Print Address Labels from a PeopleSoft Query Using Microsoft Mail Merge

This document describes a step by step process for printing address labels from a PeopleSoft query using Microsoft Word Mail Merge. The basic premise is to run a PeopleSoft query to excel, modify the downloaded Excel file, and then use the modified Excel file when running the Mail Merge function in Microsoft Word.

1. Run the PeopleSoft query that contains the address information that is needed for printing labels. Download the query to Excel or run the query to Excel.

Tip - To ensure that the Mail Merge process works smoothly make sure that the PeopleSoft query ONLY includes mailing address information (name & address).

2. Open the downloaded Excel file and delete the first row of the file. This must be done or the Mail Merge process will not work properly. Save the modified Excel file.

3. Open a new Microsoft Word document and begin the Mail Merge process. To start the Mail Merge process click Tools -> Letters and mailings -> Mail Merge.

4. Choose the ‘Labels’ option when prompted to select a document type in Step 1 of the Mail Merge process.

5. In Step 2 of the Mail Merge process choose the label options by clicking the ‘Label options’ link. In the example below I choose Avery 5160 as the address labels I want to print.

6. In Step 3 on the Mail Merge process select the Excel file that has the address data needed for the labels. Select the PeopleSoft query results that you downloaded to Excel earlier.

7. You will be prompted to select a table. Click ‘Ok’.

8. The next screen will display all of the addresses that will print. Check to ensure that the data looks correct, and then click the ‘OK’ button.

If the data looks incorrect then there may be a problem with the address data file. A few possible problems could be:

The data file could have columns in incorrect order. There might be an extra row or two at the top of the file.

9. In Step 4 of the Mail Merge process select how the addresses should display when printed. To accomplish this click the ‘Address block’ link.

10. Click the ‘Update all labels’ button to generate all the labels into the document.

Tip – Do not forget to click this button. If you don’t click this button there will be no addresses placed into the document!!

11. In Step 5 of the Mail Merge process, preview the report. Make sure all the data looks correct.

12. In Step 6 of the mail Merge process print the label report.