Adding Avery Label Definitions

[Fester Bestertester]

Greetings,

We're running Word 2K3, sp3.

We recently installed an HP Color LaserJet 4700 printer. Unfortunately,
we didn't discover until after the fact that standard Avery laserjet
labels are not rated to run in *color* laser printers because of the
higher temperature. If the fuser or some other part were to fail because
we were using incorrect labels, the hardware warranty won't be honored
for the failed part or parts.

Avery has a list of labels on their web site that are rated to run in
color laserjet printers (6970, 6870, etc.) but these label numbers do
not appear in the Product Number list under the label options (Tools |
Letters and Mailings | Envelopes and Labels | Options... )

We could, of course, create our own custom label definitions, but that
would mean that I'd have to go around to each user's machine and create
them (the users are never going to be able to do this themselves).

We could also download the templates from the Avery web site, but that
would require the user to take the extra step of selecting the template
before creating the labels.

Is there a way to download new label definitions from MS and add them to
Word, so that they appear in the list of Product Numbers that the user
can select from?

 

[JoAnn Paules]

You can't add anything in that list but chances are those labels are
available as another number. Usually one is ink jet and one is laser. Or
sometimes it's that one is a color and the other white. You may have to
develop some sort of a substitution list.

For example, you couldn't find Avery 6970. It's a 1" x 2.63" label, 30 to a
sheet. If you look at Avery 5260, it's the same thing and it's listed in
Word 2003's list. (I'm assuming it's still there for 2007 but I don't have
that on this system.)

No downloading needed - just a little cheat sheet.


--
JoAnn Paules
MVP Microsoft [Publisher]

~~~~~
How to ask a question
http://support.microsoft.com/KB/555375

 

[Beth Melton]

The easiest way to do this is to add the Custom Label definition to one
computer and create Reg file for the changes. Then all the user (or anyone)
would need to do is double-click the Reg file to merge the Custom Label
definitions.

Once the Custom Label definitions are created they are located in the
Registry at:
HKEY_CURRENT_USER\Software\Microsoft\Office\9.0\Word\Custom Labels

Select the Custom Labels key, click File/Export, make sure "Selected Branch"
is selected, provide a name for the file and click Save. Then distribute the
resulting *.reg file. As noted, double-click the *.reg file on the other
computers to merge the data into their Registry.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Fester Bestertester]

Thanks Beth this was exactly the answer I was looking for. Creating a
cheat sheet as suggested previously was the other option I was going to
consider, but that would require the users to look up on the cheat sheet
every time they need to run labels.

Avery is sending me a list of specifications for all their color
laserjet compatible labels. My plan was to create them on my PC, but my
next question was going to be how to distribute those definitions. So
thanks for thinking ahead of me.

So I presume if I open Windows Explorer and navigate to my
"ColorLabels.reg" file, double clicking on it will add the key to the
user's registry. Think I'll test this out on my test box first.

 

[Fester Bestertester]

Follow up:

I presume it goes without saying that I need to be logged in under the
user's profile on the target machine before double clicking the .reg
file, since it needs to go under HKEY_CURRENT_USER?

 

[Beth Melton]

You're welcome. I'm glad to hear that's what you were looking for.

It still requires "touching" every computer but it's faster than creating
them for everyone. The method I described is frequently used for moving
custom label definitions to a new computer so it's been used numerous few
times by others if you're worried about anything -- I've used the method
several times as well.

You're presumption is correct, simply double-click the ColorLabels.reg (once
it's on the user's computer) and the custom label definitions will be merged
into to their Registry. Also note the entire Word branch of the Registry is
self-healing so if you feel you've done something wrong it can be
renamed/deleted and a new key, using the defaults, will be created the next
time Word starts. (A method I frequently use to quickly reset training
computers back to the defaults.)

Also note that you need to exit Word after creating the custom label
definitions or you may not see the changes updated the Registry.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Beth Melton]

Yes. But I suspect you found that out already.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Fester Bestertester]

OK, still one more follow up question:

I presume that, if I need to create additional custom definitions in the
future, I simply re-export the same key and double-click it on the other
users' PCs, all the definitions, including the new and edited ones, will
still there...

 

[Graham Mayor]

The only minor snag is that the label definitions in Word 2003 are at
HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Word\Custom Labels
and not
HKEY_CURRENT_USER\Software\Microsoft\Office\9.0\Word\Custom Labels
The Word 9 (2000) cyustom definitions would not be transferrable to later
versions, but aside from that all is well and you can merge to each user as
required.
Note that if you update to Word 2007 the whole game stops as custom labels
are not storted in the registry in that version.
Most organisations only use one or two label sizes. Most people can remember
two or three numbers. Write them on the label boxes!

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[JoAnn Paules]

And that gets you back to what I suggested.

--
JoAnn Paules
MVP Microsoft [Publisher]

~~~~~
How to ask a question
http://support.microsoft.com/KB/555375

 

[Beth Melton]

Yes, that is correct, provided the previous label definitions are also in
the key. When you merge the *.reg file the entire key is overwritten with
the new one.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Coauthor of Word 2007 Inside Out:
http://www.microsoft.com/MSPress/books/9801.aspx#AboutTheBook

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/

 

[Beth Melton]

Not it doesn't.

First, 'Fester' is asking about Word 2000, not Word 2003 or Word 2007.
Second, just because custom label definitions aren't stored in the same
place in Word 2007 it doesn't mean they aren't available. As a matter of
fact, they're even easier to share with others than they were in previous
versions.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton

 

[Graham Mayor]

Quote "We're running Word 2K3, sp3."?

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Beth Melton]

Whoops, I keep forgetting SP3 was release for Office 2003 and read Word 2K3
SP3 it as Word 2K SP3. Thanks for the catch.

BUT, it still doesn't change the fact that you don't need to resort to a
creating a crude cheat sheet to share custom label definitions if using Word
2007.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton

 

[JoAnn Paules]

My comment was in response to Graham's comment
I guess I'm looking at it as work to set up a custom template when the work
is already done, just with a different designator. I'd slap a label on the
labels reminding me to use template nnnn instead. Just another option.


--
JoAnn Paules
MVP Microsoft [Publisher]

~~~~~
How to ask a question
http://support.microsoft.com/KB/555375

 

[Graham Mayor]

You certainly can share custom template definitions in 2007. However, my
point was that it was simpler just to write the equivalent number on the
label box and use the pre-configured label of the same pattern

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Beth Melton]

If looking up equivalent numbers, testing them, writing the numbers on the
outside of the box, and hoping the numbers get transcribed to new boxes, is
easier for you then by all means. I'd rather copy a single file containing
all of the custom label definitions, myself.

Most of my labels have the numbers printed on the label sheet and I have no
idea where the boxes are. I suspect the same is true for most offices.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email cannot be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton