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.

Open a blank Word document
From the Ribbon, select the Mailings tab
In the Start Mail Merge group, click START MAIL MERGE » select Labels...

The Label Options dialog box appears.

From the Label products pull-down list, select the brand name of your labels
NOTE: The most common brand is Avery standard.
From the Product number scroll box, select the product number of your labels
NOTE: The most common is 5160-Address.
To specify the paper source for printing, from the Tray pull-down list, make the appropriate selection
Click OK
In the Start Mail Merge group, click SELECT RECIPIENTS » select Use Existing List...

The Select Data Source dialog box appears.
From the Look in pull-down list, locate and select the file you will use for your list
Click OPEN
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
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
To use the same fields and layout for for each record, in the Write & Insert Fields group, click UPDATE LABELS
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.
OPTIONAL: To preview your document with other recipients' information, in the Preview Results section, click the arrows
To print the labels,
1. Click FINISH & MERGE » select Print Documents...
  
  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