“Of Mice and Megabytes Supplement”

HOW TO CREATE MAILING LABELS IN MS WORD
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Printing return address labels from within the comfort of your home is easy thanks to Microsoft Word. The homemade version may be smaller in size (and not quite as fancy) than their commercial counterparts but they’re nonetheless practical and useful. The Avery brand unprinted labels (product code 5267) are readily available in most stationery stores and Viking Office Products offers their own knock-offs at considerable savings. Each sheet has 80 labels making it extremely economical and convenient. To print labels, follow these directions:

  1. Start Microsoft Word (PC version).
  2. Click the menu item Tools, then Envelopes and Labels.
  3. Click the tab marked Labels.
  4. Click Options.
  5. At the Label Options window, choose your printer type, probably “Laser and inkjet.”
  6. In the Label Product selection box, select “Avery Standard.”
  7. For Product Number, select “5267 – Return Labels.”
  8. Click Ok.
  9. In the Address window, type your name and return address information.
  10. Under Print Options, choose “Full page of same label.”
  11. Don’t click the Print button. Instead, click New Document.

Selecting New Document allows you to preview your labels prior to printing. Onscreen, each label area should display your name and address, and if everything looks okay, proceed to print them. However, if your address is anything like mine – extremely lengthy – you’ll probably need to change the font and/or font size. First, highlight all the text by clicking the menu item Edit, then Select All. Choose a new font and size. The label’s limited printable area requires a typeface that’s readable even at small sizes. Arial Narrow, Franklin Gothic Condensed, or Saturday Sans ICG are a good starting point. They may not be pretty but they’re functional.

Here are some other tips to consider:

  • Before printing the “real” labels, print first on a blank sheet of paper. Then, using a strong backlight, place a blank sheet of labels over the page you just printed. Align the edges then check that the printing will match up with the labels.
  • Some printers, like LaserJet printers, will prompt you to manually feed the labels.
  • Make sure you use labels appropriate for your printer, i.e., purchase labels designed specifically for LaserJet or for inkjet printers.
  • Generally, manually feed the labels right side up in LaserJets, and upside down in inkjet printers.
  • Never, ever try to print a label sheet twice. You’ll be asking for trouble. This is especially true for LaserJets since their heating element warps the label sheet. You may end up having labels stuck permanently to the innards and rollers – a difficult if not impossible situation to fix.
  • Use this same technique for printing labels of other styles and sizes.
  • ClipArt graphics as well as geometric shapes can be added to labels.
  • If you like the labels you’ve printed, save the document for later use. Once saved, just open and print it.

Re-printed from the Rafu Shimpo, June 2002. Copyright©2002 Rafu Shimpo. All rights reserved.