Sunday, April 14, 2013

How do I Create Mailing Labels in MS Word From an MS Excel Spreadsheet?

Prepare the Mailing List
1. Open a new spreadsheet and use the first row to create column headers across the top of the document. Name the top cell of each column to correspond with the address fields on your labels, for example: 'First Name,' 'Last Name,' and so on.
2. Start in the first cell on the second row and enter the data that corresponds with the cell header. For example, enter the recipient's first name in the row under the 'First Name' label. Continue until you have entered all of your mail recipients and save your document.
3. Highlight all of the data in the mailing list. Single-click on the first cell at the beginning of the first row of your address list. Scroll to the last cell, on the last row of your address list, hold down the 'shift' key and single-click on the last cell.
4. Click on the 'Formulas' tab, select the 'Define Names' group and click 'Define Name.' Type a name for your list and click 'OK.'
5. Save and close the Excel document.
Prepare the Label Document
6. Launch Microsoft Word to open a new document.
7. Click on the 'Mailings' tab and select the 'Start Mail Merge' group. Then click 'Start Mail Merge' and select 'Labels.' In Word 2010, select 'Start Mail Merge' from the 'Mailings' tab and select 'Labels.'
8. Select the type of printer, label vendor and type of labels. For example, if you are using an ink-jet printer to print Avery 15160 address labels, select 'Page Printers,' followed by 'Avery' from the 'Label Vendors' drop down, then scroll down and click on the correct product number.
9. Click 'OK' to have word create a blank label document.
Link the Labels to the Excel Document
10. Click the Microsoft Office Button in the upper left corner of the Microsoft Word screen. In Word 2010, click on 'File' and select 'Options.'
11. Select 'Advanced' and scroll to the 'General' section. Put a check in the box next to 'Confirm File Format Conversion on Open' and click 'OK.'
12. Click on the 'Mailings' tab and select the 'Start Mail Merge' group. Then click 'Select Recipients.' In Word 2010, select the 'Mailings' tab and click 'Select Recipients.'
13. Select 'Use Existing List' from the list of options. Navigate to the location of the Excel file, and double-click the file.
14. Highlight the name of the mailing list and click 'OK.' If prompted, select 'MS Excel Worksheets via DDE (*.xls)' and click 'OK.' All of the labels, except the first, should now say
Format and Merge the Labels
15. Put your cursor in the first label field. Go to the 'Mailings' tab and click the down arrow next to 'Insert Merge Field.' Add each address field to the first label with proper formatting. For example:«first_name» «last_name»«address»«city», «state» «zip»
16. Click the 'Update Labels' button, to the right of the 'Insert Merge Fields' drop-down, to copy the address fields to the rest of the label template.
17. Click 'Preview Results' to view your labels.
18. Save your label template. Then click 'Finish and Merge.' Select 'Edit Individual Documents,' 'All,' and click 'OK.'
19. Save and print your new labels.

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