Using Microsoft Word

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Mail Merge

• UsingMicrosoft Word
• Excel

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• Open a new document in MS Word
• Click on Tools then Mail Merge
• a dialogue box, like the one on this page, will
  appear
• click on Create to set up the Main Document
• click on Mailing Labels

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• A new box will appear
• click on Active Window

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Get Data Source

• In the Mail Merge Helper, under Data Source
• Click on Open Data Source

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Open Data Source

• Change Files of Type to All Files
• Locate and Open Excel Database from a location in
  My Documents, your hard drive, desktop or on a
  floppy disc

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Choosing a File

• Under Named or cell range, make sure the Entire
  Spreadsheet is highlighted, then click on OK.

• Another dialogue box appears
• Click on Set Up Main Document

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Label Options

• Choose the Label products and
• Product number
• be sure to change Printer information if needed

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Create Labels

• When the next dialogue box appears, click on
  Insert Merge Field. The merge fields should be
  visible in the pull down menu.
• click on FName
• press space bar
• click on LName
• press enter
• fill in the rest of the label according to how
  you address your envelopes
• click on OK when finished

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Sample of the Merge Field Labels
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Merge to Printer

• After returning to the Mail Merge Helper, click
  on the Merge button
• Another dialog box comes up
• Make sure the button is selected so blank lines
  wont occur when fields are empty
• Click on Merge to Printer
• Click on Merge button

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Merge Format

• When the Print dialogue box appears, click cancel
• this allows you to check the document for
  accuracy before printing
• Here is the format of your labels

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Print Document

• Click on ltltABCgtgt in the Merge Tool Bar
• the data on the merged address labels is
  displayed
• If your data looks correct, Go to File and click
  on print and the first page only will print
• you can do a test print on regular paper before
  inserting the labels into the printer

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• Go back to the Start Mail Merge and under Merge,
  make sure the printer is specified as the Merge
  To location to print all pages. Click on the
  Merge button and then OK if the print properties
  are correct.
• If you need to change any data, click on Edit
  Data Source and make changes

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Mail Merge Toolbar

• Insert Merge Field
• lists field names
• can be used when merging a letter or other
  document
• can edit previously merged document

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• ltltABCgtgt
• toggle button switches between merge field names
  and actual data merged from the table
• First Record button
• Previous Record button
• Go To Record button
• Last Record button

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• Mail Merge Helper
• brings you back to original dialog box
• Checks Spelling
• Merge to New Document
• creates new document
• Merge to Printer
• Start Mail Merge
• Find Record
• Edit Data Source

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Congratulations on Creating Labels!
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