Mail Merge. Labels. Note: If you already have a spreadsheet created, skip to step 4.
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- Barbara Green
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1 Mail Merge Labels When creating Labels using Mail Merge, you usually pull your information from a Data Source. Usually this Data source is an Excel Spreadsheet. Sometimes this spreadsheet will be provided for you and other times it is a spreadsheet you have created yourself. To Create an Excel Spreadsheet: Note: If you already have a spreadsheet created, skip to step Open Microsoft Office Excel 2010 by clicking: Start Menu > All Programs > Microsoft Office > Microsoft Office Excel Enter all the information you will need for the Labels. For this class we are going to type out the following chart: Title First Name Last Name Address City State Postal Code Mr. Alan Smith 1234 Maple Ave. Flushing N.Y Ms. Annie Black 5678 Oak St. Flushing N.Y Mr. Mark Apple Clover Dr. Los C.A Angeles Mr. Elliot Stevens Hillside Ave. Jamaica N.Y Ms. Mary Higgins th Ave. San Diego C.A Ms. Samantha Hart 18 Willow Dr. Los Angeles C.A Save the spreadsheet by clicking the Office Button, located in the upper left hand corner of the screen, and then select Save. Remember: Make note of where you are save the spreadsheet. 4. Close the Excel Spreadsheet and now Open Microsoft Office Word 2010, by clicking: Start Menu > All Programs > Microsoft Office > Microsoft Office Word When Microsoft is open select the Mailing Tab from the Ribbon.
2 6. Select the Start Mail Merge icon from the ribbon. 7. Select Labels from the menu that appears. 8. The Label Option Window will appear. In the Label Information section change the Label Vendors to Avery US Letter. 9. In the Product Name section select 5260 and then press OK. 10. Select the Select Recipients icon from the Ribbon. A drop down menu will expand. From this menu select Use Existing List 11. Locate where you saved the Excel Spreadsheet and select Open.
3 12. Select the sheet where you stored the information for the Labels and then OK. 13. Your Microsoft Office Page Should now look like this: 14. Click on the Edit Recipient List. From this window you can deselect people from the merge. You can also alphabetize the list according to any of the fields by click on the field name. For example, if you click on the phrase Last Name it will alphabetize the list by last names.
4 15. After editing your recipients, select the Address Block icon. The Insert Address Block menu will open. 16. In this new window, select the style you prefer for the labels. By selecting a different format, a preview of what your labels will look like appears on the right of the window. When you find the style you want select OK.
5 17. After pressing okay, select Update Labels, located in the Writing & Insert Fields section of the ribbon. By selecting this button you are going to be creating labels for everyone on your spreadsheet and not just the first person. 18. Your document should now look like this: 19. Select the Preview Results icon to preview your labels. Use the arrows, next to the Preview Results button, to scroll through your list. 20. Once you have finished the Mail Merge, select the Finish & Merge icon. A drop down menu will expand.
6 21. Select the Print Document option to print you labels yourself or select the Edit Individual Documents... if you want to create the labels as a separate document that you can as an attachment. 22. To save your document select the File Button, located in the upper left hand corner of the screen and select the Save option. Locate a place to save your file using the new windows that appears and then press Save.
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