Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Office 365. 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 November 10, 2020)

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, 2013, 2016, 2019, and Word in Office 365. 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. ...

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