Need print a simple list of names into address labels w/ one name perlabel

[ottocaroline]

I have a word doc with 112 names in a list, hard returns separating
each name. I need to print each name on an address label. I've tried
to figure out how (shouldn't this be a simple process!?) with no luck.
Can someone help or point me to some good instructions? Thanks in
advance!

Caroline Otto

 

[Clive Huggan]

Hello Caroline,

The answer depends on a number of things that you haven't mentioned, so it's
difficult for us to help yet.

Do you have a Word template yet for the size of labels you possess? Is this
just a one-off, or will you be wanting to do it with different names later?
If not a one-off, do you know anything about mailmerge?

What version of Word are you using, and what operating system (e.g. Mac OS
10.x.x)? These will affect the answer.

Please provide details as comprehensively as possible.

In the absence of specific advice yet, you might like to query Word's Help.
I tried "labels" and got many articles that may well provide what you need.

I probably won't be the person who provides more information, because of the
time-zone factor.

Cheers,

Clive Huggan
Canberra, Australia
(My time zone is 5-11 hours different from North America and Europe, so my
follow-on responses to those regions can be delayed)
============================================================

 

[John McGhie]

Hi Caroline:

As Clive says, you haven't given us enough detail to be able to answer. But
the Help can.

Look up "Mail Merge" in the Word help: it will tell you exactly how to do
this (in any version of Word...)

Cheers

I have a word doc with 112 names in a list, hard returns separating
each name. I need to print each name on an address label. I've tried
to figure out how (shouldn't this be a simple process!?) with no luck.
Can someone help or point me to some good instructions? Thanks in
advance!

Caroline Otto

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Nhulunbuy, Northern Territory, Australia
+61 4 1209 1410, mailto:[email protected]

 

[CyberTaz]

As the others have said, more info is needed for further directions, but one
of the first things you'll benefit from doing is selecting your "list" &
using Word's Table> Convert> Convert Text to Table feature *or* move the
records into an Excel worksheet to establish a usable record source. Info is
available in Word Help as Clive & John have suggested.

Also: Indicate whether this is first names only, first & last, do you also
have addresses or other bits of data.... Details, details, details

HTH |:>)
Bob Jones
[MVP] Office:Mac

 

[ottocaroline]

I have a word doc with 112 names in a list, hard returns separating
each name. I need to print each name on an address label. I've tried
to figure out how (shouldn't this be a simple process!?) with no luck.
Can someone help or point me to some good instructions? Thanks in
advance!

Caroline Otto

Thank you, Clive, John, and Bob. Here are the other details. Sorry I
didn't provide enough earlier.

* I do have a Word template for my labels--the basic 30-per-sheet
Avery address labels.
* I will want to be able to do this again with the same list, somewhat
altered each time, so it's not a one-off project.
* Word for Mac 2004, v. 11.3.8
* Mac OS X 10.5/Leopard
* Each label will have only a person's first and last name on it. They
will be stuck onto the covers of a book we are distributing in a class
in my church. I would like to use a decorative font, probably about 24
pt size.

For some reason, when I look up "mail merge" in Word help, I get only
one help topic and it's about the Mac Address Book. Weird.

I remember this being so simple to do in WordPerfect. Those were the
days.

Thanks again for your help. If you celebrate it, Happy Turkey Day
tomorrow.

Caroline

 

[CyberTaz]

Hi Caroline -

Don't know why Help isn't being "helpful", but have a go at this:

Microsoft Word 2004 for Mac

The links there should give you everything you need. The process shouldn't
be any less simple than in any other program although it might well be
'different' but don't hesitate to post any further specific questions.

 

[ottocaroline]

Hi Caroline -

Don't know why Help isn't being "helpful", but have a go at this:

Microsoft Word 2004 for Mac

The links there should give you everything you need. The process shouldn't
be any less simple than in any other program although it might well be
'different' but don't hesitate to post any further specific questions.

Bob, thanks. I had already read "How to create a merge document using
a text data source in Word for Mac" and "How to perform a simple data
merge in Word for Mac". I have been trying to follow those steps
again, specifying the Labels option instead of "Form Letters" in step
4. I am able to specify/open the data source .doc file (the list of
names in a 1-column table). But the next steps under EDITING THE MAIN
DOCUMENT make absolutely no sense to me. I have tried various things
in an attempt to guess what they mean about dragging field names and
repeating as many times as necessary, but I still don't get it and
only the first name fills in. If I skip that section and go right to
MERGING THE MAIN DOCUMENT AND THE DATA DOCUMENT, only the first name
on each page fills in. I can't believe that such a simple task is such
an ordeal. Can you help me understand or tell me what I'm doing wrong?

 

[John McGhie]

Hi Caroline:

Ah hah! Word 2004??

OK, they introduced a new and deliciously simple widget named "Data Merge
Manager" in Word 2004.

See " About data merge" in the Word 2004 help.

But basically, it is so simple that if you simply go to Tools>Data Merge
Manager... It will just about talk you through it.

You need to understand that there are three documents involved:

1) Your MAIN document. This is the text that will go on the output. In
your case, there won't be any text, just the fields containing the names.
But the document must be there.

2) Your data source. In this case, it will be your document containing the
names.

3) Your output document. These will be your labels.

The "Field Names" will not appear unless you have opened your data source
(because Word needs to know which fields are coming, it has to look in the
source...)

When you "Preview" this, you will see only the first page of the output
document. Word will not generate the rest of the pages until you hit the go
button.

Enjoy! (And come back here if you get stuck...)

Thank you, Clive, John, and Bob. Here are the other details. Sorry I
didn't provide enough earlier.

* I do have a Word template for my labels--the basic 30-per-sheet
Avery address labels.
* I will want to be able to do this again with the same list, somewhat
altered each time, so it's not a one-off project.
* Word for Mac 2004, v. 11.3.8
* Mac OS X 10.5/Leopard
* Each label will have only a person's first and last name on it. They
will be stuck onto the covers of a book we are distributing in a class
in my church. I would like to use a decorative font, probably about 24
pt size.

For some reason, when I look up "mail merge" in Word help, I get only
one help topic and it's about the Mac Address Book. Weird.

I remember this being so simple to do in WordPerfect. Those were the
days.

Thanks again for your help. If you celebrate it, Happy Turkey Day
tomorrow.

Caroline

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Nhulunbuy, Northern Territory, Australia
+61 4 1209 1410, mailto:[email protected]

 

[ottocaroline]

Hi Caroline:

Ah hah! Word 2004??

OK, they introduced a new and deliciously simple widget named "Data Merge
Manager" in Word 2004.

See " About data merge" in the Word 2004 help.

But basically, it is so simple that if you simply go to Tools>Data Merge
Manager... It will just about talk you through it.

You need to understand that there are three documents involved:

1) Your MAIN document. This is the text that will go on the output. In
your case, there won't be any text, just the fields containing the names.
But the document must be there.

2) Your data source. In this case, it will be your document containing the
names.

3) Your output document. These will be your labels.

The "Field Names" will not appear unless you have opened your data source
(because Word needs to know which fields are coming, it has to look in the
source...)

When you "Preview" this, you will see only the first page of the output
document. Word will not generate the rest of the pages until you hit the go
button.

Enjoy! (And come back here if you get stuck...)









--
Don't wait for your answer, click here:http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltdhttp://jgmcghie.fastmail.com.au/
Nhulunbuy, Northern Territory, Australia
+61 4 1209 1410, mailto:[email protected]

Thanks again everyone. With that last bit of info from John I finally
got it to work. Woohoo! I'm very happy and you guys are terrific.

Sincerely,
Caroline