How to Make Mailing Labels Using Microsoft Publisher

Microsoft Publisher is a user-friendly desktop publishing program you can use to make many different types of publications. One of the most useful is making mailing labels. Setting up a database of addresses and using Publisher to create your labels can save you considerable time and energy. It is also a simple process that you can master in a short period of time.

Things You'll Need

• List of names and addresses
• Microsoft Publisher
• Sheets of mailing labels

Instructions

Create an Address List

1. Build an address list in Microsoft Publisher. On the Mail Merge menu, click "Open Data Source." Then click "Create an Address List in Publisher."

2. Enter your data in the correct fields under Enter Address Information. When your first entry is complete, click "New Entry." Include the information for all the people you need to include in your mailing.

3. Use your mouse to click "Close" when you have finished adding all the names and addresses on your list. Name and save the address list so you can find it when you're ready to make your mailing labels.

Create Your Mailing Labels

1. Choose "Mailing Labels" in the Publisher publications wizard. Then double-click on the size of label you will be using. Click where you want to insert the information from your address list.

2. Select "Open Data Source" on the Mail Merge menu. Then click "Merge Information From a File I Already Have" and click the name of the address list you will use for these labels. Click "Open" to access your list.

3. Click the first field you want to insert. Then click "Insert" and Publisher will insert a placeholder text called a field code into the selected text frame.

4. Type any spaces, punctuation or hard or soft returns needed to lay out your fields properly. For example, type two spaces between the field codes for the state and the zip.

5. Repeat for each field you want to insert in your label. You will end up with fields for the name, address, city, state and zip. Then click "Close."

6. Return to the mail merge menu and select "Merge." The field codes will be replaced by the information from your address list. Go to the Preview Data Dialog box to see what the labels will look like before you print them.

7. Place your label sheets in the printer and print.