How to use Mail Merge
(in Microsoft Word 2003)
to create Mailing Labels
(from Microsoft Excel 2003) Part I: Addresses
1. Open up Microsoft Excel. 2. Place appropriate headings across the top of the spreadsheet. 3. Enter the data.
4. Save the file with a name that makes sense to you and put it someplace you can find the file again.
Part II: Mail Merge
1. 2. 3. 4. 5. 6. 7. Open up Microsoft Word. Go up to Tools. Select Letters and Mailings. Select Mail Merge. This screen will open up on the RIGHT hand side of your screen: Click the Labels radio button. Then, click Next: Starting document.
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8. This screen will then appear: 9. Click Label options… 10. On the next screen, select the type of label you will be using. The most common address label is the Avery 5160.
Once you have selected the type of label you are using, click OK. 11. Click Next: Select recipients.
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12. Click Browse. 12. Browse to wherever you have stored your Excel spreadsheet file with all your addresses on it. Once you have found it, click Open. 13. On the next pop-up screen, click OK.
14. On the next pop-up screen, you will see your master list of all the names and addresses you have entered. There will be little “check” marks next to each. Assuming you want to select ALL your names on the Excel spreadsheet, click OK.
15. Click Next: Arrange your labels.
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16. THIS STEP IS THE ONLY ONE THAT IS NOT INTUITIVE….
Click More items…
17. On the next screen, select each of the header fields that you will use to create your address labels. Highlight each field and then click the Insert button each time. When done, click Close. 18. Modify the formatting of the address label so that each field is located in the correct place – like this:
After you have inserted the merge fields above, it is wise to create a little “buffer space” on the first line and in front of each line – this is so that the typing on each label sits more centered on it and isn’t smack dab on the edge of the label. Use your cursor to add space. 4
It is at THIS STEP that if you want to ADD AN IMAGE to each address label….follow these bulleted directions:
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Place your cursor in front of the <
> field.
• • • • • •
Click Insert from the top of your page. Select Picture. Select From File. Browse to the image you want to insert (of course, you have to have saved it first). Highlight and double click the file name. The image will show up on the first address label. Continue below….
19. Click the Update all labels button.
20. Click Next: Preview your labels. 21. Click Next: Complete the merge. 22. To change the font and font size, hold down the key and the letter key at the same time to highlight all your addresses. Change the font to whichever one you want. 23. You are now ready to print. Click Print. Click the OK button.
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NOTE: It’s always a good idea to print off a “print proof sheet” using plain paper prior before actually using the real thing with your address labels (address labels are not cheap). Hold up your paper proof sheet over the address labels sheet to see if everything lines up correctly. PRINTING NOTE #1 – printer type: Be sure to purchase the correct type of labels for the printer you will be using to actually print off your labels. For example, if you have an INK JET printer at home that you will be using, purchase labels specifically for ink jet printers. But, if you are using a LASER printer, you need to purchase labels specifically for a LASER. The “finish” on the surface of these two kinds of labels is different because the ink that is laid down on them is applied in different ways. PRINTING NOTE #2 – label size and type: You can purchase “clear” address labels or “white” address labels. The clear ones are really nice if you have envelopes which are not white (red, green, etc.) and the finished result is quite classy. Keep in mind, however, that the cost of the clear ones is more than for the plain white labels. A good address label size is about 1” x 4” or 1” x 2.63” The smaller the labels, the more you have on a page and the less expensive they are.
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