CREATING A LABEL MAIL MERGE IN WORD

TERMS FIELDS RECORDS MERGE CODES

FIELD: CONTAINS A SINGLE ITEM OF INFORMATION (NAME, ADDRESS, PHONE#, ETC.

RECORD: MADE UP OF A GROUP OF FIELDS THAT RELATE TO A SINGLE TOPIC

MERGE CODES: PLACED INTO THE MERGE DOCUMENT BY THE MERGE WIZARD OR FROM THE MERGE TOOLBAR. TELLS THE MERGE WHAT RECORDS/FIELDS TO USE

THIS EXAMPLE SHOWS YOU HOW TO CREATE A NAME & ADDRESS FILE IN EXCEL THEN CREATE THE MERGE IN WORD

SETTING UP THE NAME & ADDRESS DATA IN EXCEL

ENTER COLUMN HEADERS (field titles) THEN SELECT THEM

NOTE: INCLUDE A FIELD FOR COUNTRY IF MAILING OUT OF THE U.S. (There can be other fields in your file…codes, phone #, etc.)

USING A DATA ENTRY FORM TO INPUT YOUR DATA (optional)

CLICK ON DATA THEN FORM

EXCEL WILL PROMPT YOU… IF THE FIRST ROW IS LABELS NOT DATA THEN CLICK OK

THE DATA ENTRY FORM WILL APPEAR ENTER YOUR DATA THEN PRESS THE TAB KEY TO MOVE TO THE NEXT FIELD SAVE DATA OFTEN

SAMPLE NAME & ADDRESS FILE

SETTTING UP THE MERGE IN WORD

CLICK ON TOOLS, LETTERS & MAILINGS, MAIL MERGE

CLICK ON LABELS THEN CLICK STARING DOCUMENT

SELECTING THE TYPE OF LABEL CLICK LABEL OPTIONS

SELECT LABEL THEN CLICK OK

SELECTING THE NAME AND ADDRESS FILE… CLICK SELECT RECIPIENTS

CLICK BROWSE TO LOCATE RECIPIENT FILE

SELECT NAME & ADDRESS FILE THEN CLICK OPEN

CHECK THE FIRST ROW COLUMN HEADERS BOX THEN CLICK OK

YOU CAN SELECT GROUPS OF RECORDS TO BE INCLUDED IN THE MERGE

IN MAIL MERGE RECIPIENT WINDOW CLICK OK

CLICK ARRANGE YOUR LABELS (Next Record is a merge code)

CLICK ADDRESS BLOCK TO ADD THE ADDRESS FIELDS MERGE CODES

A CHANCE TO REVIEW WHAT THE ADDRESS WILL LOOK LIKE… THEN OK

WITH MERGE CODES IN PLACE… CLICK UPDATE ALL LABELS THEN PREVIEW YOUR LABELS

CLICK COMPLETE THE MERGE

YOUR READY TO PRINT