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Thursday, January 5, 2012

How to Use Mail Merge to Make Address Labels in Microsoft Office


    Using mail merge to print address labels makes sending out a mailing much easier. Setting up mail merge in Microsoft Word 2007 involves several steps but is very user-friendly. And, the same mail merge can be used over and over. Start with a data source and then use these steps to create a mail merge.
    Create a Data Source for the Mail Merge
        Step 1
        Set up a data source in Microsoft Excel 2007. Create the following column headings: Fist Name, Last Name, Address, City, State, Zip Code. Center and bold the column headings.
        Step 2
        Enter the names and addresses of the recipients. It is a good idea to enter the information for anyone that you might ever mail information to. When you actually mail merge information, you can choose who you want to actually print labels for.

Step 3
Save the file.
Set Up the Labels

    Step 1
    Open Microsoft Word 2007 on your computer.
    Step 2
    Click on the Mailings tab. Most of the mail merge information is in this tab.
    Step 3
    Click on Start Mail Merge in the Start Mail Merge section.
    Step 4
    Click on Labels.
    Step 5
    Set up the labels in the Label Options box. Choose the type of printer that you are using, the manufacturer of the labels that you are using and the product number of the labels. The labels' manufacturer and product number can be found on the packaging of the labels.
    Step 6
    Click OK once you have set up the labels. A grid of the labels should come up on the screen. If the grid does not appear, go to the Layout tab at the top. Click on View Gridlines in the Table section.

Mail Merge & Print the Address Labels

    Step 1
    Click Select Recipients in the Start Mail Merge section of the Mailings Tab.
    Step 2
    Click Use Existing List to use the Excel spreadsheet that you created.
    Step 3
    Locate the Excel list on your computer and click Open. In the box that appears, click on Sheet1 and then click OK. The label fields will be populated with <>.
    Step 4
    Edit the recipient list if you do not want to print labels for everyone listed in the Excel file. To do this, click on Edit Recipient List in the Start Mail Merge section of the Mailings tab. Remove check marks next to the names of those that you don't want to print labels for. Click OK.
    Step 5
    Click on Address Block in the Write & Insert Fields section of the Mailings tab. In the box, choose how you want the name to be displayed and how you want the address to be formatted. On the right side, you can see a preview of how the address will look on the label. Click OK. The first label field will be populated with <
>.
    Step 6
    Click Match Fields in the Write & Insert Fields section. This is to make sure that the columns set up on the Excel file match what is in the address block. Click OK.
    Step 7
    Click Update Labels in the Write & Insert Fields section to add the address block to each label. All of the label fields will be populated with <
>.
    Step 8
    Reformat the text in the fields. This is an optional step. To change the font style or size, or to bold the text on the labels, highlight the entire page and go to the Home tab to reformat the text.
    Step 9
    Preview the labels. Click Preview Results in the Preview Results section in the Mailings tab.
    Step 10
    Print the labels. Click on Finish & Merge in the Finish section of the Mailings tab.
    Step 11
    Click on Print Documents. In the box, decide whether to print all of the labels or just certain ones. Click OK.
    Step 12
    Insert the labels into the printer and click OK in the Print box.
    Step 13
    Save the file for the labels. You should be able to use this file over and over to print labels.

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