Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Adding Addresses To a Set of Address Labels.

Adding Addresses To a Set of Address Labels

by Allen Wyatt
(last updated July 4, 2015)

Terri has made several pages of address labels. After completing them she realized that she forgot some addresses. Terri wants to make sure that the addresses on the finished labels are in order, by address, so she is wondering how she can insert the missing address labels without having to do them all over again.

It is unclear how you created the address labels to begin with and that information, to a large degree, determines how big of a job it is to "do them all over again." Unfortunately, there is no way to insert a label into the midst of a group of existing labels and have the labels readjust themselves to accommodate the information you are inserting. You can, however, add a row in your table (labels are organized in a table) and then use the new row to insert the new address. If there are multiple labels on each row, then this solution may not be satisfactory because it means you end up with some blank, wasted labels in your printout.

The best solution is to make sure that your addresses are stored in some type of data source (such as Excel or Outlook) and then use Word's mail merge capabilities to create labels whenever you need them. Storing the addresses in this manner makes them easier to sort and organize, and using mail merge is pretty easy, once you know how to do it. (You can discover how to create labels using mail merge in other issues of WordTips.)

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9166) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Adding Addresses To a Set of Address Labels.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

DOS From Macros

Need to run a DOS command from within one of your macros? The answer is the Shell command, described in this tip.

Discover More

Changing Cell Values while Printing

When printing mulitiple copies of the same worksheet, you may have a need to change something simple for each of the copies. ...

Discover More

Finding and Replacing with Subscripts

Want to use Find and Replace to change the formatting of a cell's contents? You would be out of luck; Excel won't let you do ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (ribbon)

Creating Custom Labels

There is a whole passel of labels pre-defined in Word. You are not limited to this passel, however; Word allows you to define ...

Discover More

Formatting Labels

Need your labels to look a certain way? You can save time by formatting them before Word actually creates the sheet of ...

Discover More

Backing Up Label Layouts

Once you create a custom label layout it is a good idea to backup the layout on a different hard drive in the event of a ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.