Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Printing Multiple Label Copies when Merging.

Printing Multiple Label Copies when Merging

by Allen Wyatt
(last updated November 27, 2013)

9

When you use Word's mail-merge feature to create labels, it simply creates a source document that contains the proper field codes to print a single set of labels. To print multiple copies of labels, all you need to do is merge the source document with the data source to create a new document. This merged document can be printed as many times as desired to achieve all the copies you want.

The problem with this approach, of course, is that you end up with multiple sets of labels, not multiple label copies. For instance, let's say that you wanted five copies of each label, so you printed the merged document five times. The first label in each set is the same, as you would expect. However, if you wanted to print five copies of the same label, in order, on the first sheet, then five copies of the next label, in order, you can't use the approach of simply printing the merged document multiple times.

The answer lies in going back to the source document—the one with the field codes—created by Word. If you display the source document and then press Alt+F9 to display the field codes in the document. You will see that for each label except the first one, Word includes a { NEXT } field at the beginning of the label. To print multiple copies of the labels, simply remove the desired number of { NEXT } fields. For each { NEXT } field you remove, Word will print that label using the data in the same data record as used by the previous label. (Remember, as well, that Word puts the labels together from left to right, then from top to bottom.)

For instance, let's say that Word formatted your source document for Avery 5160 labels, which are three across and ten rows per sheet. If you want three copies of each label, simply remove the { NEXT } fields from each label in columns two and three. Thus, a { NEXT } field will appear only in the first label of each row, with the exception of the first row, where a { NEXT } is always assumed by Word. To create your actual labels, simply merge the source document with the data source to create a new document that has your labels. You will see that each label is repeated three times.

To create a different quantity of labels, simply make sure that the { NEXT } field appears only after the number of desired labels. This means that if you want five copies of each label, then { NEXT } should appear only at the beginning of the sixth, eleventh, sixteenth, twenty-first, and twenty-sixth labels.

The downside to this approach is that the number of labels you print must be a factor of the number of labels on the sheet. In the case of the Avery 5160 labels, the number 30 (the number of labels per sheet) must be evenly divisible by the number of copies you want. For instance, you could print 2, 3, 5, 6, 10, or 15 labels and fill up each sheet. If you use a different number, such as 7, which is not evenly divisible (7 times 4 is 28, which is the closest you can get), then you must remove all the fields from the last two labels of the sheet so they will print out blank.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1627) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Printing Multiple Label Copies when Merging.

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

Ruler Disappears when Entire Document Selected

The rulers in Word can be quite helpful when formatting your document. The rulers may not be displayed all the time, however, ...

Discover More

Formatting All Headings At Once

If you need to apply a common formatting change to all the headings in your document, a quick way to do it is to use the ...

Discover More

Noting Table Rows Containing a Character

If you want to have Word highlight rows in a table that contain a certain character, you need to resort to using a macro. ...

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 (MENU)

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 then ...

Discover More

Specifying a Label Stock for Saved Documents

When you create a document designed to be printed on a particular type of label stock, it might be helpful if Word remembered ...

Discover More

Sequentially Numbered Labels

A common task in Word is to create labels. This tip presents two approaches you can use when you need to create labels that ...

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 for this tip:

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. 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 + 8?

2016-03-20 09:42:56

Poonam

I have 4 to 5 names in one record. I want to print envelopes. I want 4 envelopes to print when mail merged if record has 4 names and 5 envelopes to print if record has 5 names.

Can u help me


2015-09-28 15:19:02

Robin Hicks

I have a large mail merge, about 4200 records. They all need 3 labels.
The above to get 3 of the same label across works as desired, and on the first sheet I get 10 rows of different labels - 3 across as desired. However, when it goes to the next sheet of labels, the name one the top row is the second name from the 1st sheet and the next 8 rows are the same as on the 1st sheet as well, and the 10th row is a new name, this continues on for all of the following label sheets.
When doing a print preview, it shows only 1 page.
Any suggestions would be greatly appreciated!!


2015-08-09 17:34:26

Benito

Thanks for this tip - works 100%!

Not sure about the comment made by Meriam, that editing the source is more efficient - sure, if you need different quantities of individual lables like Julia this is the way to go, and you can write some macro that multiplies records in your spreadsheet for you.

If you however need the same quantity for your labels, mocking around with the source will just blow up its size, and the mail merge will take longer as it has to go through all of the records. The proposed solution is so much more elegant.


2015-03-21 18:02:58

Meriam

It's much simpler and more efficient to edit the source document. Copy and paste the relevant line/entry as many times as you need it to print. This method allows different quantities for each label, and is not affected by how many fit on a sheet.


2014-05-30 19:49:06

Julia M

I'm looking for a similar solution, but I need Word to find the amount I want to create in the excel sheet. I am printing 100s of admission passes and some guests are getting 50 and while other will only get 2. I don't want to go through one by one and remove <<next record>> if Microsoft Office can do the math for me.

Any ideas?


2014-01-13 08:16:00

dr.Ashraf zayed

please
Is there any way to numbering the merged label if filed # 1 is equal # 1 in the next record give number 1/2, the next record 2/2 etc....


2012-09-19 12:31:31

Jen

This was a great solution. Thank you.


2012-08-20 16:00:16

Ellen

Thanks so much!! This is exactly what I needed. Worked perfectly. :)


2012-03-29 17:42:57

Jeff Kundmueller

Does this work with dot matrix fanfold labels? I only see one label with the word feilds.


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.

Links and Sharing
Share