Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 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

Written by Allen Wyatt (last updated August 6, 2022)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365


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, 2021, and Word in Microsoft 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. ...

MORE FROM ALLEN

Previewing Before You Print

Print Preview is a feature built into Word that allows you to see what your printed output will look like before you ...

Discover More

Counting the Times a Worksheet is Used

Do you need to know how many times a worksheet has been used? Excel doesn't track that information, but you can develop ...

Discover More

Checking Lock Status of Cells

When you first create a worksheet, all the cells in that worksheet are formatted as locked. As you unlock various cells ...

Discover More

Do More in Less Time! An easy-to-understand guide to the more advanced features available in the Microsoft 365 version of Word. Enhance the quality of your documents and boost productivity in any field with this in-depth resource. Complete your Word-related tasks more efficiently as you unlock lesser-known tools and learn to quickly access the features you need. Check out Microsoft 365 Word For Professionals For Dummies today!

More WordTips (ribbon)

Handling Long Lines in Address Labels

When you print address labels, you only have a limited amount of horizontal space for each line of the label. If your ...

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

Creating One-time Labels

Need to create a set of labels for a specific purpose? The easiest way is to let Word create a set of blank labels and ...

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}] (all 7 characters, in the sequence shown) 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 0 + 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.

Videos
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.