The “Mail Merge” option in Microsoft Word is a powerful tool that you can use to merge Word documents with data stored in various databases, including Excel spreadsheets. The process eliminates the need to create multiple documents with the same information and saves time when you must work with repetitive information. If you have a contact list stored in an Excel spreadsheet, for example, you can pull the information from your contact list to make address labels in Word.
Create Your Source Document
1. Create a worksheet in Excel that stores your information. This will be your source document.
2. Place appropriate column headers on each of your columns. A spreadsheet that stores addresses typically has names such as “First Name,” “Last Name,” “Street” and “Address” as column headers.
3. Save your source document.
Create Your Main Document
1. Launch Word and select the “Ctrl” and “N” keys simultaneously to create a new Word document. Then select the “Mailings” tab.
2. Click the “Start Mail Merge” option and select “Labels.”
3. Select the appropriate vendor from the “Label Vendor” drop box and then select the product number that matches your labels.
4. Click “OK.” Your blank document is displayed. The “Table Tools” button is now displayed at the top of your screen.
Merge Your Documents
1. Click the “Select Recipients” button and then select the “Use Existing List” option. Your file directories will display.
2. Find and select your Excel source document.
3. Select the applicable worksheet. Fields in Word correspond to column headers in Excel, so make sure that you check the box next to “First row contains column headers.” Click “OK.”
4. Click the “Insert Merge Field” button.
5. Insert the fields that you want to appear on your label. Add spaces and punctuation where appropriate; otherwise, Word will jam your fields together, making them appear as one long word. Make sure to press “Enter” to start a new line where required.
6. Select the “Preview Results” button. Your first label will display. Use this example to determine if you should make adjustments.
7. Select the “Update Labels” options. Word will pull all of the data from the Excel spreadsheet and place them according to your design on your label.
- Excel 2010
- Word 2010
- The “Label Vendor” lists a variety of vendor label sizes and formats. You also can define your own label dimensions by selecting the “New Label” button at the bottom of the dialogue box.
- In addition to creating labels, you also can use Mail Merge to create merged letters, email messages, envelopes and directories by selecting the applicable option on the “Start Mail Merge” drop box.
This post was originally published on an earlier date.