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Mail Merges with Microsoft Excel and Word: Part 3

Published on Fri, 01/31/2020 - 09:24am
Mail Merges with Microsoft Excel and Word: Part 3

In Part 1 of our series, we created an address list in Microsoft Excel®. Part 2 showed how to use the buttons on the Mailings tab to perform a mail merge using Excel as the data source. In Part 3, we’ll explore the Step-by-Step Mail Merge Wizard, which some find even more helpful.

  • With a blank Microsoft Word® document open, click the Mailings tab.
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  • From the Start Mail Merge group, click the Start Mail Merge button dropdown arrow and select Step-by-Step Mail Merge Wizard.

 

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  • The steps to be completed appear in the Mail Merge pane on the right. Notice it shows you’re on Step 1 of 6 at the bottom. You can use this area to navigate back and forth between the steps as needed.
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  • As we did in Part 2, we’ll create labels. Click the Labels radio button, and then click Next: Starting document.  

 

  • Step 2: We don’t have an existing document, so select change document layout. To define the size of the mailing labels, click Label options.

 

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  • While you can select many vendors and sizes of labels, a common mailing label is equivalent to Avery US Letter 5160. Select the label size you prefer, then click OK. At the bottom, click Next: Select recipients

 

  • Step 3: Select Use an existing list and then click Browse to navigate to the Excel address list you created earlier.

 

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  • Select the data source file, and then click Open.

 

  • A dialog box opens, asking you to select the correct worksheet. After you select the worksheet, be sure to check the box in the lower left if the address list has first row headings. Click OK.

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  • You can select all records or just a few for labels. You can sort or filter the records as well, so spend some time selecting the correct options. Click OK. When finished, click Next: Arrange your labels.
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  • Step 4: Select More items…, and then add merge fields to the first label exactly as you want the names to appear.

 

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  • You need to select a merge field, click Insert, close the dropdown list, and add punctuation. Repeat Step 4 and this process until all necessary fields are added to the label.
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  • Be sure to insert a blank space between first and last names and a comma and blank space between the city and state.
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  • IMPORTANT! Click Update all labels to add the merge fields to each label, and then click Next: Preview your labels.

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  • Step 5: Your label preview shows exactly how the labels will print. You can click on the arrows to move from person to person or select Edit recipient list to make changes. Click Next: Complete the merge.

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  • Step 6: Click Print to print the labels “as is” and without saving the information, or select Edit individual labels to merge the labels to a new document that saves the file to Word so you can use the list again.
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Want to know more? Be sure to register for MCPL’s Word and Excel classes as they become available or explore the Library’s online resources, such as Universal Class, Hoonuit, or Lynda.com, for more information.

Terri M.

Consumer Technology Specialist

 

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