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Microsoft Word 2003

Mail Merge: Creating Merged Mailing Labels

Mail Merge allows you to set up mailing labels (your main document). Using data from a table or external database, you can print one label with different information for each record in the database or table. The following instructions describe how to merge a pre-existing database's values into address labels with the Mail Merge Wizard.

Begin the process of creating mail merge labels by setting up your starting document. When creating labels, you have many options. You can choose the label size, text font, positioning of the information, etc. to suit the needs of your particular project.

  1. Open a blank Word document

  2. From the Tools menu, select Letters and Mailings » Mail Merge...
    The Mail Merge task pane appears.

  3. Under Select document type, select Labels

  4. Click NEXT: STARTING DOCUMENT

  1. Under Select starting document, select Change document layout

  2. Under Change document layout, click LABEL OPTIONS...
    The Label Options dialog box appears.
    Label Options dialog box

  3. From the Label products pull-down list, select the product name
    NOTE: The most common is Avery standard.

  4. From the Product number scroll box, select the product number
    NOTE: The most common is 5160-Address.

  5. To specify the feedsource for printing, from the Tray pull-down list, make the appropriate selection

  6. Click OK

  7. Click NEXT: SELECT RECIPENTS

  8. To retrieve an existing recipient list,
    1. Under Use an existing list, click BROWSE...
      The Select Data Source dialog box appears.
    2. From the Look in pull-down list, locate and select the file you will use for your list
    3. Click OPEN
      The Mail Merge Recipients dialog box appears.

  9. Select which recipient(s) you want to include in your mail merge
    NOTE: To edit the recipient information, refer to Working with the Recipients List.

  10. Click OK

  11. Click NEXT: ARRANGE YOUR LABELS

  12. In the first blank label, insert the variable fields on the label

  13. To have the same fields repeated for each record on the same sheet of labels, under Replicate labels, click UPDATE ALL LABELS

  14. When finished, click NEXT: PREVIEW YOUR LABELS
    A preview of your label(s) appears.

  15. Click NEXT: COMPLETE THE MERGE

  16. To print the labels,
    1. From the Merge section, click PRINT...
      The Merge to Printer dialog box appears.
    2. Make the appropriate selection
    3. Click OK

    To make changes to the labels,
    1. Under Merge, click EDIT INDIVIDUAL LABELS...
      The Merge to New Document dialog box appears.
    2. Make the appropriate selection
    3. Click OK
      Make the appropriate changes in the new document that appears.
    4. Save the document

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