Creating Mailing Labels – Word 2003
This document is a guide to create mailing labels from a Microsoft Excel file. An Excel file is a typical format given to clients as output from a Hyperion report. Avery labels 5160 should be used with these instructions. 1. Open Microsoft Word 2003. 2. Within the toolbar, click Tools > Letters and Mailings, then select Mail Merge in the fly out menu. The Mail Merge menu will appear on the right side of your screen.
3. In the Mail Merge menu, under Select document type, choose Labels (A) then, at the bottom of the menu, click the Next: Starting document link (B).
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4. Under Select Starting Document choose Change document layout (A). Then, under Change document layout, click Label options... (B).
5. Within the Label Options box, set the following fields in this way: Under Printer information, choose Laser and Ink Jet and Tray = choose the printer tray for labels on your particular printer; typically this will be Manual Feed. Under Label information, Label product = Avery standard and Product number = 5160 - Address. Click OK. After clicking OK, a label grid will appear on your document.
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6. At the bottom of the Mail Merge menu, click Next: Select recipients.
7. Under Select recipients choose Use an existing list (A), then under use an existing list click Browse (B); the Select data source box will appear.
8. Within the Select data source box, find your Excel file and double click it.
9. The Select table box will appear with the name of your file; click OK. The Mail merge recipients box will appear.
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10. Within the Mail Merge Recipients box you will see all of the data within your Excel file. If your Excel document was sorted according to which entries had 3 line addresses and which had 4, you will want to select the entries with one or the other type of address; later you will go back and do the other type. NOTE: To unselect the entries you do not need for this run, click the checkmark in the row for a recipient and it will disappear (A). Click OK when ready (B).
11. At the bottom of the menu box, click Next: Arrange your labels.
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12. To arrange your labels you will use the first label box on your document as a guide. To add recipient information to the label, click the location of the first label, and then, in the right menu bar, click Address block; the Insert Address Block box will appear.
Under Specify address elements: o Insert recipient’s name in this format: a checkmark should be in this box and in the dropdown select the format for how you would like names to appear on the labels o Insert company name: typically this will be blank (no checkmark); however, if you need the company name leave it marked o Insert postal address: a checkmark should be in this box o Format address according to the destination country/region: a checkmark should be in this box; select the appropriate option, typically will be “Only include country/region...”
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13. At this point, your Preview box may or may not appear as it should with name and address. Click the Match Fields button; the Match Fields box will appear. In the Match Fields box, go through the options (using the dropdown boxes) and match each Excel field to the appropriate field in Word. The Word fields are listed on the left side and the Excel fields will be available to choose via the dropdown boxes. o If some Word fields are not present in your Excel file leave that dropdown to (not matched). o When done, click OK. After clicking okay, the Insert Address Block should now contain a preview with your first label. If information appears as it should click OK, if it does not, go back to Match Labels and make any corrections needed.
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14. Click the Update all labels button under Replicate labels; <
> will now appear in all of your label boxes.
15. At the bottom of the right menu bar, click Next: Preview your labels; a document with all of your labels will appear.
16. At the bottom of the right menu, click Next: complete the merge.
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17. Under Merge click Edit Individual labels, the Merge to new document box will appear, click All then OK. Another document will open with your labels within it. Save this new document.
If you have additional labels to merge (e.g. you did 3 line and now you need to do 4 line), after saving the document close it and find your original Word document. Your screen should still be on where you selected to Edit Individual Labels. At the bottom of the menu, click Previous: Preview your labels.
Under Make changes, click Edit recipient list, the Mail merge Recipients list will appear. Go back up to step 10 and go through the process again.
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NOTE: With 4 line addresses, your bottom line will most likely fall off of your labels. You will need to alter the font size of your document to accommodate for this. Within the toolbar, click Edit > Select All With everything selected, in the toolbar, click Format > Font. The Font box will appear. In the Font tab, go to the Size box and select a size that allows all of a label’s lines to fall within the label boundaries; size 10 typically will do this.
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