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Printing Address Labels in Microsoft Word 2002/XP

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Printing Address Labels in Microsoft Word 2002/XP Printing Address Labels in Microsoft Word 2002/XP 1. Download data from Stratus and note location where it will be saved. 2. Open Word. 3. On the “Tools” menu, go to “Letters and Mailings” and select “Mail Merge Wizard”. 4. Under “Select Document Type” select “Labels” and click “Next: Starting Document” at the bottom of the Task Pane. 5. Under “Select Starting Document” Choose “Change document layout”. Click on “Label Options”, select the type of label you will be using and click “OK”. Then click “Next: Select recipients” at the bottom of the Task Pane. 6. Under “Select recipients” select “Use an existing list” and under “Use an existing list” Click “Browse”. Navigate to the file that you downloaded, select it and click “Open”. Verify the list of Mail Merge Recipients removing the R any recipients which you do not want to include. Click “OK”. Click “Next: Arrange your labels” at the bottom of the Task Pane. 7. Under “Arrange your labels” select “Address block”. In the “Insert Address Block” box remove the R from “Insert company name”. Click the “Match Fields” button. In the “Match Fields” box match the appropriate fields from the drop down list with the “Required information” list items as shown. When you are done matching the fields click “OK”. In the “Insert Address Block” click “OK”. Click on “Update all labels”. Click on “Next: Preview your labels” 8. Verify that your labels appear as they should and click “Next: Complete the merge”. 9. Click “Print”. Select “All” and click “OK”. In the “Printer” box verify your individual printer’s settings and Click “OK” to begin printing your labels. 10. At this point if you want to re-use your mailing label file, Select “Save” on the “File” menu to save your Mailing label merge document. When you re-open it will use the same data file name and location or it will prompt you for a new file if it cannot find the previously used file name. Printing Address Labels in Microsoft Word 97/2000 1. Download data from Stratus and note location. 2. Open Word. 3. Click on the “Tools” menu and select “Mail Merge”. 4. Click “Create” and select “Mailing Labels”. 5. Choose “Active Window”. 6. Click “Get Data” and select “Open Data Source”. 7. Navigate to the Downloaded Data File (be sure to change “Files Of Type” to “All Files” (*.*). 8. Choose the file and click “Open” (If you receive an error message stating “Word is unable to open Data Source” or a message regarding ODBC Drivers, see the notes #1 and #2 below.). 9. Choose “OK” for the default conversion type. 10. Click “Set Up Main Document”. 11. Select Label Type (Normally “Avery Mailing Labels – 5160”) and click “OK”. 12. Choose Desired Fields by clicking on “Insert Merge Field” and selecting the desired fields. Remember to insert spaces between adjacent fields and that the State must be added manually into the “Sample Label” area. 13. Click on “Merge” and choose “Merge” a second time. 14. Manually remove extra data (Additional states listed on the last labels as this will waste additional labels). 15. Print NOTE 1: Due to a bug in Word 97 if you receive an error stating “Word was unable to open data source” you need to Turn off the option to hide file extensions. Instructions are as follows: 1. Right-click the Windows Start button. 2. On the shortcut menu, click Explore. 3. In the Windows Explorer, on the View menu, click Folder Options. 4. Clic k the View tab. 5. Click to clear the "Hide extensions for known file types" check box, and then click OK. 6. Close Windows Explorer. NOTE 2: If you receive an error message regarding ODBC Drivers you may need to add the Microsoft Excel Converter optional comp onent to your Office installation. Instructions are as follows and you will need to have your Microsoft Office or Word disks ready to complete these procedures. Adding the Microsoft Excel Converter To Microsoft Word Procedure for Word 2000 1. Go to Start à Settings à and click on Control Panel. 2. Double-Click on the Add/Remove Programs icon. 3. Scroll down to the appropriate program entry (Microsoft Office 2000 Professional, Microsoft Word 2000, etc…) and click to highlight it. 4. Click the Add/Remove button. 5. Once the setup program has begun, select Add or Remove Features. 6. Expand Converters and Filters (click +) and then expand Text Converters. 7. Click the icon next to Microsoft Excel Converter and select Run From My Computer. 8. Click on Update Now. 9. When prompted, Insert your office CD and click OK. 10. When setup is complete you will receive a message, which says Microsoft Office 2000 Setup Completed Successfully. Click OK and retry the Label Printing Procedure. Procedure for Word 97 1. Go to Start à Settings à and click on Control Panel. 2. Double-Click on the Add/Remove Programs icon. 3. Scroll down to the appropriate program entry (Microsoft Office 97 Professional, Microsoft Word 97, etc…) and click to highlight it. 4. Click the Add/Remove button. 5. When prompted, Insert your office CD and click OK. 6. Once the setup program has begun, select Add/Remove. 7. Scroll down and highlight Converters and Filters and click on Change Option. 8. Highlight Text Converters and click on Change Option. 9. Select (put a check mark next to) Microsoft Excel Converter and click OK. 10. Click OK again. 11. Click Continue. 12. When setup is complete you will receive a message, which says Microsoft Office 97 Setup Completed Successfully. Click OK and retry the Label Printing Procedure. .
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