Word 2003 Mail Merge Labels

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Microsoft Word 2003: Mail Merge LabelsCreate Multiple Address Labels at the Same Time

OTS PUBLICATION : W08 REVISED 07-01-2006 TRAINING @ TOWSON . ED U OFFICE OF TECHNOLOGY SERVICES

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2005 Towson University -This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs License.Details available at http://www.towson.edu/OTStraining. 410-704-4070.

Mail MergeUse mail merge when you want to create a set of documents that areessentially the same but where each document contains uniqueelements. For example, the return address is the same on all thelabels or envelopes, but the destination address is unique on eachone.

Laying the ground work for a successful mail merge will take a littletime, but once it is set up you can reuse the layout.

Format DataYou can use label data from a variety of sources (such as a table in Access or an Excel worksheet) or

you can create your own!If you create your own data file in Excel, ensure that the top row contains labels (Figure 1, 1) forthe data directly below it (Figure 1, 2) . When performing a Mail Merge, the file containing the datais referred to as the Data Source.

Showing the Mail Merge Toolbar

1. Open a blank Word document.

2. To display the Mail Merge toolbar, click View (Figure 2, 1) and select Toolbars (Figure 2, 2) .

3. If you do not see a check mark next to Mail Merge,click on it (Figure 2, 3) .

1. Format data

2. Show toolbar

3. Create labels

4. Print labels

5. Save

6. For your reference

Summary

Figure 2

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Figure 1

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M AIL M ERGE FOR L ABELS WITH W ORD 2003

The Mail Merge toolbar should now appear at the top of the page:

Creating LabelsSe t t i n g u p You r L ab e l D o cu m e n t

1. Click on the Main document setup button.

2. Click Labels.

3. Click OK .

4. Select a product number from the list. You can find product information on the label box orpackage.

5. Click OK .

Co n n e c t i n g t h e L ab e l D o cu m e n t w i t h Yo u r D a t a S o u r c e

1. Click on the Open Data Source button.

2. Locate your data source (i.e., C:\ MyDocuments\ ... ) .

3. Double-click on the data source.

If your data source is an Excel file, the Select Table window will appear and Sheet 1$ (or an alternate name for the first worksheet) will be highlighted.

4. Click OK .

Ma t c h Fi e l d s 1. On the Mail Merge toolbar, click the Match Fields button.

2. The Match Fields dialogue box will appear.

On the left are the names for fields Word uses in the address block or greetingline templates (Figure 3, 1) .

The matching drop-down lists on the right eachcontain a list of the headings from your data source(Figure 3, 2) .

Word will automatically try to match its field nameswith the corresponding headers in your data source.If the match is incorrect or if (not matched) is shown(Figure 3, 3) , choose the header from thedrop-down list that best matches the RequiredInformation on the left .

3. Click OK .

Figure 3

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M AI L M ERGE FOR L ABELS WITH W OR D 2003

I n s e r t t h e A d d r e s s B l o ck 1. Click in the first label (box) in the document.

2. On the Mail Merge toolbar, click the InsertAddress Block button.

3. Choose the formatting options you wantfrom the dialogue box.

4. Click OK .

As a sample, your finished label may nowlook like this (Figure 4) :

Vi ew i n g t h e Fi r s t L a b e l Preview how your first label will look when combined with your data source.

1. Click on View Merged Data button.

You can go back and forth between seeing your data fields and sample data at any time by clickingon this View M erged Data button.

2. To change the address block, delete the field from your first label boxand follow the instructions under Insert the Address Block above.

Copy Fie lds t o Al l Labe l s Next, you must copy the contents of the first label to all other labels on the page.

Click the Propagate Labels button.

M e r g e La b e l s t o a N e w D o c u m e n t This step will create a new document containing all of your labels.

Click on the Merge to New Document button.

Figure 4


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M AIL M ERGE FOR L ABELS WITH W ORD 2003

You can also choose buttons to merge directly to a printer or to e-mail! These buttons are to theright of the Merge to New Document button.

Printing LabelsBefore you print, put the sheets of labels into your printer.

1. From the top menu bar, click on File and select Print .

2. Click OK .

Saving and Closing Your DocumentsYou now have two documents: Your template with your sample that you can reuse for future mailmerges, and your finished labels. You can save each of them by following these steps:

1. Click on File and select Save As.

2. Name your document.

3. Click Save.

Below are the toolbar buttons used throughout this tutorial:

Vi e w M e rg e d D a t a M a i n D o cu m e n t S e t u p

Open Da t a I n s e r t A d d r e s s B l oc k M e rg e t o N e w D o c u m e n t

P ro paga t e Labe l s