Using Mail Merge to Create Labels
With Microsoft Office Word 2003
1. Open Word.
2. Click on Tools.
3. Select Letters and Mailings and then Mail Merge, and click.
4. The Mail Merge Wizard will open on the right had side of the screen.
5. Under Select Document Type select Labels by clicking on the radio button.
6. Click Next at the bottom of the wizard.
7. Under Select Starting Document Type select Change Document Layout by clicking on the radio button.
8. Under Change Document Layout click on Label Options…..
9. On the Label Options screen that appears, under Printer Information, select your printer type (probably Laser and ink jet) by clicking on the radio button. Leave the Tray selection at the default.
10. On the Label Options screen that appears, under Label Information, in the Label Products field, select Avery A4 and A5 Sizes from the drop down menu.
11. On the Label Options screen that appears, under Label Information, in the Product Number field, select J8160 from the drop down menu. You will see the Label Information change to match the labels. *(If you are not using J8160 labels as we did in class, locate the appropriate product number. If you are not using Avery labels, you can select by size, as that information should be on the cover of the labels you have.)
12. Click on OK.
13. Click Next at the bottom of the wizard.
14. Under Select Recipients select Use an Existing List by clicking on the radio button.
15. Under Use an Existing List click on Browse…..
16. Navigate to the data file that you are going to use and click on Open.
17. If this is a Microsoft Excel workbook, you will have a screen where you must select the worksheet that contains you data.
Select it, and click on OK.
18. When the list appears, you can select the recipients from the list for the labels you are making – if they are all not to be included. (If there is a tick in the box, the recipient will be selected. If you click in the box, the tick will go away. If you click again, it will come back.)
19. When you have finished selecting, click on OK.
20. If you want to make any changes to the ones selected, you can click on Edit Recipient List to do so.
21. Click Next at the bottom of the wizard.
22. Under Arrange Your Labels click on More Items…..
23. A screen called Insert Merge Field will appear.
24. Click on the fields as you want them to appear, so click on Title, then Insert, Click on First name, then Insert……..down to Address3, then Insert. Click on Close. The first label will look like this:
25. Now arrange the label by putting in a space between Title and First Name and First Name and Surname. Put line breaks after Surname and each of the address lines. Place the cursor where you want the line to break, and press Enter (or Return). It should look like this:
26. Under Replicate Labels click on Update all labels.
All the labels will then look like the first one, but have the words <<Next Record» in front of them.
27. Click Preview your labels at the bottom of the wizard.
28. You can still make changes here if you want to.
29. When you are happy with the choices, click Next at the bottom of the wizard to complete the mail merge. Click on Print… to print your labels. Then save the document for the future. It will be linked to your source document, so keeping it up-to-date will let you print labels with the latest address list.
30. You can still make changes at this point. Click on Edit individual labels. A new document will open called Labels1. You can change individual labels. If you want to save the document, you can do it now. When you are happy with the results, print the document as you would normally do, but use label paper. This document will not be linked to your source document, so you would have to change the individual labels each time.
Best of all, the saved documents can be used again and changed as you wish to create new label documents!