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Page 1 of 6 Creating Mail Merge Labels 1. Create your source file (the Excel spreadsheet or Access database which houses all the data you want put on the labels) 2. Open Word 2007 3. Select the Mailings tab 4. Click Start Mail Merge > Labels5. Select the appropriate options for your label type then click the OK button. If your label type is not listed, you can create a custom label (you will need to know the exact measurements) by clicking the New Label button. 6. Click Select Recipients > Use Existing List

Creating Mail Merge Labels - washburn.edu · Page 1 of 6 Creating Mail Merge Labels 1. Create your source file (the Excel spreadsheet or Access database which houses all the data

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Page 1: Creating Mail Merge Labels - washburn.edu · Page 1 of 6 Creating Mail Merge Labels 1. Create your source file (the Excel spreadsheet or Access database which houses all the data

Page 1 of 6

Creating Mail Merge Labels 1. Create your source file (the Excel spreadsheet or Access database which houses all the data you want put on the

labels)

2. Open Word 2007

3. Select the Mailings tab

4. Click Start Mail Merge > Labels…

5. Select the appropriate options for your label type then click the OK button. If your label type is not listed, you

can create a custom label (you will need to know the exact measurements) by clicking the New Label button.

6. Click Select Recipients > Use Existing List

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7. Find and double-click your source file

8. If you are using an Excel spreadsheet with multiple sheets, select the sheet that houses the data. If you are using

an Access database, select the query you want to use.

9. If the first row of data DOES NOT contain column headers, uncheck the box at the bottom of the window.

10. Click the OK button

NOTE: Since most labels are address labels, this document will explain how to add an address block to a label but any merge field can be used.

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11. Position your cursor on the label where you want the address to be placed

12. Click the Address Block button

13. Adjust the address block settings according to the way you want things to appear. If things don’t seem to be in

the right place in the preview area, click the Match Fields button to ensure Word is putting the correct fields in the correct places. When you are done in the Insert Address Block window click the OK button.

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14. When you are done, the address block will be noted as <<Address Block >>.

15. This address block is only set up to appear on the first label on the sheet. To copy the address block to the rest

of the labels click the Update Labels button

16. The rest of the labels will now show <<Next Record>><<Address Block>>

17. If you would like to see a preview showing data instead of the address block text, click the Preview Results

button and use the arrow buttons to move through the list of recipients

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18. If your recipient list contains more records than you want to be included on the labels, you can filter the list to only include the recipients you choose. Click the Edit Recipient List button

19. You can either place a checkmark in the box next to the records you want to use or use the Filter link to filter

large amounts of data

20. If you choose the Filter link, fill out the pop-up window to fit your filter preferences then click the OK button

21. Click the OK button again to return to the merge labels

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22. When you are done editing your labels, click the Finish & Merge button

23. Select if you want to view the labels in a Word file (Edit Individual Documents) or if you want to send them

directly to the printer (Print Documents)

24. After making your selection you will be prompted with a window asking which records to merge. Typically you

would leave this on All and click the OK button.

25. Your merge is now complete. You can save your merge for future use the same way you save any other

document. When you open the merge again you will be prompted to allow a SQL command to run. THIS IS OK. Click the Yes button.