Creating Mailing Labels Using Excel and Query Maker
Select Reports, Query Maker, Student Demographics
Click on Add and name the report. Press OK
For STEP 1: Choose District Status
STEP 2: Select Equal to number
STEP 3: Select number 1
After pressing “Done” twice Query Maker will ask you if you would like to run the report now. After saying
yes you will be asked to select the fields of information you would like on the mailing labels.
By double clicking the fields on the left they will move to the right column. For mailing
labels double click on Guardian, Address line 1, address line 2, city, state and zip. Once
they are all showing on the right side column press “Done”. Press Pick Output Type
Select Microsoft Excel Version 5 worksheet
Press “Done” and “Run Query” Close the Preview window by pressing “x”
After Query maker asks if you would like to continue and you press “yes” the dialog box will say finished
creating file. It will tell you that the file is called QMF_TEMP. Query Maker saves all Excel created files in
the Trak\Query folder. To view the file open Excel and go to file open…Query qmf_temp
To save the file choose File, Save as… and name the file.
Open Word and go to Tools… Mail Merge… the Mail Merge Dialog box will open. Choose mailing labels.
Choose Get Data…Open Data Source…
Open the file previously saved in Excel Be sure Files of Type displays All Files
Word will ask you to set up the mail document.
In Label Options choose Product Number 5160 (this is a standard address label from Avery, you can choose any
from the list). Press OK
After selecting label type use the dropdown list to create the mailing labels format.
The field names for Guardian is addr0, address 1, address 2 , city, state and zip should all appear like this when
you have finished Inserting the Merge Fields.
Choose Merge…from the Mail Merge Helper
On the Merge window choose Merge again
The completed labels are now on the screen and ready to be printed.