It will not have any data connections, since all the addresses have been merged and the output file will only contain text.

    cheers, teylyn
    LVL 50

    Accepted Solution

    In the last step of the Mail Merge Wizard, Step 6 of 6, do not select Print, but select "Edit individual labels". This will put the output of the merge into a new Word doc.

    cheers, teylyn

    Author Closing Comment


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