Here's how quickly and easily to fill up
Avery® sheets to make duplicate copies of
- return address labels
- business cards
- shipping labels
- inventory stickers
- log sheets
There are a several ways to create multiple
copies of the same label or card: You can use
- WordPerfect's merge feature
(the "traditional" approach); this limits the number of identical
copies you can make in one pass to 255; or
- copy-and-paste to duplicate the first label or card until you fill up the
- the LABLCOPY macro, available here
[LABLCOPY is a WordPerfect macro (version 6
and later) that fills up blank Avery® (or similar) stock with copies of
the same master label or card. It uses a method to ensure changes in
font sizes, line justification, and graphics will copy accurately to
the remaining labels or cards. It also gets rid of unwanted underlines
if you enter an e-mail address or Web site on the label or card.]
- other methods, such as inserting a
watermark or creating a header (both a "repeating elements") and then
using multiple presses of <Ctrl+Enter> to produce the duplicate
Which is really the best way to make
duplicate labels or cards?
I've used the "merge method" (as demonstrated
in the test below) instead of copy-and-paste in earlier versions of my
LABLCOPY macro but found it unreliable with more complex formatting.
With simple labels, the merge method works fine as does
copy-and-paste. However, LABLCOPY only requires a mouse click after you
tell it how many labels or cards you wish to duplicate, so it saves
By the way, the easiest copy-and-paste method
makes use of the Edit, Repeat Next Action feature. For example:
- Use Format, Labes to set up the first
label. Then type in the text on the first label followed by
<Ctrl+Enter> to insert a hard page break and start a new label.
- Select (with Edit, Select All) the label's
text and the following [HPg] code, and copy (Ctrl+C) everything to the
- Put the cursor on the second (blank) label.
- Select Edit, Repeat Next Action... and fill
in the number of labels you want minus one. Click OK.
- Paste (Ctrl+V) the clipboard contents at
the cursor location.
However, this copy-and-paste method has
limitations: It won't pick up margin changes on a label or business
card and use them on the second and subsequent labels or cards.
A simple test with a simple label demonstrates the lack of reliability
using the merge method (and the copy-and-paste method) to create
Here's a simple test that demonstrates what
the merge (and copy-and-paste) method does when you make simple margin
adjustments or font changes (common formatting tasks) on a label:
First create a shipping label (with Format,
Labels) such as you might use on a large manila envelope or a box.
(Avery #5163 labels, for example.) Format the "master" label as you
might format a letter envelope: Your address in the upper left, and the
recipient's address below it, indented. For example:
123 Main Street
Portland, OR 99999
| John Q. Smith
4567 South Street NW
Seattle, WA 99999
- Click Format, Labels. Choose the
label definition, then click Select. A single label should appear
onscreen. On the first line in the label, type your name and address.
- Space down 2 or 3 lines, then change
the font type to something different from the return address. For
example, if the return address is in 12-point Arial, use 14-point Times
New Roman for the recipient.
- Tab in a couple of times and type a
mailing address (or drag the left margin guideline inward).
- Now run a merge using the standard
WordPerfect merge method:
- Click on Tools, then on Merge, then
on Perform merge;
- Click on the Options button in the
Perform Merge dialog window;
- Enter the number of labels on the
label sheet in the "Number of copies for each record" box;
- Click OK to return to the Perform
- Click the Merge button.
- Alternative to merging: Use
copy-and-paste. Instead of using the merge
method, make sure the master label ends with a hard page break
(Ctrl+Enter), then select the label (including the HPg code), and paste
the label (with Ctrl+v) into the next blank label. Repeat pasting until
you fill up the sheet.
When I did this using either the merge method
or the copy-and-paste method, I got a sheet where the first label is
fine but all others are not indentical to it. Here is the result I got
using the merge method:
With the merge method, the entire label for
labels #2-#10 is in Times NR, 14-point, and if I've set the left
margin, the remaining margins are wrong. (One fix for this is to reset
the font and margins at the bottom of the first label. But I've found
that sometimes even this doesn't work -- assuming I remember to do it!)
However, when I play
LABLCOPY on the very same master label, I get perfect duplicates of the
As a bonus, there are no
hypertext blue underlines under e-mail or web addresses, which are
normally undesirable on business cards, labels, or other printed
As I've said many times, the merge method
works most of the time, but it stumbles over some simple format
changes. It also takes half a dozen mouse clicks to drill down into a
menu and three dialog boxes, whereas LABLCOPY
takes one click to load the macro (assuming it's assigned to a toolbar) and one more to play