You may be using Microsoft Excel to organize your mailing list neatly. However, when you’re ready to print mail labels, you’ll need to use mail merge to create them in Word from an Excel list. Here’s how.

Step One: Prepare Your Mailing List

If you have already created a mailing list in Excel, then you can safely skip this test. If you haven’t created a list yet, despite Excel’s lack of a mailmark feature, we still highly recommend using Excel as it’s better for organizing and maintaining your data than using a Word table.

The first thing you need to do is create a column heading that matches the data that goes in each column. Place these headings in the first row of each column.

Which headers you include depends on what information you plan to use in your mail labels. Titles are always good, but it’s important that you know what title a person is getting before creating labels. Also, if your list is for companies and not individuals, you can omit the «First Name» and «Last Name» headings and just use «Company Name» instead. To properly illustrate the steps, in this example we’ll take a personal mailing list. Our list will include the following headings:

  • Name
  • Surname
  • Street address
  • city
  • condition
  • Postcode

This is the standard information you will find on mailing labels. You can even insert images into mail labels if you like, but that step comes later in Word.

RELATED: How to create and print lettering in Word

Once you’ve finished creating headers, continue entering data. When you’re done, your list should look something like this:

Mailing List in Excel

Save your list and go to Microsoft Word.

Step Two: Customize Labels in Word

Open a blank Word document. Then go to the Newsletters tab and select Start Merge.

Start Merge

Select «Labels» from the drop-down menu.

Select shortcuts from the menu

The Label Options window opens. Here you can select the brand name and product number. Click «OK» when finished.

Shortcut options

The outlines of your label will now appear in Word.

Label outlines

Note. If the label outlines aren’t showing, go to Design > Borders and select Show Grid Lines.

Step Three: Connect Your Worksheet to Word Shortcuts

Before you can transfer data from Excel to your labels in Word, you must connect them. Back on the Mailing List tab in your Word document, select the Select Recipients option.

select recipients

A drop-down menu will appear. Select Use Existing List.

Use existing list

Windows File Explorer will appear. Use it to find and select a mailing list file. After selecting the file, click «Open».

find mailing list

The Select Table window opens. If you have multiple sheets in your workbook, they will appear here. Choose the one that contains your list. Make sure the «First row of data contains column headings» option is checked if it isn’t already, and then click OK.

Choose a table

Your labels are now linked to your worksheet.

Step Four: Add Merge Fields to Labels

Now it’s time to add merge fields to Word labels. Select the first label, go to the Mailings tab, and click Address Blocking.

address block

In the Insert Address Block window that opens, click the Map Fields button.

Match fields

The «Match Fields» window will open. In the «Required to Block Address» group, make sure each setting matches a column in your workbook. For example, «Name» must match «Name» and so on. Once you confirm everything is set up correctly, click OK.

Matching the relevant fields

Return to the Insert Address Block window, check the preview to make sure everything looks good, and click OK.

Advance Label

<< AddressBlock >> will now appear in your first label.

Address block in first label

Return to the Mailings tab and click Update Labels.

update shortcuts

After selection< AddressBlock >> must appear in every label.

Address block in each label

You are now ready to merge.

Step Five: Performing the Merge

Now watch the magic happen. On the Mailing Lists tab, click Finish and Merge.

finish and merge

From the drop-down menu, select Edit Individual Documents.

Edit individual documents

The «Merge to New Document» window opens. Select «All» and click «OK».

merge into a new document

Your list from Excel will now be merged with the labels in Word.

Completed merger

All that’s left to do is print the labels and send your mail!

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