Creating Mailing Labels by Merging an Address List, Creating Envelopes by Merging an Address List

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Creating Mailing Labels by Merging an Address List

Mail Merge helper

Mail Merge Helper

Mail Merge helper

If you have already created a data source (say address list) as explained earlier, it is easier to merge this address list with your main document that can be used as mailing labels.

  • Create the Main Document: Click on New on the Standard toolbar. Then select Mailings Start Mail Merge subtask on the main tab bar. Under sub task Start Mail Merge, select Labels. The Microsoft Word will display the Label Options dialog box.

  • In the Label Options dialog box, select the type of printer and labels you want to use, and then click OK. (If the type of labels that you want to use is not listed in the Product number box, you can create your own custom labels.). Click on the New Label button to create a customized label as per the requirement.

  • Open the Data Source: Once you finished selecting the label type and format for use, it is now time to select the data source from where the data will get added to the labels. In the main tab bar, under Mailings tab, click Select Recipients, and then click on Type New List or Use Existing List or Select from Outlook Contacts depending on whether you want to create new address list or use and exiting one.

  • Select Use Existing List to display the Select Data Source dialog box. Browse to the location where you have created your data source (address list), and then click Open button.

  • You can open various data file format such as Access database, Excel files, Word File, Rich Text format etc.

  • Once the data file is selected, based on the type of data file is selected, Mail Merger will ask you to define how to distinguish between data fields and data record.

  • Once it is done, the data file will be loaded in to Mail Merger and you can now click on Edit Recipient List button under the sub task Start Mail Merge to be able to edit the list as per your requirement.

  • To locate a data record that you want to change, move to the record number you want change its contents by clicking the arrow keys or typing the record number; or click Find, and then search for information that you know the record contains.

  • Edit the records that you want to change and save the changes.

  • Select Mailings Write & Insert Fields sub-task and click on the Insert Merge Field to insert merge fields where you want to merge addresses from the data source to be inserted on the labels document. Click Insert Merge Field and then click the field name you want to be inserted and click OK. The selected data field or filename will get inserted on to the labels document and you can continue selecting the entire set of data field name you want to appear on the label document.

  • Merge the Data into the Main Document: In the Mailings tab bar, click on the Preview Results to display the merged labels with actual data from the selected data source before the labels are printed. This will help you to view the label as they will get printed and take any corrective measures if required before the labels are finally printed. You can also move around the set if data fields to preview all the labels using < and > button available under Preview Results sub- task.

  • Merge the data with the document. If you want to send the merged labels directly to a printer, click Finish & Merge sub-task under Mailings tab, and then click Print Documents.

  • The merged labels will be printed.

Creating Envelopes by Merging an Address List

Creating Envelopes by Merging an Address List

Creating Envelopes by Merging an Address List

Creating Envelopes by Merging an Address List

If you have already created a data source (say address list) as explained earlier, it is easier to merge this address list with your envelopes so that you can directly print the addresses in the envelopes (instead of printing the address labels on stickers and then sticking them on the envelopes) for mailing purpose. You can do this in 4 steps:

  • Create the Main Document: Click New Blank Document on the Standard toolbar. Select Mailings Start Mail Merge subtask on the main tab bar. Under sub task Start Mail Merge, select Envelopes. The Microsoft Word will display the Envelop Options dialog box.

  • On the Envelope Options tab, select the envelope size you want from a variety of predefined sizes given under Envelope size: drop down box, and adjust the address format and position on the envelope. (If the envelope size that you want to use is not listed in the Envelope size: box, you can create your own custom envelope by selecting Custom size under Envelope size: drop down box in the Envelope Options dialog box.) Click on the Printing Options tab, and make sure that the selected envelope feed options are correct for your printer, and then click OK.

  • Open the Data Source: Once you finished selecting the label type and format for use, it is now time to select the data source from where the data will get added to the labels. In the main tab bar, under Mailings tab, click Select Recipients, and then click on Type New List or Use Existing List or Select from Outlook Contacts depending on whether you want to create new address list or use and exiting one.

  • Select Use Existing List to display the Select Data Source dialog box. Browse to the location where you have created your data source (address list), and then click Open button.

  • You can open various data file format such as Access database, Excel files, Word File, Rich Text format etc.

  • Once the data file is selected, based on the type of data file is selected, Mail Merger will ask you to define how to distinguish between data fields and data record.

  • Once it is done, the data file will be loaded in to Mail Merger and you can now click on Edit Recipient List button to be able to edit the list as per your requirement.

  • To locate a data record that you want to change, move to the record number you want change its contents by clicking the arrow keys or typing the record number; or click Find, and then search for information that you know the record contains.

  • Edit the records that you want to change and save the changes.

  • In Mailings Tab under Write & Insert Fields sub-task, click on the Insert Merge Field to insert merge fields where you want to merge addresses from the data source to be inserted on the labels document. Click Insert Merge Field and then click the field name you want to be inserted and click OK. The selected data field or filename will get inserted on to the envelope and you can continue selecting the entire set of data field name you want to appear on the envelope document.

  • Merge the Data into the Main Document: In the Mailings tab bar, click on the Preview Results to display the merged labels with actual data from the selected data source before the labels are printed. This will help you to view the label as they will get printed and take any corrective measures if required before the labels are finally printed. You can also move around the set if data fields to preview all the labels using < and > button available under Preview Results sub-task.

  • Merge the data with the document. If you want to send the merged labels directly to a printer, click Finish & Merge sub-task under Mailings tab, and then click Print Documents.

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