A couple of months later, you’ve got another job ahead of you … the thank you cards. Hopefully you saved the Word doc that you slaved over last time … formatting it and making it look just right.

But even if you did save your doc, you’ve still got plenty of work ahead of you … going through all of the names one by one, checking them off, making changes … it takes some time.

The solution? An Excel spreadsheet that allows you to very easily sort the list, make any necessary changes and have your labels ready in no time.

Working with an Excel spreadsheet makes the whole process of creating address labels — as well as other things, such as personalized letters, thank you cards, etc. — less time consuming and very easy.

Knowing how to merge Excel and Word documents can come in very handy in many situations. So today I’m going to show you a very easy but very useful time saver — how to create address labels in Word 2007 using an Excel spreadsheet.

Here’s what a simple Excel spreadsheet can look like:

Save this baby to your hard drive, call it something obvious like AddressList and all you need to do now is a quick merge between Excel and Word and your address labels are done in less than 10 minutes.

Here’s a step-by-step that shows you how easy it is to create address labels in Word 2007!

Creating Address Labels in Word 2007

1. Before you start make sure you have your Excel spreadsheet ready. Now open up Microsoft Word 2007 and click on the Merge tab.

2. Next, click on the Start Mail Merge button and select Labels.

3. Now it’s time for you to select the Label Vendor. In my case I am going to use Avery US Letter.

4. I have the 8662 labels so I am going to scroll down and select that. You should find the label number that’s appropriate for your labels, it’s usually on the box.

When you find your label number, select it and click OK.

5. You might get the following message. What this means is that if you typed something in this document and you did not save it, it will be lost. If you do not want that, hit Cancel, save the document and then repeat the steps from 1-5.

If you have a blank screen behind this message then go ahead and click OK to continue.

6. Next, click on the Select Recipients button on the ribbon and select Use Existing List.

7. Browse to the location where your Address List file is and select it. I have mine on the Desktop. I will click on it once, and then select Open.

8. In this window, select the sheet you have your list on. Mine is on the first sheet as this is all I have there. If you didn’t do anything special in Excel, your address list should be on the first sheet as well.

Also notice the check box next to First row of data contains column headers. You should have that checked if your columns have headers such as: First name, Last name, Address, etc.

If you don’t have the column headers, I would recommend going back to the excel file and adding them in. It’s going to make your life a lot easier while going through the merge. When ready, click the OK button.

9. Once you click OK you will see the following document. It may look a bit scary but don’t worry, all is good.

10. Since you are creating address labels, you will have two choices here. The first choice is to click on the Address Block button on the ribbon.

This option will automatically select all your columns and create an address for you.

The address looks good, but notice that we are missing the state. It’s not listed here but when we check back in our Excel document, it’s there.

Well this is ok, we can fix it. Go ahead and click on the Match Fields button.

11. Now in the left column find State and in that row click on the arrow pointing down, then select your header name for the State column. Mine is called State, so I will select that and click OK.

12. Now we see that the state is showing and the address looks good. Go ahead and click the OK button.

13. You will notice that in our first address label spot we have something called << AddressBlock >>.

If you decide to print your labels now, you will only get that first address in the first label. You need to make sure that the << AddressBlock >> appears on each label following the << NextRecord >> code. To do that you need to click on Update Labels option on the ribbon.

14. Once you click on that button, all labels will update.

And you are almost done! Now you have to click on the Finish & Merge button and select Edit Individual Documents to see what your labels will look like.

15. Make sure All is selected and click OK.

16. TA DA!!! Now all you need to do is print your labels.

Another Way to Merge …

1. Another way to do the merge is to pick the fields manually. To do that you will need to select the Insert Merge Field option on the ribbon and select one field at a time.

2. To start out, insert First Name, hit the space bar and then insert Last Name. After that, hit the enter key and insert Address.

Hit the enter key again, insert City, hit the comma key, and the space bar, insert State, hit the space bar again, and insert Zip Code.

This way all of your spacing and punctuation will be correct and your first label should look something like this.

3. You can also format the first label any way you want it. For example, you can change the font, you can center the text, make it bold, etc.

4. Once you are done making edits to the text and formatting, don’t forget to go back to your Mailings tab on your ribbon and select the Update Labels button. This will make sure that all your formatting and changes that you made to the first label are copied over to all the other labels.

5. Now you’re ready to view and print your labels. Click on the Finish & Merge option on your ribbon and select Edit Individual Documents.

Now isn’t this much easier than typing the names and addresses on the labels, over and over, and over again? And merging works just as well with letters, invitations, thank you notes, or anything else you do in Word. Try it out!

And don’t forget, there are lots of other cool things you can do in Word and Excel. Check out the sample videos below!

Get Microsoft Word 2007 Training and learn how to fully utilize this popular and powerful program!

Learn about all the new features and options, strategies that save you time, and how to integrate Word with other Microsoft programs including Excel, Outlook and PowerPoint.

Our complete Word 2007 training covers everything you need to know to become the Word expert.

Master Excel and become the spreadsheet expert with Microsoft Excel 2007 Training

Take advantage of all the new features of Excel and see how much more you can accomplish with your data.

Our complete Excel 2007 training – beginner to advanced – offers instructor led video, instructor’s notes, and plenty of Excel exercises to put your new knowledge into practice.

Related posts:

1. Merging for Dummies: Creating Mail Merge Letters in Word 2007
2. 5 Things You Need to Know How To Do in Excel 2007
3. Excel 2007: Visualize Your Data with Ease
4. Excel 2007: Your Guide to Effective Pivot Tables
5. Learn How to Create Relationships & Master Them in Access 2007

It’s only a couple of minutes long but really funny. See The Quest and four other short films here under The Films tab.

What I like most about this film is that I can relate to Carlyle. I’ve been in his shoes, not in a big conference room in front of my superiors, but I have been in those desperate situations where the one piece of information that I need right now is nowhere to be found. I’m sure you’ve had the same feeling too. Like all the crucial, indispensible information and data has deserted you on purpose.

The new Microsoft Office, and especially the new Excel 2007, has made some major improvements in this area. It’s easier to organize, analyze and find your information when you need it.

Plus there’s so much more you can do! We’ve filled a whole training course with it – over 12 hours of nothing but Excel 2007!

Today I’ll focus on just a few things that you can do in Excel that deal with collaboration:

• How to share an Excel workbook with others
• How to restrict access in a shared workbook
• How to track changes in a shared workbook
• How to remove a workbook from shared use

How to Share an Excel Workbook

A shared workbook allows multiple users on a network to view and make changes to the workbook at the same time. Every time a change is made and saved it is seen by the other users who have access to the workbook. This is very useful for any collaborative projects where multiple users need access to the same information and want to be up-to-date on the progress of the project.

Before you start sharing your workbook, note that not all features will work in a shared workbook. If you want to add any of the items below you should do so before you start sharing your workbook, and remember that you cannot change these features while the workbook is being shared:

• conditional formats
• data validation
• charts
• pictures
• hyperlinks
• scenarios
• outlines
• subtotals
• data tables
• pivot table reports
• macros
• merged cells

1. To start sharing a workbook, click on the Review tab, and locate the icon that says Share Workbook under Changes:

2. In the Share Workbook dialogue box that comes up, on the Editing tab select Allow changes by more than one user at the same time. This also allows workbook merging.

3. On the Advanced tab, select the options that you want for tracking and updating changes, conflicting changes between users, and personal view. Then click OK:

4. If this is a new workbook, type in the name of the file in the box that comes up and select a network location that is accessible to the users you want to give access to and click Save.

If you have already named this workbook, click on the Microsoft Office Button, click Save As, and select a network location that is accessible to the users you want to give access to and click Save.

At this point all users who have access to the network location that you specified have full access to the shared workbook that you just created. If you want to create a workbook with restricted access, keep reading!

How to Restrict Access in a Shared Workbook

1. If you want to create a shared workbook that only select users can access click on the Review tab, and under Changes click on Protect Shared Workbook:

2. In the dialogue box select Sharing with track changes and if you want enter a password, and click OK:

3. If you entered a password you will be asked to repeat it, and your worksheet is now shared!

If you want to change any of the Advanced options for sharing your workbook, click on Share Workbook on the Review tab and make any necessary changes. Notice that some options have been grayed out and cannot be changed in a workbook that has restricted access:

How to Track Changes in a Shared Workbook

1. Once your Excel workbook is being shared you can track all changed being made to it by others. To track all changes, click on the Review tab and select Track Changes:

2. You will have two options: Highlight Changes and Accept/Reject Changes. When you click on the first option you will get to customize how changes will be tracked, when, where in the worksheet and by whom:

3. When you select the Accept/Reject Changes option you can specify which changes you want to be able to review before you accept or reject them:

How to Remove a Workbook from Shared Use

When your team is finished with a project and you want to stop sharing a workbook you should first make sure that all changes have been added to the workbook.

For your records you might want to save a copy of the history worksheet, which is actually a separate workbook that lists all changes that were made to the shared workbook. This information might come in handy since it not only lists the changes, but also the names of the persons who made them, when and where the changes were made, which data was deleted, and how you resolved any conflicts.

1. To save a copy of the history worksheet, click on the Review tab, click Track Changes, and then click Highlight Changes:

2. In the dialogue box select All in the When list and clear the Who and Where check boxes. Select the last box List changes on a new sheet, and click OK:

3. When the history worksheet with all changes comes up either copy and save the worksheet or print it out.

4. Now you’re ready to stop sharing the workbook. Start by clicking on Share Workbook, located in the Review tab, just like you did when you were setting up the workbook to start sharing:

5. In the dialogue box that comes up, on the Editing tab make sure that you’re the only person listed under the Who has this workbook open now list.

Uncheck the box that says: Allow changes by more than one user at the same time. This also allows workbook merging. Click OK and then Yes to the warning about removing the workbook from shared use:

And that’s it, you’re done! Your workbook is no longer being shared.

Microsoft Excel 2007 Training – Available Now!

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Our complete Excel 2007 training – beginner to advanced – offers 12+ hours of instructor led video, instructor’s notes, and plenty of Excel exercises to put your new knowledge into practice.

Some of the topics in the training include:

• Formulas and Calculations
• Charts, Templates, and Pivot Tables
• Basic and Advanced Formatting
• Multiple Workbooks and Collaboration
• Using Macros and more!

Our Excel 2007 training also covers the Using Microsoft Office Excel 2007 Certification Exam (77-602 MCAS). So take advantage of all the new features and see how much more you can accomplish with your data.

Find out more about the Microsoft Excel 2007 Training and try the best computer training on the planet today – Risk Free!

Related posts:

1. 13 Best Keyboard Shortcuts for Excel 2007
2. 5 Things You Need to Know How To Do in Excel 2007
3. Excel 2007: Your Guide to Effective Pivot Tables
4. Excel 2007: Visualize Your Data with Ease
5. Excel 2007 Training Videos: Analyze and Visualize Your Data!

My finances, to-do lists, any and all records keeping, and anything that has to do with numbers — it’s all neatly stored in Excel spreadsheets, where I can do speedy calculations, easily sort and filter out the data, make quick graphs, and so much more.

So if you’re ready to start using Microsoft Excel 2007 here’s 5 things you need to know how to do!

1. How to Insert and Delete Rows, Columns, Cells and Worksheets

As in most Microsoft applications, there’s at least a couple of ways to do the same thing. In Excel 2007, the top part of the screen is called the Ribbon and that is where you can perform most, if not all tasks for Excel.

So first make sure that you’re on the Home tab on the Ribbon:

Next, locate the box that’s labeled Cells which is located on the right side on the Home tab:

To insert a worksheet, row, column, or cell click on the down arrow under Insert and select the appropriate task. Yup it’s that easy!

The only thing you have to remember is that the column or row that you’re inserting will go to the left and above the selected cell, respectively. So for example if I’m in C 3 before I click on insert row:

My new row will be inserted above my selected cell (notice the blue row is moved down):

The same thing goes for columns, the new one will be inserted to the left of the selected cell. When you’re inserting cells, you have the option to shift cells to the right or down, or to insert an entire row or column:

Deleting is very similar to inserting. All you have to do is click on the down arrow under Delete and select the appropriate task:

And again, what you’re deleting is what you have selected. It’s this simple!

As I mentioned before, there’s two ways of doing things in Excel, so here’s another way you can insert and delete. Simply right click and select either Insert or Delete:

For either one of the actions, you’ll be prompted with a dialogue box that will let you insert and delete cells, rows, and columns:

To insert or delete a worksheet, right click on the worksheet tab on the bottom and select the appropriate task:

And if you’ve read Bill Bullock’s article last week, you already know that you can also use a keyboard shortcut for inserting a new worksheet: ALT+SHIFT+F1

If you’re interested in learning other keyboard shortcuts see 13 Best Keyboard Shortcuts for Excel 2007 by Bill Bullock.

2. How to Adjust the Width and Height of Rows and Columns

Adjusting the width and height of columns and rows is very simple. You can do it by dragging the row or column until it reaches the desired height and width. All you have to do is left click on the edge of the column or row (as pointed out by the red arrow in the image below) and drag the whole column or row until the desired size is reached!

If you want to adjust more than one column or row at a time, first highlight the rows or columns you want to adjust, then right click and select either Row Height… (as seen below) or Column Width… – depending on what you’re doing.

A small dialogue box will pop up where you can enter the desired height/width:

3. How to Use Quick Sort

The quick sort function lets you organize and arrange your data so that it’s easier to analyze. The Sort function is located on your Home tab in the box labeled Editing. Clicking on the down arrow, you’re given three sort options: Sort A to Z, Sort Z to A, and Custom Sort:

The custom sort option allows you to select the column you want to sort, and then further select how you want your data to be sorted. The Order column lets you select from four custom lists, and you can create your own list with your own, unique information:

4. How to Use the Filter Option

The Filter option is located under the same option as the Quick Sort option – in the Editing box on the Home tab of your Ribbon. Filtering allows you to select specific parts of your data to help you with analyzing.

So start by highlighting the columns you want to filter and select filter. You’ll notice that the columns you selected will now have drop boxes in the headings:

Now, if I want to look at the sales numbers for a particular year, all I have to do is click on the appropriate arrow box, and select the information I want to look at (and remember, you can select more than one!):

5. How to Use Freeze Panes

Freeze Panes is one of my favorite features because it allows you to select your view very easily. For example, you want to see the top row at all times – even when you scroll way down to the bottom of your spreadsheet – you can do it by “freezing” the top row.

Here’s what you need to do. Go to your View tab and locate the Freeze Panes option, located in the Window box. You’ll be given three “freezing” options: Freeze Top Row, Freeze First Column, or Freeze the selected Panes – which is based on your current selection.

Freezing the top row and the first column is effortless – all you have to do is select the option, but to freeze your own selection, you need to pay attention to which cell you’ve selected.

For example, if you want to freeze the top row and the first column, make sure that you’re in B 2 – right below the top row and next to the first column before you click on Freeze Panes. The frozen panes will be marked with a black line:

To unfreeze panes, simply go back to the freeze panes option and select unfreeze panes:

I hope this information was helpful to all the new Excel 2007 users out there. Subscribe to our RSS feed for more handy tips, how-to articles, and more!

Related posts:

1. Excel 2007: Your Guide to Effective Pivot Tables
2. Excel 2007: Visualize Your Data with Ease
3. Excel 2007: Collaboration Made Easy
4. Excel 2007 Training Videos: Analyze and Visualize Your Data!
5. 13 Best Keyboard Shortcuts for Excel 2007