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Microsoft Word 2004

Mail Merge: Creating Mailing Labels

A popular use of the Mail Merge feature is to create mailing labels. The following instructions describe how to merge a pre-existing database's values into address labels with the Data Merge Manager .

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 Data Merge Manager
    The Data Merge Manager appears.

  3. In the Main Document section, from Create pull-down list, select Labels...
    The Label Options dialog box appears.
    Label Options dialog box

  1. From the Label products pull-down list, select the type of label
    NOTE: The most common is Avery standard.

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

  3. Click OK

  4. From the Data Merge Manager, in the Data Source section, from the Get Data pull-down list, select Open Data Source...
    The Choose a File dialog box appears.

  5. Locate and select the file you will use for your list

  6. Click OPEN
    The Edit Labels dialog box appears.

  7. In the Sample label scroll box, create your label:
    1. To insert a merge field, from the Insert Merge Field pull-down list, select the appropriate field
    2. Add text, spaces, and returns as needed
    3. When the label is complete, click OK

  8. To have the same information repeat for each record on the same sheet of labels, from the Data Merge Manager, in the Data Source section, click PROPAGATE LABEL DOCUMENTPropagate Label Document button

  9. To preview your merged document, from the Data Merge Manager, in the Preview section, click VIEW MERGED DATAView Merged Data button
    NOTE: For more information on editing the recipients' information, refer to Working with the Data Source.

  10. To print the labels, from the Data Merge Manager, in the Merge section,
    1. Click MERGE TO PRINTERMerge to Printer button
      The Print dialog box appears.
    2. Make the appropriate selections
    3. Click PRINT

  11. To save the merged labels as a separate file, from the Data Merge Manager, in the Merge section,
    1. Click MERGE TO NEW DOCUMENTMerge to New Document button
      NOTE: The merged labels appear in a new, unsaved document.
    2. Make any desired changes in the new document
    3. Save the new document

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