How to Easily Convert a Mailing List to Labels
Converting a mailing list to labels may sound like a daunting task involving endless rekeying or cutting-and-pasting, but it can actually be reasonably simple. You can easily convert a mailing list to labels with commonly available software, and you don't need to be a computer genius.
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Instructions
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Open the data in your mailing list program. Virtually all mail software allows you to export the data in either text (.txt) or comma-separated values (.csv) format. Select "Save As" or "Export" under the appropriate menu, and save the mailing list to your desktop as a .txt or .csv file, giving it a name that easily identifies it.
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Launch Microsoft Excel, select "Open" and find the file you just created. Select the file and open it in Excel. Each column in the document will correspond to a field that was exported from the mail program. Select "Save As..." and save the Excel spreadsheet to the desktop as a .csv file.
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Review the Excel .csv file to confirm that the data in each row is mapped correctly. For example, if Column A contains first names and Column B contains last names, make sure the data is consistent throughout the spreadsheet. If any columns are mismatched, copy and paste the correct data into the appropriate columns so the information is consistent throughout.
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Launch FileMaker Pro and create a new database by selecting "New Database..." under "File." You will then be prompted to create fields, which should correspond with the columns in the spreadsheet. If the spreadsheet has three columns (such as Name, Street and City/State/Zip), then create three fields in your FileMaker Pro database using the same names. Select "OK" when you have created all the appropriate fields.
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Select "Import Records" and then "File..." from under FileMaker Pro's "File" menu. Select "All Available" in the window, then navigate to the file on the desktop and select "Open." Here you will be asked to "map" the data from the "Source Fields" (the Excel .csv file) to the "Target Fields" (the fields you created in FileMaker Pro). Confirm that the arrows "map" the columns with the correct fields, and then select "Import."
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Choose "Layout Mode" from FileMaker's "View" menu and then select "New Layout/Report..." from under the "Layout" menu. Select "Labels" from the layout type list, select "Next>" and then select your label type (e.g., Avery 5160) from the pull-down list. Add all the fields to the "Label contents" field, then select "Next>" and choose "View in Preview Mode."
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Load labels into your printer and select "Print" on your computer. Depending on your label type and the number of records, it could be multiple pages.
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Tips & Warnings
You can change your font, size and style when you're in Layout mode.
Don't import data that isn't relevant for mailing, such as phone numbers.
