Word 2003 Mail Merge Labels
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Microsoft Word 2003: Mail Merge Labels Create Multiple Address Labels at the Same Time OTS PUBLICATION :
W08 • REVISED 07-01-2006 • TRAINING @ TOWSON . EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut
Mail Merge Use mail merge when you want to create a set of documents that are essentially the same but where each document contains unique elements. For example, the return address is the same on all the labels or envelopes, but the destination address is unique on each one. Laying the ground work for a successful mail merge will take a little time, but once it is set up you can reuse the layout.
=Advice
=Caution
Summary 1.
Format data
2.
Show toolbar
3.
Create labels
4.
Print labels
5.
Save
6. For your reference
Format Data You 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) for the data directly below it (Figure 1, 2). When performing a Mail Merge, the file containing the data is referred to as the Data Source. Figure 1
1 2
Showing the Mail Merge Toolbar Figure 2
1
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).
2
3
© 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.
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 Labels Setting up Your Label Document 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 or package.
5.
Click OK.
Connecting the Label Document with Your Data Source 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.
Match Fields 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 greeting line templates (Figure 3, 1). The matching drop-down lists on the right each contain a list of the headings from your data source (Figure 3, 2). Word will automatically try to match its field names with 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 the drop-down list that best matches the Required Information on the left . 3.
Click OK.
2
Figure 3
1
3
2
M AIL M ERGE FOR L ABELS WITH W ORD 2003
Insert the Address Block 1.
Click in the first label (box) in the document.
2.
On the Mail Merge toolbar, click the Insert Address Block button.
3.
Choose the formatting options you want from the dialogue box.
4.
Click OK.
Figure 4
As a sample, your finished label may now look like this (Figure 4):
Viewing the First Label 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 clicking on this View Merged Data button. 2.
To change the address block, delete the <> field from your first label box and follow the instructions under Insert the Address Block above.
Copy Fields to All Labels Next, you must copy the contents of the first label to all other labels on the page.
•
Click the Propagate Labels button.
Merge Labels to a New Document This step will create a new document containing all of your labels.
•
Click on the Merge to New Document button. 3
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 the right of the Merge to New Document button.
Printing Labels Before 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 Documents You now have two documents: Your template with your sample that you can reuse for future mail merges, 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: Main Document Setup
Open Data
View Merged Data
Insert Address Block
4
Propagate Labels
Merge to New Document
W08 • REVISED 07-01-2006 • TRAINING @ TOWSON . EDU • OFFICE OF TECHNOLOGY SERVICES =Shortcut
Mail Merge Use mail merge when you want to create a set of documents that are essentially the same but where each document contains unique elements. For example, the return address is the same on all the labels or envelopes, but the destination address is unique on each one. Laying the ground work for a successful mail merge will take a little time, but once it is set up you can reuse the layout.
=Advice
=Caution
Summary 1.
Format data
2.
Show toolbar
3.
Create labels
4.
Print labels
5.
Save
6. For your reference
Format Data You 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) for the data directly below it (Figure 1, 2). When performing a Mail Merge, the file containing the data is referred to as the Data Source. Figure 1
1 2
Showing the Mail Merge Toolbar Figure 2
1
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).
2
3
© 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.
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 Labels Setting up Your Label Document 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 or package.
5.
Click OK.
Connecting the Label Document with Your Data Source 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.
Match Fields 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 greeting line templates (Figure 3, 1). The matching drop-down lists on the right each contain a list of the headings from your data source (Figure 3, 2). Word will automatically try to match its field names with 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 the drop-down list that best matches the Required Information on the left . 3.
Click OK.
2
Figure 3
1
3
2
M AIL M ERGE FOR L ABELS WITH W ORD 2003
Insert the Address Block 1.
Click in the first label (box) in the document.
2.
On the Mail Merge toolbar, click the Insert Address Block button.
3.
Choose the formatting options you want from the dialogue box.
4.
Click OK.
Figure 4
As a sample, your finished label may now look like this (Figure 4):
Viewing the First Label 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 clicking on this View Merged Data button. 2.
To change the address block, delete the <> field from your first label box and follow the instructions under Insert the Address Block above.
Copy Fields to All Labels Next, you must copy the contents of the first label to all other labels on the page.
•
Click the Propagate Labels button.
Merge Labels to a New Document This step will create a new document containing all of your labels.
•
Click on the Merge to New Document button. 3
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 the right of the Merge to New Document button.
Printing Labels Before 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 Documents You now have two documents: Your template with your sample that you can reuse for future mail merges, 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: Main Document Setup
Open Data
View Merged Data
Insert Address Block
4
Propagate Labels
Merge to New Document
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