How to Use Mail Merge to Make Address Labels

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.

Difficulty: Easy

Instructions

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

2. 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.

3. 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.

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

5. 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.

6. 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."

7. 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.

8. 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."

Tips & Warnings

• Run a test copy of the first page on plain paper to ensure everything looks right.
• Remember to save your work.

[alienontherun]

on 4/24/2009 Analyse this:I need to repeat each entry of my data source 3 times on the sheet label before.eHow, how can I accomplish that on Word without much fuss, coding, etc? Is Word good enough for that?I really need to do that and can't figure it out.Help, please.Thanks,a