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Word 2010 - Mail Merge to Labels 1 Preparation Excel File as the Recipient List Recipient List Field Names Should not have any spaces Format them differently than the data. Example: Bold and italicize the field names (titles to the columns) Structure of the Recipient List No blank rows or columns in the list. Blank cells are ok. Though not necessary, the first sheet should contain the data source. Rearrange sheets if needed. Number and date formatting may not appear in the merged document If you have formatted numbers in your Excel file, they will not merge into the document in their formatted state. Ex.: $1,200.02 becomes 1200.02. In order to have formatted numbers and dates appear in the merged document, you must set some options in Word (Confirm File Format Conversion on Open), and then the Excel data will be merged as expected. You only have to set this once. Confirm File Format Conversion on Open In Word: File, Options Advanced bar, General Section Check Confirm file format conversion on open OK This is important if you are merging fields with money or dates so they will appear in Word the same way they are formatted in Excel. Sample of Excel Spreadsheet Warning When Opening a Word Mail Merge Main Document Because an Excel file is attached to the document, this warning appears Click Yes

Word 2010 - Mail Merge to Labels - Elizabethtown Collegehelpdesk.etown.edu/helpconsole2012/KB/docs/Word/2010 Mail Merge to... · Word 2010 - Mail Merge to Labels 1 Preparation Excel

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Word 2010 - Mail Merge to Labels

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Preparation

Excel File as the Recipient List

Recipient List Field Names

Should not have any spaces Format them differently than the data. Example: Bold and italicize the field names (titles to the columns)

Structure of the Recipient List

No blank rows or columns in the list. Blank cells are ok. Though not necessary, the first sheet should contain the data source. Rearrange sheets if needed.

Number and date formatting may not appear in the merged document

If you have formatted numbers in your Excel file, they will not merge into the document in their formatted state. Ex.: $1,200.02 becomes 1200.02. In order to have formatted numbers and dates appear in the merged document, you must set some options in Word (Confirm File Format Conversion on Open), and then the Excel data will be merged as expected. You only have to set this once.

Confirm File Format Conversion on Open

In Word: File, Options

Advanced bar, General Section Check Confirm file format conversion on open OK This is important if you are merging fields with money or dates so they will appear in Word the same way they are formatted in Excel. Sample of Excel Spreadsheet

Warning When Opening a Word Mail Merge Main Document Because an Excel file is attached to the document, this warning appears Click Yes

Word 2010 - Mail Merge to Labels

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Labels

Display Mail Merge Wizard Task Pane See “Error! Reference source not found.” on page Error! Bookmark not defined..

Choose Labels for the Document

Select Labels Click Next: Starting document

Select the Label Size Click Label options… Label vendors – Avery US Letter Product Number – 5160 (or what matches the number on the label box) OK

Select Recipients Click Next: Select recipients See “Error! Reference source not found.” on page Error! Bookmark not defined.

Word 2010 - Mail Merge to Labels

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Main Document Becomes a Sheet of Labels arranged in a Table

No Gridlines

Word 2010 - Mail Merge to Labels

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Display the Table Grid Lines of the Table Don’t Show Click Design under the contextual Table Tools tab Click the drop down list arrow next to Borders Select View Gridlines The gridlines show and you can see where to type Click Next: Select recipients

Gridlines

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Add Merge Fields to the Labels Click Next: Arrange your labels

Work in the First Label Only Setup your labels by clicking in the first label

Insert Merge Fields Click in the first label Insert Merge Fields

See “Error! Reference source not found.” starting on page Error! Bookmark not defined..

Appearance of first label

Adjust Paragraph Spacing If necessary, you may have to remove the extra space between the lines of text in the label. Select all the paragraphs in the first label Home Ribbon, Paragraph group Select Remove Space Before Paragraph Result:

You will only work in the first label. After the merge fields are inserted, you will click Update all labels so all labels look the same as the first label.

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Update Labels Make All Labels Look the Same Next: Arrange your labels Click Update all labels Updated Labels

Preview Your Labels

Click Next: Preview your labels

Complete the Merge Click Next: Complete the merge

Any time you change the first label, you must click Update all labels so ALL the labels change.

Save this file. It can be re-used in the future.

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Create All the Labels Click Edit individual labels…

Select All Records Select All, click OK A new document is created with all your labels. Note the name on the title bar. This is the completed merge.