This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?

Microsoft Word 2007

Mail Merge: Creating Merged Mailing Labels

Mail Merge allows you to set up mailing labels that use the same format with information from a variety of records. 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 Ribbon, select the Mailings tab

  3. In the Start Mail Merge group, click START MAIL MERGE » select Labels...
    Start Mail Merge button and menu
    The Label Options dialog box appears.
    Label Options dialog box

  4. From the Label products pull-down list, select the brand name of your labels
    NOTE: The most common brand is Avery standard.

  5. From the Product number scroll box, select the product number of your labels
    NOTE: The most common is 5160-Address.

  6. To specify the paper source for printing, from the Tray pull-down list, make the appropriate selection

  7. Click OK

  8. In the Start Mail Merge group, click SELECT RECIPIENTS » select Use Existing List...
    Select Recipients button and menu
    The Select Data Source dialog box appears.

  9. From the Look in pull-down list, locate and select the file you will use for your list

  10. Click OPEN

  11. To select the recipient(s) you want to include in your mail merge,
    1. In the Start Mail Merge group, click EDIT RECIPIENT LIST
    2. Select the recipients
      NOTE: A recipient is selected if the checkbox beside their entry is selected.
    3. Click OK
      NOTE: To edit the recipient information, refer to Working with the Recipients List

  12. To insert merge fields,
    1. Position the insertion point in the top left label
    2. In the Write & Insert Fields group, click INSERT MERGE FIELD » select the desired field
      Insert Merge Field button and menu

  13. To use the same fields and layout for for each record, in the Write & Insert Fields group, click UPDATE LABELSUpdate Labels button

  14. When finished, click PREVIEW RESULTS
    A preview of your label(s) appears.
    NOTE: For more information on editing the recipient information, refer to Working with the Recipients List.

  15. OPTIONAL: To preview your document with other recipients' information, in the Preview Results section, click the arrows

  16. To print the labels,
    1. Click FINISH & MERGE » select Print Documents...
      Finish and Merge button and menu

      The Merge to Printer dialog box appears.
    2. To print labels for all of your records, select All
      To print a label for only the record displayed, select Current record
      To print labels for only certain records, enter a range in the text boxes
    3. Click OK
      The Print dialog box appears.
    4. Make any necessary adjustment.
      NOTE: Refer to Printing Options for Specific Pages for more information.
    5. Click OK

    To make changes to the labels,
    1. Click FINISH & MERGE » select Edit Individual Documents...
      The Merge to New Document dialog box appears.
    2. Make the appropriate selection
    3. Click OK
    4. Make the appropriate changes in the new document that appears
    5. Save the documents

Excellence. Our Measure. Our Motto. Our Goal.