Mail Merge in Word XP
Author Learning and Teaching Enhancement Unit
Last Edited July 2003
Contents Mail Merge Using Word XP
The main difference you will see when using Mail Merge in Word XP as opposed to Word 2000 is that you no longer use
the Mail Merge Helper dialog box. The wizard appears in the Task Pane on the right hand side of the Word screen. This
tutorial will take you through the process of setting up labels. You can use the links at the bottom of each pane to go
back a step if you make a mistake
Starting a Mail Merge
From the menu bar choose TOOLS – LETTERS AND MAILINGS –
MAIL MERGE WIZARD
Step one – Select Document Type
Use the radio buttons to select whether you want to produce letters, labels etc.
Then use the link at the bottom of the pane to move on to the next step
Screenshots reprinted by kind permission of Microsoft Corporation 1
Step two – Starting Document
Use the radio buttons to select a document to use. If you select CHANGE DOCUMENT
LAYOUT you will get a further option to specify label options – this is where you can specify
the type of label you wish to use.
Click the LABEL OPTIONS button to see the following dialog box.
Use the LABEL PRODUCTS field to specify the brand of label you will be printing to and then
choose a PRODUCT NUMBER to specify number of labels per page etc.
Screenshots reprinted by kind permission of Microsoft Corporation 2
Step three – select recipients.
Use the radio buttons to specify where the data is that you want to use in the merge. If
you select TYPE A NEW list you will need to enter the details manually. The list will be
stored as an Access Database file.
If you have a list set up in another program such as Access or Excel, choose USE AN
EXISTING LIST. You will then need to click the BROWSE button to locate the list from where it
When you have located the list click on OPEN.
You will then need to follow the dialog boxes that appear on screen.
In this example the list we are using is an Excel spreadsheet.
In this dialog box you need to specify which sheet in the workbook contains the data.
Use the checkbox FIRST ROW OF DATA CONTAINS COLUMN HEADERS if your sheet contains column headings.
Click OK when ready
Screenshots reprinted by kind permission of Microsoft Corporation 3
You will then see a table that contains your data.
Use the arrows on each of the column headers to sort the data as required
Use the checkboxes to remove items from the data (unchecked items will not be included in the merge.
Click OK when ready
If you want to apply a query to select only
certain records in your data source, click
the drop-down arrow to the right of the
column that contains the data you wish to
query and choose an option from the drop
down list to display only records that match
Or, click on ‘advanced’, to see the filter and
sort dialog box, where you can be more
specific in your query options for example, if
you want to add more than one criteria to the
Screenshots reprinted by kind permission of Microsoft Corporation 4
Step four – Arrange your labels.
Use the MORE ITEMS link to select items from your data source to position on the first label
in the document.
You can also add free text to your
Click the UPDATE ALL LABELS button to copy the layout to all the labels on the sheet.
Step five – Preview your labels
Here you can see when your labels will look like when the date is merged. Use the EDIT
RECIPIENT LISTto change the data source. Use the left and right chevrons to move
through the data list.
Screenshots reprinted by kind permission of Microsoft Corporation 5
Step six – Complete the Merge
In this step you can either choose PRINT to print your labels or choose EDIT INDIVIDUAL
LABELS if you want to make changes to one particular label.
The steps for setting up letters are very similar to labels – just follow each step in the task
pane and use the links at the bottom of each pane if you need to go back a step.
Screenshots reprinted by kind permission of Microsoft Corporation 6