Posts Tagged ‘Christmas Card Labels’

Get Your Christmas List Organised With Address Labels & Mail Merge

Wednesday, December 5th, 2018

Yup, it’s Label Planet’s annual Christmas mail merge post; whether you’re a pro or a beginner, here’s how to use a mail merge to print a perfect set of Christmas address labels.

Christmas labels using Word Mail Merge

Christmas Address Labels – The Items You Need To Get Started

To perform a Mail Merge you will need:

  • A4 sheets of sticky labels.
  • A saved label template, compatible Avery template code, or layout and measurement information.
  • A saved list of addresses.

A compatible Avery template is one that has the same label size and layout as your A4 labels. If a label size has any compatible Avery codes, we will list them on the relevant product pages, product packaging, and template information pages.

Using a built-in template is simplest; if you can’t find a compatible code because Avery don’t supply your label size, you will need to save a suitable template to your device OR have detailed layout and measurement information for your label size to hand. We supply label templates AND measurements for all of our label sizes; visit our Label Templates home page and select your label shape and label size.

Your list of addresses should be saved in an Excel Spreadsheet, Outlook Contact List, Office Address List, Word Data File, Access Database, or Text File.

Christmas Address Labels – The Mail Merge Process

We recommend using the Mail Merge Wizard. Select the Mailing tab, click on Start Mail Merge, and select Step By Step Mail Merge Wizard. This opens a Mail Merge Panel on the right hand side of your screen, which guides you through these SIX STEPS:

ONE: Select Document Type – select labels.

TWO: Select Starting Document – select your template.

You have three options: select “Change Document Layout” and “Label Options” to use a built in Avery template (set Label Vendor to Avery A4/A5 and select your code) OR create your own label template (click on New Label and fill in the measurements). Alternatively, select “Start From Existing Document” to open a saved label template.

THREE: Select Recipients – select your list of addresses.

This adds the Next Record rule placeholder to all of your blank labels (except the first one). If you are using a saved label template, you must add these placeholders yourself using the “Rules” tool in the Mailings tab. 

FOUR: Arrange Your Labels – add your design (including placeholders for information from your address list).

You can add placeholders individually (use the “More items” option) or use preformatted options, such as Address Block. Add your design (and placeholders) in the first label before using the “Update all labels” button to complete your template. This button is not available if you are using a saved template so you will need to copy and paste your design into the remaining labels.

FIVE: Preview Your Labels – check that your information and design fit together on each label.

SIX: Complete The Merge – finish the merge and print your address labels.


You must use the media bypass tray (if your printer has one) and check your printer is using the correct settings.

Christmas Address Labels – Top Tips

For a chaos-free Christmas mail merge, we recommend following these top tips:

  • Use a built-in label template or create a label template if you can because this allows you to take advantage of several automated tools that are not available if you use a saved copy of a label template.
  • Keep your design simple and try to avoid elements that will complicate the printing process (such as multicoloured backgrounds and/or coloured borders around the edges of each label).
  • Remember that your address information will take up a lot more space on your address labels that the placeholders used to represent them.
  • Remember that some addresses are longer than others; make a note of the longest address in your list and make sure that you check how this address appears when you preview your address labels in step five.

Use the “From” option under Print to select enough addresses to fill one sheet of blank labels.

Christmas Address Labels – Troubleshooting Tips

If things start to go wrong, try these troubleshooting tips to avoid a label template nightmare before Christmas:

  • Can’t Find Your Avery Code: “Printer information” must be set to Page printers and “Label Vendor” to Avery A4/A5. If your Avery code is a Zweckform code, set Vendor to Avery Zweckform. If your code isn’t listed, it may refer to a discontinued product. Check for an alternative compatible Avery code.
  • Two (Or More) Labels Show The SAME Address Information: the Next Record rule must be in EVERY label EXCEPT the first one. It must come BEFORE any other placeholder in your design. Remember, if you use a saved template you need to add this rule yourself.
  • Address Block Doesn’t Show Full Addresses: Word might not have matched sections from your address list to the address block properly. The Match Fields tool allows you to indicate where each part of the address block is stored in your address list.
  • Some Addresses Don’t Fit: some addresses are longer than others. You can either adjust your deign to accommodate the longest address in your list OR edit the longer addresses to make them fit.
  • Your Address Labels Are Misaligned: there are TWO common patterns of misalignment, which you can fix as follows:

Misaligned in the SAME direction by the SAME amount: adjust the page margins of your template to correct the alignment. Click on the Layout tab, select Margins, and choose “Custom Margins”. Increase/decrease the top page margin to move your designs down/up and increase/decrease the left page margin to move them right/left.

Misalignment gets worse down/across/out from the centre: usually caused by printer settings. Check that the page size is A4, no scaling options are applied (i.e. less than 100% or “Fit to…” options), and that no options such as “Ignore Printer Settings” or “Use Default/Driver Settings” are applied. Run your device’s main software update tool to check you have the latest printer driver installed. You should also use your printer’s media bypass tray (if it has one).

If this doesn’t help, there may be a problem with your template; check that the size and layout measurements are correct.

Order Christmas Address Labels From Label Planet NOW For Pre-Christmas Despatch & Delivery

You should order Christmas address labels early because you need to leave enough time for:

  • Despatch and delivery of your order.
  • Designing and printing your address labels.
  • Sticking your address labels onto your post.
  • Posting items for delivery before Christmas.

Stocked items (those with a minimum order quantity of 25 sheets) are available for same day despatch from stock in packs of 25 sheets. Quantities of 500+ sheets of stocked items are made to order, although some paper items are stocked for same day despatch. Items with a minimum order quantity of 500 sheets are unstocked and made to order. Despatch is likely to take five working days because of the increasing demand for Christmas labels.

Small orders (fewer than 250 sheets) despatch by Royal Mail’s first class service; we recommend upgrading to our special delivery service (delivery by 1pm on the next working day) if you have a deadline to meet.

Large orders (250+ sheets) despatch by next working day carrier (once stock is available). Delivery to Northern Ireland, Republic of Ireland, Scottish Highlands & Islands, Isle of Man, Isles of Scilly, and the Channel Islands is via 2-working day carrier.

Need Some Suitably Seasonal Labels? Try This Selection To Add Shimmer & Sparkle To Your Christmas Goodies!

Monday, November 21st, 2016

Whether you’re looking for Christmas product labels, labels to finish off your Christmas themed event or marketing materials, or just want the perfect labels for your Christmas cards, invites, and presents, this post lists our absolute favourites to add that finishing touch of Christmas magic!

Gold and silver are our most popular colours at this time of year and for good reason; these paper labels have a wonderfully decorative semi-gloss textured finish that is about as Christmassy as it gets! These labels create a subtle shimmer that is luxurious and classic, which makes them a perfect choice for any project that needs that little bit of Christmas joy.

Perhaps a less obvious choice, the natural warm finish of these kraft paper labels makes them another popular choice for this time of year. They’re especially popular for homemade arts and crafts projects and for companies who want to promote their goods and/or services as having the friendly personalised feel of homemade or handcrafted items.

If you just want to add a bit of fun to your Christmas items, our coloured labels are a brilliantly quick and easy way to add a subtle bloom or sharp burst of colour. You can choose between seven gentle pastel shades or go all out with our five fabulous fluorescent colours.

Another less obvious choice, our gloss transparent labels are a wonderfully decorative option that adds a bright shine to all of your labelled items. You can use these labels to add information or a personalised message to any item without covering up the surface of the item (or its packaging) – so if you’re trying to add a label to items that have been especially printed with a Christmas design, you can add your extra information without covering up your seasonal theme. They’re also a really easy way to avoid colour matching issues and are the perfect label to choose if you want to add a personalised seasonal seal to envelopes or packaging. We have two options available; gloss transparent labels (for laser printers) and gloss clear labels (for inkjet printers).

Labels are a brilliant way to add a completely unique finishing touch to any Christmas item; you can print your labels with a unique design to personalise each and every item, add a handwritten message, or even use your labels as materials for craft-inspired projects, such as making your own Christmas stationery and decorations.

To add your own personal spark of Christmas magic to your products, cards, invitations, or gifts this year, visit our website and take a look through our wonderful range of label materials to see if we’ve got something that will give your project(s) that perfect festive finish!

How To Print Christmas Labels Using Word’s Mail Merge Tool

Monday, November 14th, 2016

Yes, it is that time of year once again, where we revisit Word’s Mail Merge Tool to help guide you through the process of creating Christmas labels using a Word template and a database (e.g. an Excel Spreadsheet). If you’ve got a list of addresses or a product database that you’d like to turn into Christmas Address Labels or Christmas Product Labels but aren’t sure how to go about setting up a mail merge, this is the blog post for you!

We recommend using the built in “Step By Step Mail Merge Wizard” and so this blog will describe how to complete a mail merge using the Wizard; if you wish, you can choose to do the steps manually.

Things you will need before you start:

  • A saved database, such as an Excel spreadsheet, that contains the information you want to include on your labels (e.g. addresses or product details)
  • The Avery template code that matches your labels, the measurements of your labels, OR a saved copy of a Word template that matches your labels (e.g. one that you have downloaded from our template section!)

GETTING STARTED – Enter the “Step By Step Mail Merge Wizard”
Open Word and create a blank document. Click on the “Mailings” tab at the top of the page, then click on “Start Mail Merge”, and select “Step By Step Mail Merge Wizard”. This adds a Mail Merge pane to the right hand side of your screen, which will guide you through the SIX steps involved in completing a mail merge. Simply follow the instructions at the top of the pane before clicking on the “Next” link at the bottom of the pane to move on to the next step.

STEP ONE: Select document type.
Easy peasy! Select “Labels” and then click “Next: Starting document”.

STEP TWO: Select starting document.
If you are printing labels that are the same as Avery labels, you should use the built in Avery template.
For example, our LP21/63 label size is the same as Avery’s L7160 label size – as shown below.
Leave the top option as “Change document layout” and click on “Label options”. Make sure that the Label Vendor is set to Avery A4/A5 (or Avery Zweckform) and then click OK. This will bring up the template that you will use to design your labels.
If you cannot see the outline of the template, you have Table Gridlines turned off; click on the Table Tools “Layout” tab at the top of the page, and click “View Gridlines”.

If you do NOT have a compatible Avery code then you will either need to use the “New Label” button in the “Label Options” box to enter the measurements of your label sheets to create your own template OR you will need to use the “Start from existing document” option in the Mail Merge pane. Click “Open” to find and select your saved template file. Then click “Next: Select Recipients” in the Mail Merge pane.

STEP THREE: Select Recipients
Leave the top option as “Use existing list” and click on “Browse” to find and select your database. If your database is made up of multiple sets of data – for example, if you have an Excel spreadsheet with multiple sheets – you may be presented with a “Select Table” box; simply select the sheet that contains the information that you want to print and select OK.

If you need to make adjustments to your list, you can use the “Mail Merge Recipients” box to sort, filter, remove, or validate addresses in your list. Once you are happy with your list, or if you don’t need to make any amends, click on the OK button.

You should now see a <<Next Record>> rule in each of your labels APART from the top left label. If you aren’t using an Avery template (or a template you set up using the “New Label” button in “Label Options”) your template will be blank. You need to manually add the <<Next Record>> rule to your labels by left clicking once inside one of your labels (NOT the top left one), clicking on “Rules” in the Mailings tab, and selecting the Next Record option from the list. You don’t have to repeat this for each label; you can simply copy the first <<Next Record>> and paste it into the rest of the labels (NOT the top left one).
Then click on “Next: Arrange Your Labels” in the Mail Merge pane.

STEP FOUR: Arrange your labels
This is the part where you design your labels! You CAN just add your information as a block of text OR you can put in some extra design features, such as a company logo or a friendly picture to personalise your labels.

The easiest way to add information from your database is to use the built in options in the Mail Merge pane (Address block or Greeting line), but you can also use the “More items…” option in the Mail Merge pane or the “Insert Merge Field” option in the Mailings tab to add a placeholder for any bit of information from your database anywhere within your label design. A placeholder takes the form of <<Information Name>> where “Information Name” is the column header from your database; once you complete your merge, each placeholder will be replaced with the relevant piece of information from your database.

You must make sure that the <<Next Record>> rule always comes BEFORE the first bit of information that is pulled from your database in each label.

Mail merge is really designed to create a set of labels that share the same basic design but are each printed with information from a different record in your database (e.g. address labels with the same design but a different address on each label); to design your labels, set up your design in the top left label and then use “Update all labels” in the Mail Merge pane to instantly add your design to the rest of your labels. Alternatively, if you prefer, you can ignore the “Update all labels” option and add different designs to your labels manually.

If you are not using an Avery template or a template you have set up using the “New Label” button in “Label Options”, the “Update all labels” option is NOT available and you will need to set up each label individually – although you can still add your design to the top left label and then use copy and paste to transfer it into the other labels.

If you are using the Address block or Greeting line options, you may need to use the “Match Fields” function to tell Word which column in your database correlates to each element of the built in option. For example, if your spreadsheet doesn’t use the exact same column headings as the different elements in Word’s built in Address block, you can use the “Match Fields” function to tell Word that you want it to use the information from your column “Customer Surname” to fill in the “Last Name” element in the Address block (and so on). This also means you can use the Address block function even if you aren’t creating address labels. Use the “Preview” box to check through a few records to make sure you’re happy with how the information will be displayed.


When you are happy with your design, click on “Next: Preview Your Labels” in the Mail Merge pane.

STEP FIVE: Preview your labels
This step shows you what your labels look like once the placeholders have been replaced with the information from your database. We recommend using the “Preview another label” or “Find a recipient” options to check through a few different records to make sure that your design and layout works for each one. For example, you have may have one or two entries that are much longer than others, which could throw out the positioning of your design (perhaps even pushing some of your design off the edges of your label). If you need to, use the “Previous: Arrange your labels” option at the bottom of the Mail Merge pane to go back and correct any problems that you’ve found.

STEP SIX: Complete the merge
At this stage you can save your mail merged template, print your completed labels, or make some final amends/add personalised finishing touches using the “Edit individual labels” option. When you come to print your labels, we STRONGLY recommend that you do a test print FIRST either by selecting the “From…To” option and selecting the first few records from your database to print ONE page of labels or by setting the Page range option in the “Print” box to “Pages: 1” (see below). You should also click on the “Properties” button to check that all of your printer settings are correct; for example, make sure that the page size is set to A4, select a specific “Labels” or “Heavy Paper” setting, make sure that no scaling options (e.g. Fit To Page) are selected, and that no options such as Ignore Printer Settings or Use Driver Settings are selected.


Test print the first page of your mail merged template onto blank paper so that you can confirm that the alignment of your template is correct (and amend it if it isn’t) BEFORE you print your labels. For example, if your labels are all printing too high, you can go back and increase the top page margin to move all of your designs into the correct position.

The “Edit individual labels” option creates a new document which contains enough pages to display each of your merged labels (where the original mail merge document shows only one page with the first few entries from your database added).

We hope this guide has helped to demystify the process of completing a mail merge a little, so you can get busy creating your own seasonal labels this Christmas. If you have any queries or encounter a particular problem that isn’t explained by this guide, please take a look through our Printing Advice pages or get in touch with our Customer Service Team and we’ll do our best to help!

Get Crafty This Christmas & Make Your Own Christmas Extras…

Tuesday, December 8th, 2015

While there are hundreds and thousands of companies selling all kinds of pre-made Christmas stuff, there’s nothing quite like making your own bits and bobs, each of which has a truly unique design that absolutely no one else will have.

Whether you want to add a personal message to your Christmas cards and gifts, use your own designs and/or photographs on your Christmas items, or you want to make decorations that are completely unique, our labels can help you bring some of your own Christmas magic to this year’s celebrations.

You can get creative with labels in all sorts of ways; whether you’re brilliant at graphic design and want to print your own stunning set of Christmas stationery/decorations/gifts, you’re a dab hand at calligraphy and want to give your gifts and cards that handwritten personal touch, or perhaps you’ve armed yourself with a whole heap of craft materials, scissors, and – of course – as much glitter and ribbon as you can get hold of so you can go completely Christmas crafting crazy!!!

We’ve got all kinds of labels but these are our absolute favourites for creating your very own Winter Wonderland:

– Gold & Silver Labels: these labels have a wonderful semi-gloss textured finish, which creates a luxurious sparkle that is perfectly suited to this magical season of gorgeous gifts and splendid snow drifts. Whether you want to give your gifts and decorations that touch of extravagance or you’re looking for a seasonal touch of glittering gold (or silver!), these labels are an excellent addition to all your Christmas trimmings.

– Kraft Labels: made from a ribbed brown Kraft paper, these labels have a lovely subtle touch of pattern and texture and are a brilliant choice for all your homemade Christmas stationery and decorations. They can be used to make brilliant cards and envelopes, gift tags and labels, or as the perfect finishing touch for your homemade Christmas decorations and gifts.

– Coloured Labels: with a choice of six subtle pastel shades and five bold bright fluorescents, we’re sure to have a label that will bring a touch of colour to all of your Christmas packages and parcels. Create personalised labels for Christmas cards and presents complete with an extra special touch of colour to bring even more fun and illumination to your celebrations.

Remember, you have the choice of printing your labels, handwriting them, or simply using them as materials for homemade decorations. An excellent way to get really creative is to buy a larger label size that you can then cut up into wonderful Christmas shapes – including stars and trees, wise men and shepherds, sledges and sleighs, Christmas hats and stockings, or perhaps, if you’re courageous enough, a reindeer (or nine)!

Need To Make Some Address Labels For Your Christmas Card List? It’s The Return Of the Christmas Mail Merge!

Thursday, December 3rd, 2015

While we’ve blogged about mail merges before (including seasonal and non-seasonal varieties), it’s always good to have a refresher. Plus, it’s a chance to welcome those of you who might be entirely new to the wonderful (and sometimes slightly traumatic) world of printing your own Christmas labels.

If you’re not sure how to go about doing a Mail Merge, we highly recommend using Word’s built in Step By Step Mailing Wizard: select the “Mailings” tab, click “Start Mail Merge”, and select “Step By Step Mail Merge Wizard”.

There are SIX STEPS to follow to complete your Mail Merge (and they go something like this)…

Select “Labels”.

You can use a built in Avery template (if compatible with your labels), set up your own template, or use an existing template (for example, if you’ve downloaded a template from our website or have an existing template saved on your computer).
– Avery Template: click “Label Options”, select “Avery A4/A5” as the Label vendor, and choose the correct code from the list.
– New Template: click “Label Options”, select “New Label”, and fill in the required fields with the measurements of your labels.
– Existing Template: select “Start from existing document” and click “Open” to locate the saved template you want to use.

Select “Use an existing list” and click “Browse” to locate your list of addresses.
To complete a Mail Merge, your addresses must be saved in a database format (e.g. an Excel spreadsheet).

The “Select Table” box may show multiple options: these are the different tabs in your spreadsheet or tables/queries in your database, so you’ll need to select the option that contains your address list.

If you don’t want to print labels for ALL of the addresses in your list (perhaps someone is on the “Naughty Step” this year), use the Mail Merge Recipients box to select only the entries that you want to print onto your labels.

If you are using an Avery Template or a New Template you have made yourself, the placeholder “«Next Record»” will now appear in all of the cells in your template (except for the top left cell).

If you are using an Existing Template, you will need to manually add these placeholders yourself: left click once inside the second cell, click on the “Rules” button, and select “Next Record” from the list. You can repeat this for each cell OR copy this first placeholder and paste it into the remaining cells.

Design your labels! You can choose to simply add the addresses from your list to your labels OR you can give your labels an extra special finishing touch by adding your own words and images for a truly personalised set of Christmas labels.

You should design your labels in the top left cell; once you’re happy with the layout, you can click on the “Update all labels” button, which will copy your design into all of the remaining cells.

If you are using an Existing Template you won’t see this button and you will need to copy and paste your design into the remaining cells yourself – remember to make sure that the “Next Record” placeholder is at the start of each new cell so that, when you complete the merge, each label is printed with information from the next entry in your list (rather than printing the same information on every label).

Likewise if you’re trying to create different designs on one sheet of labels, you’ll need to copy and paste the different design elements yourself, so that each label is printed with the specific design you want.

Word offers a number of tools to help design your labels, including:
Address Block
“Address Block” will match the fields in your spreadsheet with the elements usually included in an address.
Check the “preview pane” to make sure that Word has chosen the correct fields and put them in the right order. If any of the matches are wrong, click “Match Fields” to select which field should be used for which element in the address block. This will add “«Address Block»” as a placeholder, while you complete your design.

Greeting Line
“Greeting Line” will allow you to personalise labels with a name and a greeting; for example, you could add “Happy Christmas” to your design and use the “Greeting Line” tool to add each recipient’s name (e.g. Dear First Name).
Check the “preview pane” to make sure that Word has chosen the correct fields and put them in the right order. If any of the matches are wrong, click “Match Fields” to select which field should be used. This will add “«Greeting Line»” as a placeholder, while you complete your design.

More Items / Field Placeholders
If you’re writing your own text and want to be able to specify that a specific field should be added in a specific place, use the More Items or Field Placeholders options to choose which fields from your database you want to include and exactly where you want them to appear. To insert a Field Placeholder, click on “Insert Merge Fields” and select the field that you want to add.

Double check that the right bit of information is going in the right place on your labels and that everything looks about right.

Select “Print” to choose your printer and printer settings. Remember: to get the best possible print on labels you should use the media bypass tray (if your printer has one) and select a specific “Labels” or “Heavy Paper” setting (where available).

We strongly recommend doing a test print of the first page only BEFORE you go ahead and print all of your labels. This way you can double check that everything is going to print as and where it’s supposed to – without wasting a chunk of your labels (not to mention time and toner/ink).

Get creative with your Christmas Cards!

Tuesday, December 16th, 2014

Yes, it’s that time of year when we’re all busy writing Christmas Card lists; adding the names of new friends and acquaintances, and possibly even scribbling out a few unfortunates who have dropped out of favour this past year.

Here at Label Planet, we’ve got labels in all sorts of shapes, sizes, and colours to help you add a perfect finishing touch to your cards.

Labels are a great way to take control of your Christmas Card list – particularly if you’ve got a lot of people to send cards to – and to add your own personal design to each and every card you send.

Whether you want a label that you can stick inside your cards with a personal design, image, or message for your friends and family, or you’re simply looking to create address labels in your own unique style, designing and printing your own labels is a fantastic way to get creative with your Christmas cards.

We have templates for all of our labels available to download for free from our website and we’re on hand to offer advice if you run into any problems. Printing your own labels means you can add your own text and images in the way that you want and it can save a lot of time when it comes to addressing each and every envelope.

The best part is it’s up to you what you do with your labels; you can be as creative as you like and design a set of labels that is uniquely yours. Whether you print a set of labels with your own message, design, or family photos; create a bespoke label for each and every person on your Christmas list; use Mail Merge to get your envelopes addressed as quickly and easily as possible; or even handwrite your labels so you can add a decorative label while maintaining the personal touch.

So, why not take a look through our list of label materials and see if we have something to add that perfect finishing touch to your Christmas Cards this year!

Tips For Tackling Your Christmas Card List

Tuesday, December 17th, 2013

It’s that time of year again when the less than organised amongst us (which, if the rest of the world is like our office, is just about everyone) are struggling with Christmas card lists. Picking the size and style of address label you want might be simple enough, but it can be quite daunting trying to get them printed – particularly if you’ve never printed labels before or if you’ve got a lot of addresses to get through.

We have templates available on our website; all you need to do is add in your addresses.

We’ve also got a couple of alternative ways to create address labels, which might just come in handy:

1. Got a Long List? Use Mail Merge.
If you’ve got a long, long list, then the Mail Merge function is the tool for you.
You can keep your address records organised in an Excel spreadsheet and then import them into Word.
If you’re not particularly confident adding information into a Word template, you can use the Mail Merge Wizard and follow the step by step instructions to create the perfect labels.

2. Worried About Printing? Why Not Return To The Handwritten Approach.
If you are worried about printing your own labels and simply don’t feel confident getting them to work, why not pick out some bright and decorative labels and then hand-write the addresses for a personal and stylish look. You don’t have to be a calligraphy expert and simply taking the time to write your labels is the perfect personal finishing touch for your Christmas cards. You can write on all of our paper labels with any kind of pen, and our special materials can also be written on – although you may need to find a permanent marker or pen with permanent ink.

Christmas Address Labels

Tuesday, November 27th, 2012

Address labels for christmas cards, christmas presents and christmas mailshots are now in huge demand and Label Planet has seen the usual surge in orders in the days leading up to the last posting date. To avoid frustration we urge customers to place early orders. This is because the post becomes very unpredictable in early December and it can be challenging to receive the labels you need before the last posting date. The last posting date of December 13th is simply the last date you can post to get the post delivered prior to Christmas, so if you are a company sending out cards to customers you need to order labels well in advance.