I’ve been receiving a lot of question about printing address labels and envelopes using a contact list or address book. So I’ll be starting a series of articles today on various printing methods relative to the questions I’ve received.
One of the simplest methods for maintaining an address book or contact list is with Microsoft Word. The two most commonly found versions today are Word 2003 and Word 2007, though some people are still using Word XP (2002). Word XP (2002) and 2003 are very similar to one another and their preceding versions, but Word 2007 is very different, and will most likely “put off” anyone familiar with the older versions. If you’d rather stay with the familiar, plenty of used and new copies of Word 2003 can be found online through Amazon or eBay.
Simple Contact Management with Word 2003
There are several methods you can use for storing addresses in Microsoft Word. The easiest method works best if you only print one address label or envelope at a time.
To store your contact information just type a list of addresses as you would if you were addressing an envelope. Place the first and last name on one line, the street address on the next line, and the city, state, and postal code on the thrid line. Additional information such as phone numbers and email addresses can be entered beneath that.
Skip a line between each individual person or business on your list.
Some may ask, “How do I sort this list?” Well, there’s no easy way to do that with this method, you have to do your sorting by hand, either by cutting and pasting to rearrange items, or by dragging and dropping.
The easiest way to make your way around a long list of names is to use CTRL +F on the keyboard, or select “Find” on the “Edit” menu. Then you can type a name or some piece of information that you’d like to find.
Printing Single Labels or Envelopes
This contact list is very easy to use when printing single address labels or envelopes. All you have to do is highlight a name and address in the list. Then click Tools > Letters and Mailings > Envelopes and Labels.
- If you’re printing a single address label, click the Labels tab, then click the “Single label” option. If you’re reusing a sheet of labels, specify the “column” and “row” for the label to be printed on. You can use the “Options” button to specify which label product and size you are printing on.
- If you’re printing an envelope, click the “Envelopes” tab, fill in a “Return Address” if you wish, and specify the envelope size with the “Options” button.
Come back tomorrow for more methods on managing address lists and printing envelopes and labels. We’ll be working our way up to mail merges for mass mailings, and I’ll show you some other printing tools and software packages along the way.