Create Mailing Labels using SUPER and Mail Merge (Word 2010)

Transcription

1 Create Mailing Labels using SUPER and Mail Merge (Word 2010) For this example we will be using a 4-H club to generate labels for a mailing to the members. First we will extract the names and addresses from SUPER and save as an MS Excel file. Then we will use that file to mail merge into labels using Microsoft Word. Create a list to extract names and addresses for mailing labels 1. Logon to SUPER and click Enrollment Lists. 2. Click the Clubs/Groups button. 3. Choose the criteria you want to use. In this case we want to select 4-H Bearden Elem 4 th -Reedy club members. 4. Click Search. The list of members will appear. NOTE: Search criteria will be unique to each user for the groups of enrollees to be searched. 1

2 5. Click the orange Export to Excel button at the bottom of the results. 6. Click the Save As selection to save the Excel file to a location on your computer. Change the name to something more meaningful to you if desired and note the location the file is being saved. Click Save to complete saving the file. SUPER can now be closed. 7. Open the spreadsheet in Excel. Either double-click the file from the saved location, or open Excel and click the File tab Open then navigate to the file location to open. 8. Delete the top rows with the demographic information. The top row should only have the name and address information. Delete the columns for Status and Unit. The row title for last name should be in cell A1. With Demographic information Without Demographic information 9. Save the spreadsheet and close Excel. 2

3 Create Mailing Labels from Excel file 1. Open Microsoft Word. 2. Click Mailings Start Mail Merge Labels. This tab contains the buttons that will be used as part of the merge process. Essentially you will click most of these buttons from left to right to complete the merge. They will highlight and un-highlight throughout the process. 3. The Label Option box will appear. Choose printer information and label information as appropriate. In this example we will be using an Avery label 5160, which is a standard label. Your choices will depend on the type of printer you have and label available. Click OK to confirm your choices. 3

4 4. Click the Select Recipients button and choose Use Existing List. Navigate to where you saved your list. Highlight the list and click Open. 5. Select the table Enrollee List and click OK. 6. Click Edit Recipient List button. Uncheck any blank entries and click OK. NOTE: If there are many blank fields that are checked click the Filter link. In the field drop-down select Last Name. Under comparison select is not blank. Click OK and then OK again to complete. Mail Merge Recipients before filter view 4

5 Filtering Recipients Mail Merge Recipients after filter 7. Click Address Block button. 5

6 8. Click Match Fields button. NOTE: The Last Name field may not be matched. In that case click the drop-down arrow next to the Last Name Not Matched and select Last Name from the drop-down list on the right. Click OK. 9. Look at the label to ensure that this is what you want. 10. Click OK. <<Address Block>> will appear in the document. 11. Click Update Labels button. 12. Click Preview Results button. 13. If needed, edit line spacing of the labels. Select all labels (CTRL + A) then click Home tab. Click the expand icon (lower right corner) in the Paragraph section to open preferences. Click OK to save new selections. 14. Click Finish & Merge button Print Documents to print your labels. 6