Using Microsoft Word & Excel §Open a new document in MS Word §Click on Tools & then Mail Merge l a dialogue box, like the one on this page, will appear.

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Presentation transcript:

Using Microsoft Word & Excel

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

§A new box will appear click on Active Window

Get Data Source §In the Mail Merge Helper, under Data Source l Click on Open Data Source

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

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

Label Options §Choose the Label products and §Product number l be sure to change Printer information if needed

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

Sample of the Merge Field Labels

Merge to Printer §After returning to the Mail Merge Helper, click on the Merge button l Another dialog box comes up §Make sure the button is selected so blank lines won’t occur when fields are empty §Click on Merge to: Printer §Click on Merge button

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

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

l 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

Mail Merge Toolbar §Insert Merge Field l lists field names l can be used when merging a letter or other document l can edit previously merged document

§ > l 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

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

Congratulations on Creating Labels!