Long Lines on an Address Label

If you’ve ever done mail merges on address labels, you certainly have come across all kinds of data. When some folks do data entry, they don’t abbreviate. This might actually be a requirement for high end mailings. For some reason, abbreviating does not equal high class. Sometimes these lists with their abbreviated names and addresses find their way to ML-3000 mailing address labels.
A quick and dirty solution to clean up these long names or address, would be to do the merge and search the merged document for soft returns (srt) or hard return soft pages (hrtspg) or soft return soft page (srtspg), but alas, this is Microsoft Word. Word does not automatically insert any code for soft pages or soft returns. You can do it in Word Perfect, but not in Microsoft Word. So what to do?
Here is an excellent article on what to do to take control of long address lines. Be brave though, it could involve some Visual Basic Scripting.
Here is an excellent article on what to do to take control of long address lines. Be brave though, it could involve some Visual Basic Scripting.

Address Labels with Word Perfect 5.1?

Does anybody out there remember using Word Perfect 5.1? We used to use it for doing mass mailings. Forget about graphical user interfaces. This was plain beautiful blue background with white text. It was actually pretty powerful. We used to print thousands of address labels and merged letters with it. There weren’t too many fonts, but you could buy nice fonts. It got even better with 6.0 which came with a binary editor. You could edit any file. Good stuff. It was a simpler time. And by simpler, I mean more complicated for the end user. Let’s face it Microsoft Word is much easier these days than Word Perfect 5.1 ever was.
If you still feel the need to get back to WordPerfect 5.1 under Windows 7 or 8, you’ll need to get an emulator. There are a few things you can do. You can download DosBox, which is great if you want to run old DOS programs. You can also download Oracle VirtualBox. If you use VirtualBox, you’ll need a copy of whatever operating system under which you’ll run WP5.1. That means, you’ll have to have an old copy of DOS, or Windows 3.1, 95, 98, XP, or Vista.

M-5360 Address Label Template

With 21 labels per page the M-5360 address label offers a bit more room than the M-5361 30 up label. “30 up” is the term we use in the biz just to say how many labels are on the page. So the M-5360 is 21 up. Conveniently this label has a very similar number to the Avery product: Avery 5360.
If you still cant find a template for this label, and don’t want to take the time to create one, we’ve got the template right here for you.

Click on the picture below to download the template in Microsoft Word.

M-5360 Address Label Template

Remember, the grid lines that show in the above document can be turned off and on when you view the Word document. If you don’t see any grid lines, it doesn’t mean that you don’t have labels, you just need to turn on the grid lines. Check out our blog post on how to do that here: Seeing the Label

Butt-Cut Address Label

Instead of using our ML-3000 Address labels, which have 30 labels per page, you can use our M-5351 address labels. They have an extra row of labels. They are Butt Cut which means that each of the address labels butt up against each other, and there is no space above or on the sides of each of the address labels. And, there is no margin area on the top, bottom, right or left sides of the page.
This is why they call these labels copier labels. Don’t get me wrong, you can still use the M-5351 address labels with Microsoft Word to do your mail merge. But….your printer might be limited. Most Laser and Inkjet printers have physical page margin limitations. It’s usually the top margin that’s problematic.

Thanks to Jenna, who was just on chat for bringing up this issue.

For instance on the Brother HL-5250DL, a very popular budget laser printer, you can find what’s called the printable area. As with any peice of machinery, there exists a manual for it somewhere. For the HL-5250DL, you’ll find the manual here. If you download the manual, you’ll find a section called “Printable Area”. The illustration below shows what the printable area is for the HL-5250DL
You’ll see it’s only 1/16″ on the top and bottom, and 1/4″ on the right and left of a portrait 8-1/2″ X 11″ page. So remember, if you’re having printing problems near the edge of your paper, check your printer’s physical print capabilities.
Printable Area

You Say Mailing Stickers and Address Stickers, I say Mailing Labels and Address Labels

Language is a funny thing. We have different names for things in different parts of the country. If you’re from the Midwest, you drink Pop. Here in the Northeast, it’s called soda. I’ll never forget the first time I heard that one. Pop? What’s Pop? Ohhhhhh, you want a soda! Ha!. But the differences in language can be between places that are pretty close. For instance, I have relatives in Springfield, MA, the birthplace of modern Basketball, and the Basketball Hall of Fame. So one day just before lunch, one of my relatives up there in Springfield asked me if I wanted a Grinder. A what? A grinder, you know, some meat and cheese on long bread. Ahhh, you mean a Hero? Yesssss.
I guess the same thing goes for the terms Mailing Stickers and Address Stickers. I would never have thought to call them stickers. Stickers were the things that came free in a cereal box. Stickers of your favorite action hero’s (not Grinders), or stickers with slogans, or funny little comics that you could stick on the outside of your school book cover.
It’s pretty rare that I hear somebody call Mailing Labels and Address Labels by the monikers Mailing Stickers or Address stickers, but it happens. I haven’t come up with a geographical pattern yet. People in Warshington will say Mailing Stickers, as well as folks pahhking their cahh in Hahhhhvid Yaahhd, as well as folks with cayts in their layps watchin Da Bears in Chicago. maybe there’s some linguist out there who can figure it out.

Controlling Address Label Field Length in Excel

When using an Excel file to complete a mail merge, keep your field lengths from getting out of hand, even if you’re using a 4″ wide address label like the ML-1000, ML-1400, ML-2000. If you’re using a database such as Microsoft Access, OpenOffice Base, LibreOffice Base, dBase, FoxPro, MySql, it’s pretty straight forward to control field lengths by just setting the field length to a fixed value. If you’re using Excel, it’s not as straight forward as that.
Although Microsoft Excel is not a database program, it does provide some functionality to control the length of your input fields. The Document shown, which you can download, named address-label-field-length.xlsx an Excel 10 spreadsheet contains a worksheet which has typical fields that would be used for a mail merge.
To prevent field lengths that are too long from being entered, you can place a limit on the field lengths for anyone who is entering the data.
Click on the Data tab shown highlighted in yellow.
Excel Data tab
Now select the entire column by clicking on the column marker. Here we selected FirstName, which has the letter A as the column marker.
Click on the Data tab. then select the Icon labeled Data Validation.
Click on the upper half of this icon that is circled in red.
Data Validation Icon
When the Data Validation window pops up, choose the Setting tab. From the drop down Menu titled Allow, choose Text Length. Then move down to the next drop down menu titled Data. Choose less than or equal to.
Then move down to the next drop down menu titled Maximum. Here we input a maximum of of 20 characters for the First name field.
Data Validation Icon
Now move to the Input Message tab. If you like, you may enter a message that will appear when you are entering data. Here we chose to enter a title and message that would remind the user of the maximum field length.
In the Title field, we put Firstname field Length , for the Input message field, we entered the words maximum of 20 characters.
Data Validation Icon
Next we clicked on the Error Alert tab. Since we do not want the user to enter a first name with more than twenty characters, in the Title field we entered the word Error, and in the Error message field, we entered the words Maximum field length exceeded.
Data Validation Icon
So now when a user enters a first name with more than 20 characters, an error dialog box will popup.
Note that now when a user clicks inside any first name field, a floating message box will appear with the data we input into the Input Message tab in the Data validation window.
Also note that now, when a user enters data that is greater than 20 characters in the first name field, the error dialoge box containing the data that we entered into the error alert tab in the data validation window.

Address Label Mail Merge

Here’s a quick tutorial on how to do a mail merge using a Microsoft Word 10 primary merge document and Microsoft Excel 10 Table containing a list of names and addresses.
It’s a concise tutorial. Download the sample primary merge document which is just an Address Label template and the Excel document that contains all the names and addresses so you can follow along with the mail merge. If you need to create a mailing list, the sample Excel document is a great template to use. You’ll see that once you’ve created your Address list in Excel, it takes literally just over 2 minutes to do a mail merge.

Address label mail merge tutorial

Address Labels

When it comes to address labels, www.macolabels.com is your one stop shopping spot. We carry the same size address labels as Avery’s popular sizes.
our most popular address labels are the ML-3000, ML-2000, ML-1000, ML-1400, and ML-1450. Our labels are high quality, brand name, nicely packaged, and priced to save you a lot of money.

ML-3000

Same layout as Avery® 5160
click here to buy ML-3000 Address Labels, same layout as Avery® 5160
Size: 2-5/8 x 1, 30 per sheet

ML-2000

Same layout as Avery® 5161
click here to buy ML-2000 Address Labels, same layout as Avery® 5161
Size: 4 x 1, 20 per sheet

ML-1000

Same layout as Avery® 5163
click here to buy ML-1000 Address Labels, same layout as Avery® 5163
Size: 4 x 2, 10 per sheet

ML-1400

Same layout as Avery® 5162
click here to buy ML-1400 Address Labels, same layout as Avery® 5162
Size: 4 x 1-1/3, 14 per sheet

ML-1450

Same layout as Avery®:none
click here to buy ML-1450 Address Labels
Size: 4 x 1-1/2, 14 per sheet

ML-1425 is same layout as ML-1400

If you happen to need a template for ML-1425 address labels, don’t go looking too far. They have exactly the same layout ast the ML-1400 address labels. You could also use the equivalent Avery template, Avery 5162.
The only difference between the ML-1425 and the ML-1400 is that the ML-1425 is packaged differently. The ML-1425’s are packed in 25 sheet packs, whereas the ML-1400’s are packed in 100 sheet boxes.

Click on the Picture below to download the ML-1400 template. (……..Psst, remember,it’s the same as the ML-1425 template)

ML-1425 template, same as ML-1425