Creating PA Labels in XP
First go online to the PA records, www.btny.purdue.edu/PPP/PARP/.
Can enter the Exp. Date -- 31 Dec 200X, or leave field blank and download all active
PAs. Select County.
IMPORTANT: on STATUS choose “ACTIVE”
the “ALL” list includes both active and inactive private applicators.
Click on the “Download Text File Results” at top of page.
It will open a text file of those PAs, and includes Name, Address, Expiration Date,
County, and Programs Attended. Go to File – Save As, name the file and save in a
location of your choice. (desktop, C: drive, etc.)
Close out of website and go to Word.
Choose View from top row. Go to Toolbars and select the Mail Merge toolbar. A mail
merge toolbar should appear across document window. From there you pretty much
work your way across the mail merge toolbar.
Start with the icon on left “Main Document Set-up” choose labels.
Select the kind of label and size that will be used.
Go to the next icon, “Open Data Source.” That’s the file you named the PA list.
Field delimiter is a comma ‘,’. Record delimiter is a ‘Return’
Ignore and click OK if message “Record # has too few lines” message appears. (It just
means that PA record has nothing in the Programs Attended field)
Go to third icon, “Mail Merge recipients,” Select All.
Go to sixth icon, “Insert Merge fields.” Select Name, Street 1, Street 2, City, State, Zip.
Select Database if needed. The Record Field names should appear in first label. Put in
returns between fields to set up the label with the address info.
Go to “Propagate Labels” icon, in about the middle of the Toolbar. That will repeat the
mailing label format on the entire page.
Go to the “Merge to New Document” icon, choose All Records. Again, click OK if it says
Record # has too few fields.
PA names and addresses should appear on label sheet to be printed.
Name and save the label document, then print.