MS Word – Mail Merge

Basic Steps

•Create Letter/Labels general information

•Create Excel File with variable Data

•Link Files through Mail Merge in Word

•Print letters/Labels

•Further customize individual Documents

•Save your original and newly created documents.

Mail Merge Tips

• Collect your data for the spreadsheet as detailed as possible

• Make separate Column/cells for items you need for Sorting, Grouping or Filtering

• Can use excel file data for more than one mail merge

• Can save Merged Document and make individual changes

Mail Merge Labels

Full Sheet – each label different based on excel file of names.

•Start with a blank document.

•Go to ‘Mailings’ Tab

•Start Mail Merge

•Labels

•Then Avery 5160 Address Labels

Now link the excel file to your mail merge labels

•Select Recipients•Use existing list (Browse & use $sheet1)•Insert merged field

• If you created titles for your excel file columns – these name will automatically appear

Use the insert button to add data fields to your label document

Customizing your Labels

• Select all of the field names you will need

• You MUST manually insert any spaces, commas, etc.

• You can also add plain text• You can come back and add

other fields later • Adjust the font so the text fits

inside the table cell without being cutoff

Duplicate this information in all Cells.

• Copy the entire contents of the first cell

• Paste this information into the second cell BEFORE the “<<next record>>” marker

• Finish the rest of the cells & Save.

Before you actually merge select “preview” to proof your work

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Now that you’re all setup – Click “Finish & Merge” - I suggest “Edit Individual Documents” This will take your excel data and place each line of data in a separate label. It will also create and open you into a new working document which you can proof before printing, then edit further, and save.

Remember to Save both Files

Your Merged Data Document and

Your Original template Document.