Merging into Word
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Contents |
[edit] Starting a Merge
- First of all, lets open Word.
- Select Tools --> Letters and Mailings –-> Mail Merge Wizard
[edit] Step 1 of 6
- You are now in the mail merge wizard. Under Select document type there are 5 choices.
- Select Labels.
- At the bottom right of the screen, click on next: Starting Document.
[edit] Step 2 of 6
- Under Change document layout click on Label Options
- Select the type of labels you are using (as in picture below)
- A sheet of Labels are displayed.
- (If the lines don’t show up, click in Tools –-> Options and under Print and Web layout options, check Text boundaries and click ok).
- Click Next: Select recipients
[edit] Step 3 of 6
- Under Select recipients, choose use an existing list and click on the browse button to navigate to merge.doc, the document you made in the first guide (exporting outlook contacts).
- If it prompts you about encoding, choose Unicode
- A Mail Merge Recipients dialog box opens, this window has all the fields and information the data source contains. Notice the data source file name is now listed under Use an existing list.
- Click Select All- all the check boxes should be ticked.
- Click Next: Arrange your labels
[edit] Step 4 of 6
- A sheet of labels is displayed, they should all be blank.
- Click in the first label.
- Under Arrange your labels is a list of 5 items.
- Select more items, the insert merge field box opens. Select the field to enter from the list and click insert or double click the field. You will need to close the box each time so that you can do an <enter> after it to get fields on separate lines.
- You need to enter in the followin fields in the following order. Make sure that each field is on a separate line.
«Full_Name» «Street_Address» «City» «State» «ZIPPostal_Code»
- Under Replicate labels select Update all labels.
- You should now have those fields replicated in all the boxes on the page.
Notice for the moment that there is only one page of labels. Don't worry, this is just a preview. When you finish your mail merge, everybody will be added.
- Click Next: Preview labels
[edit] Step 5 of 6
- The Preview Labels Display may take a moment to load. The first page of your labels should be displayed with the names and address filled in.
- Click Next: Complete the merge
[edit] Step 6 of 6
- Select edit individual labels (we don't want to print yet).
- A Merge to New Document dialog box appears. You can save all the labels or a range to a new document. This allows you to save the document, check it through then print it.
- Select to Merge all
- Click file --> Save As and save the new document somewhere in your My Documents folder.
- Now you can check through all the labels and add, edit and delete things as you please.
- When you are happy with what you see, print.
