Computer software packages for word processing and office management usually have a mail merge feature in which one inputs a long list of addresses into one document and prints it out as labels, envelopes or even form letters. Mail merge has become a great time-saver for businesses that do mass mailings and bulk communications. While there is a plethora of different softwares available, if you learn how to use one type of mail merge, it will be easier to pick up on how to use another.
Purchase or obtain a software package that allows you to create printable mailing lists. Microsoft Word is one such popular package. Open Office is compatible with Word and is free. The way to create a printable mailing list depends on which software you are using, but this article will focus on Microsoft Word because it seems to be the software of choice in most large and small offices.
Open up a blank document in Microsoft Word. Go to the Tools Menu. Scroll down to Letters and Mailings. Click on Mail Merge Wizard, and a new window will open up at the side of your document.
Choose Letters if you want to print a form letter addressed to different people, Envelopes or Labels if you want to print address labels for a group mailing, or Directory if you just want to print one document of your saved addresses. For the purpose of this tutorial, choose Labels. Then click Next at the bottom of the window.
Click Label Options to choose what size labels you want to print. If you already have a package of blank labels, look on the package to see what type you have.
Tell your computer where to obtain the addresses. You may want to print them from your e-mail list, you may have already created a mail merge document or you may want to create a mail merge document now. If now, hit the button in the small window that says Create New Document. Make sure you enter all of the information needed in the appropriate fields, for example, Name, Address Line 1, City, State and Zip Code. You can click the customize button and delete unnecessary lines, such as phone number and e-mail address. Hit New Entry between each address. Save and name this file.
At this point, you hit the Merge button to merge the two documents and arrange and preview your labels. If you don't like the way something has come out, it is easy to go back and edit. Do not hit print until you are satisfied.