list of names onto individual labels

C

CAPT ALEX

I need to put a list of about 450 names on indivdual labels. I dont want to
hand type them in one at a time. HELP!!
 
G

Greg Maxey

CAPT,

Assuming that someone has alreayd hand typed the names somewhere (e.g.,
another Word document, database, spreadsheet, etc.) you would use a process
known as mail merge and merge to a defined label layout.

For Word2003: Tools>Lettters and Mailings>Mail Merge
 
S

Suzanne S. Barnhill

You're going to need to type them at some point (unless someone already has,
as Greg suggests), but by far the most efficient thing to do, insteadof
typing the individual labels, is to create a database that can be used as a
mail merge data source. The benefit of this is that you can reuse the data
source to create form letters, envelopes, or address books in addition to
address labels.

Although you can create this data source in Excel (and that's probably most
satisfactory for databases with many fields) or use Word's Mail Merge
Helper/Wizard to create an Access-style data source, the simplest data
source is just a Word table. The first row contains the names of the fields,
and the remaining rows contain the data, one field per column. How you
divide the fields depends on what you may later need to do with the data.
You mention only names; in this case I would suggest having at least two
fields: FirstName and LastName. This will allow you to list the names first
name first and still be able to sort by last name. The advantage of this
over just typing the labels directly is that if you want to add or remove
names, it is much more easily done in the data source.

For more on this subject, see these articles:

http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm
http://word.mvps.org/FAQs/MailMerge/CreateADataSource.htm

If you have the names in Outlook already, see
http://www.gmayor.com/mailmerge_from_outlook.htm

For specific information about merging to labels, see the appropriate one of
these:
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm (Word 2002 or 2003)
http://www.gmayor.com/merge_labels_with_word_2007.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org
 

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