Using MAILLABL.DOT to Print the Same Data on Multiple Labels

• Microsoft Word for Windows, versions 2.0, 2.0a, 2.0a-CD, 2.0b, and 2.0c

SUMMARY

Although the label template (MAILLABL.DOT), supplied with Word for Windows is designed to create a single label or one label for each record in your print merge data document, you can use this template to create a full page of labels of the same data (such as a whole page of labels with a single name and address).

To print a full page of labels that contain the same data (for example a single name and address), use one of the following two methods.

Method 1: Type the Label Text in the Special Character Box

This method does not use the MERGEFIELD field or the print merge Record Selection feature. Instead, you type the label text in the Special Character box of the Layout Mailing Labels dialog box (this dialog box appears when you create a new document based on MAILLABL.DOT).

1. From the File menu, choose New. Select MAILLABL in the Use Template box and choose the OK button.

2. When prompted, choose the Laser or Dot Matrix button, as appropriate.

3. When prompted, select the appropriate label size and choose the OK button.

4. When prompted, choose the Multiple Labels button.

5. When prompted, attach a data file or create one if necessary.

   Note: Attach any valid data file or create a token data file. This method does not access information from your data document, but the macro stops if you do not attach a data file. You can detach the data file later, if desired.

6. When the Layout Mailing Labels dialog box appears, do not select anything in the Field Names box. Press the TAB key to position the insertion point in the Special Characters box.

7. Instead of selecting a special character, type the first line of your label text. For example, type the following:

   Joe Smith

8. Choose the Add To Label button.

9. In the Special Characters box, select New Paragraph and choose the Add To Label button.

10. In the Special Characters box, type the second line of your label text and then choose the Add To Label button. For example, type the following:

    111 Denny Way

11. Repeat step 9.

12. Repeat steps 10 and 11 to insert the remaining lines of label text. After you add the last line of label text, choose the Done button.

    The MAILLABL template inserts the label text in each cell of the label document. In the example above, the following text would appear on each label:

    Joe Smith 111 Denny Way Seattle, WA 98111

13. To print the labels, choose Print from the File menu (instead of choosing Print Merge).

Method 2: Remove NEXT Field From Each Label in Main Document

The macro that creates the main document for the merge inserts a NEXT field before each record. This NEXT field causes Word for Windows to move to the next record in the data file and uses its data for the bookmark fields that follow the {NEXT} field in the main document. If you remove all the {NEXT} fields in the main document, Word for Windows prints a complete page of labels for each record in the data file. To remove all {NEXT} fields from your main document:

1. From the View menu, turn on Field Codes.

2. From the Edit menu, choose Replace.

3. In the Find What box, type "^19next" (without the quotation marks).

4. In the Replace With box, press DELETE to clear any contents. Choose the Replace All button. Choose the Close button.