Tuesday's Tip #69: Create Mailing Labels with Mail Merge

How to Create Mailing Labels with Mail Merge using Excel/Word

This process is not difficult but there are a few steps to watch so I'd recommend the video but I will outline it in text as well in case you like that method of learning.

Step 1: Create Excel File

1. Open a new blank workbook in Excel.
2. In the top row - detail the types of data. For example, First name, Last name, Address etc.
3. Add addresses and save (remember where you save it).

Step 2: Create Label Template in Word

1. Open a blank document  in Word.
   
   
2. Click Mailings...Start Mail Merge..Labels...
   
   
   
3. Choose the type of label and click OK. On the labels is a size, the most common label type is 5160.
   
   
4. You will now have a word document that shows the borders of the labels you've chosen.

Step 3: Link the Excel file to the Labels

1. Click Select Recipients on the Mailing ribbon.
   
   
2. Select Existing File and browse to the file you saved in step 1 and selec the sheet that contains your addresses (if multiple sheets).

Step 4: Design your Labels

1. On the Mailings ribbon, click on Insert Merge Field and select each field to add to the label.
   
   
2. Format the labels by adding spaces between the fields and enter to separate lines.
   
   
3. Click the Update Labels button to update the entire page of labels.
   
   
4. Click the Preview Results button to view how the labels will look when printed.

Step 5: Create the labels (Merge)

1. Click the Finish and Merge button on the Mailings tab and select New Document.
   
   
2. This will create a new document with as many pages as needed to display all the addresses. This document can also be used to preview and adjust any anomalies.