Mail Merge Directions Maureen Davis
Set up an Excel spreadsheet to look like this include zip as well:
Save your Excel Spreadsheet to your computer and open up MS Word. Go to Tools > Mail Merge Manager:
In the Mail Merge Manager window you will now have some options to pick. Select “Labels” from the #1 in the list “Select Document Type”. Then click “Create New” > “Labels…”
Mail Merge Directions Maureen Davis
Click on “Label Options…” to select the type of label you’ll be using and how you’ll be printing them. In this sample I am using Avery 5160 – Address which is a pretty standard label. It has 30 labels to a page. Then click OK
Then click “#2: Select Recipients List” in the Mail Merge Manager window > click “New Data Source”:
Choose “Open Data Source” and then “Browse…” to find it. You should have it in your “Documents” folder > find the Excel File you just saved.
Mail Merge Directions Maureen Davis
Open the spreadsheet you saved
Click OK Next you will have to tell the computer which sheet in the excel file to use. There are 3 worksheets or "Sheets" in every Excel file. In this example you want to select Sheet$1 and then click “OK”
The window has box for information you want to mail merge “Cell Range”. You can select entire worksheet if you are using all of the information or you can select the cell range and then click “OK.”
Mail Merge Directions Maureen Davis
For label mail merge the “Edit Labels” window will appear. Click the drop down “Insert Merge Field” for fields you want added to your labels. Be sure to add spaces and commas after each field if needed. For documents you finish the mail merge by dragging the placeholders needed to where you data on your document.
When you are done inserting merge fields click “OK” You might have to edit the address so it has proper spacing and punctuation:
Mail Merge Directions Maureen Davis
Almost Done! It’s starting to look like a mailing label. Click #6 in the Mail Merge Manager: “Complete and Merge” and select either one, some, or all addresses. If you are creating your own business cards > click custom or current & select your address. If using all addresses > select “All”:
ONE MORE THING: We have had problems with mailing labels where we didn’t merge them to a new document (especially large, multi-page labels). Make sure you go to the Mail Merge Manager #6 and select “Merge to New Document” before you print or save your labels.
All that’s left to do is save the file and then print the labels. Please always remember to save your file in case something goes wrong in the printing (it saves time redoing your work). You’re on your own to figure out how to load the paper so it prints on the right side.