MS Word – Mail Merge Basic Steps Create Letter/Labels general information Create Excel File with variable Data Link Files through Mail Merge in Word Print.

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Presentation transcript:

MS Word – Mail Merge Basic Steps Create Letter/Labels general information Create Excel File with variable Data Link Files through Mail Merge in Word Print letters/Labels Further customize individual Documents Save your original and newly created documents.

Mail Merge Tips Collect your data for the spreadsheet as detailed as possible Make separate Column/cells for items you need for Sorting, Grouping or Filtering Can use excel file data for more than one mail merge Can save Merged Document and make individual changes

Mail Merge Labels Full Sheet – each label different based on excel file of names. Start with a blank document. Go to ‘Mailings’ Tab Start Mail Merge Labels Then Avery 5160 Address Labels

Now link the excel file to your mail merge labels Select Recipients Use existing list (Browse & use $sheet1) Insert merged field

If you created titles for your excel file columns – these name will automatically appear Use the insert button to add data fields to your label document

Customizing your Labels Select all of the field names you will need You MUST manually insert any spaces, commas, etc. You can also add plain text You can come back and add other fields later Adjust the font so the text fits inside the table cell without being cutoff

Duplicate this information in all Cells. Copy the entire contents of the first cell Paste this information into the second cell BEFORE the “ >” marker Finish the rest of the cells & Save.

Before you actually merge select “preview” to proof your work

9 Now that you’re all setup – Click “Finish & Merge” - I suggest “Edit Individual Documents” This will take your excel data and place each line of data in a separate label. It will also create and open you into a new working document which you can proof before printing, then edit further, and save.

Remember to Save both Files Your Merged Data Document and Your Original template Document.