Print different labels, name tags, or business cards on the same sheet

When you want to print labels, name tags, or business cards, it is usually most efficient to print a whole series on a single sheet. You can do that in Microsoft Office Publisher 2007 from the Multiple pages per sheet option in the Print dialog box. This option is available only when the publication page size is smaller than the sheet that the publication is set to print on.

 Note   In Office Publisher 2007, page size refers to the area of your publication. Paper, or sheet, size is the size of the paper that you use for printing.

You can create a multiple-page publication in either of two ways: manually, by inserting pages, or automatically, by using mail merge.

In this article


Choose the best method for the task

Maybe you want to label your CD collection just one time. Or maybe you need to print signs for your store's fall sale.

Multiple pages printed on a single sheet

Maybe you want to update and print an index of your CDs, too. Or maybe you want to label the folders that you give to each attendee at the spring conference of your professional association. You also might want to print out name tags for all attendees, as well as individualized place cards or business cards for the attendees' seats.

To determine whether you want to use the manual method or the automatic method, consider the following:

  • The number of different ways and times that you want to use the same information
  • The number of different pages that you want to produce

The manual method

When you want to print multiple pages on the same sheet and you need to create only a few labels, name tags, handbills, business cards, or other small publications, the manual method works best. This method is also useful if you expect to use the unique text that is added to each publication only this one time.

The automated method

When you want to print multiple pages on the same sheet and you possess a long list of names, addresses, or other data that you will need in the future, use mail merge to combine and store the data in your list. Projects that use the same text and picture data will be easy to do later.

Top of Page Top of Page

Use the manual method

When you use this method, you add pages to a publication (your primary publication) so that you can paste a page from each of several different publications onto each additional page.

The manual method includes three broad steps.

  1. Add pages to the primary publication.
  2. Copy pages from the other publications.
  3. Print the publication.

 Notes 

  • If you are working with files that differ in publication type, design or color scheme, page size, or orientation, the content from the other publications that you paste into the primary publication will change to match the options that are used in the primary publication. You may need to adjust the layout to fit all of your content on the page.
  • You can use different business information sets in each of the different publications that you paste into the primary publication.

Add pages to the primary publication

  1. Open the publication that you want to use as your primary publication and to copy your other publications into.

For example, if you are printing name tags, open one of your name tag publications.

  1. On the Insert menu, click Page.
  2. In the Insert Page dialog box, enter the number of pages that you want to add.

For example, to print eight different name tags on the same sheet of paper, insert seven pages.

  1. Click either Before current page or After current page, and then make sure that Insert blank pages is selected.
  2. Click OK.

Copy pages from the other publications

  1. Open the publication or publications that you want to copy into the primary publication.
  2. In the publication that you want to copy, click Select All on the Edit menu.
  3. On the Edit menu, click Copy, or press CTRL+C.
  4. In the primary publication, click one of the blank pages that you inserted.
  5. On the Edit menu, click Paste, or press CTRL+V.
  6. Repeat steps 1-5 for each different publication that you want to print on the same page.

Print the publication

  1. On the File menu, click Print, and then click the Publication and Paper Settings tab.
  2. Under Printing options, click Multiple pages per sheet.

 Note   This option is available only when the publication page size is smaller than the sheet that the publication is set to print on.

  1. Click Print.

Print dialog box with Multiple pages per sheet option

 Tip   Print a test sheet on a sheet of plain paper to verify that your publication prints as you expect before you print on a manufacturer's product or more expensive paper.

 Notes 

  • If the primary publication uses a master page, you may need to ignore that master page on the pages with the copied publications. In the primary publication, go to the page whose master page objects you want to hide, and then on the View menu, click Ignore Master Page.
  • If you want to print your publication at a specific location on the sheet, change your publication's position on the sheet by adjusting the row options, column options, and horizontal and vertical gap values under More print options. For more information, see Print labels, postcards, name tags, or business cards to a specific position on a sheet.
  • To make it easier to align a publication to a specific manufacturer's product or print multiple pages of a publication on a single sheet, turn crop marks on, and then print a test sheet on a sheet of plain paper. Overlay the manufacturer's product on the test print, hold them up to the light to see if they align properly, make any needed adjustments to the settings under More print options, and then make a test print again to verify that the alignment is correct. You can turn the crop marks off after you align your publication on the sheet of paper. For more information about printing crop marks to help align publications, see Print crop marks.

Top of Page Top of Page

Use the automated method

If you store the names and affiliations of each attendee at the spring conference of your professional association in a mailing list that is a separate data file or data source, you can use that information for a variety of purposes. For example, you can use the same data source to generate:

  • A set of name tags and place cards with names and affiliations on them.
  • Business cards for association members.
  • Address labels for a special mailing.

You can use the same data source for other projects, such as an annual membership list or a monthly newsletter that is personalized with each association member's name and mailing address

 Important    If your data source includes numbers such as dates, times, prices, or percentages, save your data source as a text (.txt) file, or format the numbers' columns as text so that the numbers look right when you merge them onto your labels.

This method involves six broad steps.

  1. Set up a data source.
  2. Open a label publication.
  3. Connect to the data source.
  4. Add and format a placeholder.
  5. Preview the publication.
  6. Print the merged publication.

Set up a data source

You can set up a data source by using Microsoft Office Publisher, Microsoft Office Excel, Microsoft Office Access, Microsoft Office Outlook, or Microsoft Office Outlook with Business Contact Manager. Here is an example of a data source created in Office Publisher 2007 for the members of a professional association.


Sample data file

Callout 1 Each column represents a category of information. The column headings correspond to placeholders (also called data fields) that you add to the generic label publication.
Callout 2 The information in each row lists a complete set of information for each record and corresponds to the information that will appear on one label in the label sheet.

After your data source is set up, you are ready to create a sheet of unique name tag labels by merging information from the data source onto the labels. For more information about setting up data sources, see Create a data source for a mail merge.

Open a label publication

  1. Start Publisher.
  2. In the Publication Types list, click Blank Page Sizes, and then click the publication type that you want. For example, click Mailing Labels, Name Tags, or Business Cards.

Under Customize, you can specify the color and font schemes and the business information set to apply to the design.

  1. Do one of the following:
    • Click the page size that you want to start with.
    • If you plan to use a manufactured sheet of name tags, labels, or business cards, find the name of the manufacturer of your product, expand the list, and then click the product number or size that matches your product.

.

  1. Click Create.

ShowI can't find my product in the list

If you don't see a publication number that exactly matches the number on your package, look at the package and the information that came with the product. Other product numbers that are equivalent in size and layout can be listed on the package that you bought, and those product numbers may be available in Publisher. For example, to print to Avery 8163, you can select Avery 8463, 8663, 15163, or 18163 in Publisher.

If you can't find a product in the list that matches the dimensions and layout of the product that you bought, you can customize a publication.

  1. Click the publication in the list that comes on a sheet with the same number of columns and rows as the sheets that you bought, and then click Create.
  2. In the Format Publication task pane, under Publication Options, click Change Page Size.
  3. In the Page Setup dialog box, under Margin Guides, click Advanced.
  4. In the Custom Page Size dialog box, type a name for the label (for example, Supplier X Address Labels). By using the guidelines in the preview on the right, change the margin and gap sizes to match those sizes on your product sheets. Make sure that Multiple pages per sheet is selected under Layout type.
  5. Click OK.

Connect to the data source

With your publication open, you are ready to connect it to the file that contains the names, addresses, or other data that you want to print. After you establish the connection, you can merge information from each row in the data source onto one page in the product sheet. Here is how to establish the connection.

  1. On the Tools menu, point to Mailings and Catalogs, and then click Mail Merge.
  2. In the Mail Merge task pane, under Create recipient list, click Use an existing list, and then click Next: Create or connect to a recipient list.
  3. In the Select Data Source dialog box, click the data source that contains the list of attendees.

By default, Publisher stores data sources in the My Data Sources folder. You may need to browse to locate your data source.

  1. Click Open.

Depending on the type of data source that you select, other dialog boxes can appear, requesting specific information. For example, if your data source is a Microsoft Office Excel workbook that has information on multiple worksheets, you need to select the worksheet that contains the information that you want, and then click OK.

  1. The Mail Merge Recipients dialog box gives you the opportunity to narrow or sort the entries in the data source. For example, probably not all members of your professional association are attending, so you don't need to print name tags for those who will not be there.

To narrow or sort the information, do one or all of the following:

  • If you don't want the information in one particular row to appear on a name tag, clear the check box at the beginning of the row to remove it from the merge.
  • To sort the rows according to the ascending or descending order of information in a particular column, click the column heading.
  • To narrow the list of rows according to specific criteria, click the arrow next to a column heading.
  1. Click OK to return to the Mail Merge task pane.

Add and format a placeholder

Placeholders, also called data fields, correspond to the column headings from your data source. By putting the name and organization data fields in a label publication, you indicate where you want the information from the name and organization columns to appear in the printed copies. You can format the fields so that the information on the printed publications looks the way that you want it to look.

  1. Click in the upper-left corner of the label. Type any information that you want to appear on every publication that you are printing, such as the name of your professional association. You can also insert a picture, such as a logo.
  2. In the Mail Merge task pane, under Prepare your publication, click one of the fields that corresponds to the information that you want in your publication. For example, for a name tag, click the first-name field, press SPACEBAR to insert a space, and then click the last-name field. Or, if your data source stores the first and last names in the same field, click that field.
  3. Press ENTER or click in the text box where you want to insert additional information, such as the organization name, and then click the name of the data field that corresponds to the information that you want to insert.
  4. Select the fields, including the chevrons (« ») surrounding the placeholder field names, that you want to format.
  5. On the Format menu, click Font.
  6. In the Font dialog box, change the font, size, color, and any other options that you want, and then click OK.

Here is how a name tag for your organization's quarterly meeting can look after you enter content and add placeholders.


Label name tag publication with fields

Callout 1 The professional association's name and logo, which you typed and inserted on the label publication. This will appear on each label that you print.
Callout 2 Placeholders for the attendee's first and last names, separated by a space. Long names can take up two or even three lines.
Callout 3 Placeholder for the attendee's affiliation or company.

Notice that the placeholder fields are always surrounded by chevrons (« »).

Preview the publication

Before you complete the merge and print, preview the merge results to make sure that the publications look the way that you want them to. When you preview the publications, you can identify any problems that need to be fixed before you print them. You can preview the merge in two ways.

  • While you are refining the layout, you can preview the layout of the individual publications.
  • When you are getting ready to print, you can preview the arrangement of publications on the sheet.

Preview the layout

The information from the first record of your data source populates the data fields. You can use the navigation buttons to preview the information from the remaining data source records.

  1. In the Mail Merge task pane, click the navigation buttons Button image Button image to see how each entry will appear in your merged publications.

You cannot edit your data source entries here, but you can format, move, or delete data by formatting, moving, or deleting the data fields.

Here is how one merged publication can look.

Name tag for one meeting attendee

  1. If you see problems, now is the time to fix them. For example, you may want to change the font or font size and color for the attendee names. Select the name fields, including the chevrons. On the Format menu, click Font to open the Font dialog box, and then make the changes that you want.
  2. If you are satisfied with the previews, at the bottom of the task pane, click Next: Create merged publications.

Preview the arrangement of publications on the sheet

You can make a final check of the merge publication by previewing the merge before you print.

  1. On the File menu, click Print Setup.
  2. In the Print Setup dialog box, click Multiple pages per sheet, and then click OK.

 Note   This option is available only when the publication page size is smaller than the sheet that the publication is set to print on.

  1. In the Mail Merge task pane, under Create merged publications, click Print preview to make sure that the information aligns properly on the sheet of name tags or labels.
  2. Click Close to close the preview window.

Print and save the merged publication

After you print the publication, you can save it so that you can quickly create other publications based on it when the need arises. What you are saving is not the set of name tags that you printed. Rather, you are saving the publication with its connection to your data source and its placeholder fields. The publication maintains the link to the data source that you connected it to, so that you can jump ahead to the previewing step.

  1. In the Mail Merge task pane, under Create merged publications, click Print, and then click the Publication and Paper Settings tab.
  2. In the Print dialog box, under Printing options, click Multiple pages per sheet, make any changes to other settings, and then click Print.
  3. On the File menu, click Save to save the publication.

 Note   To make it easier to align a publication to a specific manufacturer's product or print multiple pages of a publication on a single sheet, turn crop marks on, and then print a test sheet on a sheet of plain paper. Overlay the manufacturer's product on the test print and hold them up to the light to see if they align properly. You can turn the crop marks off after you align your publication on the sheet of paper. For more information about printing crop marks to help align publications, see Print crop marks.

 Important   To print different sets of merge data — for example, different names and addresses — on each sheet of paper, click Multiple pages per sheet in the Printing options section. If you choose Multiple copies per sheet, each sheet of paper will contain multiple copies of the same data.

Print dialog box with Multiple pages per sheet option

Top of Page Top of Page

 
 
Applies to:
Publisher 2007