How to Use Mail Merge to Make Address Labels

By eHow Computers Editor

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Mail merge is a handy tool for making labels as well as other business forms. The directions given here are for a recent version of Microsoft Word. However, Open Office and other word processors have similar mail merge tools. All of the programs available on the market walk you through the process.

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Instructions

Difficulty: Easy

Step1

Open a new document using Microsoft Word. Click on "Tools." Next, click on "Letters and Mailings." Finally, click on "Mail Merge Wizard."

Step2

Choose "Labels" from the "Mail Merge" dialog box. Then click "Next." Set up your document by clicking on "Change Document Layout." Select the type of printer and labels you are using, and click "OK" when you finish.

Step3

Select the recipient list you plan to use, or create a new one. These lists can come from Excel, Access, Outlook or Word files. You may browse your computer to locate the file you plan to use. Mark the list.

Step4

View the list of recipients your database generated. You may select all names, or select just the ones you need for a particular mailing.

Step5

Sort information from your files. Using the "Insert Merge Field" dialogue box, click on "Database Fields." Select each field from the database that you want to use in your mailing label. When you are finished, click the "Close" button.

Step6

Arrange merged fields the way you want them to appear. You may add any punctuation at this time as well. Click on "Update All Labels."

Step7

Preview labels. You can edit your recipient list at this time. If the labels themselves are not correct, click on "Previous: Arrange Your Labels" at the bottom of the task pane.

Step8

Click "Print." A "Merge to Printer" dialog box should appear. Select the records you wish to print, and click "OK." In the "Print" dialog box, change any settings, if necessary, and click "OK."