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If you're new to using the Mail Merge function to merge a list of recipients with a label file, the fastest and easiest way to do this is to use the wizard. And that's what we're going to do right now. So, you can start with a new blank document and then go up to the Ribbon and click the Mailings tab. Now from the Start Mail Merge button, which appears in the Start Mail Merge group, click the lower half to see the dropdown list, and at the very bottom of the menu, select Step by Step Mail Merge Wizard. All this does is it opens up the Mail Merge pane on the right-hand side, so you can choose, first of all, what type of document you want to merge with.
In this case, it's going to be label, so we'll select Labels. Notice down below, that we're at Step 1 of 6. Click Next, starting document to move to the next step. Now that changes the Mail Merge pane. So now, we're ready to start selecting a document layout. In this case, because we chose Labels, Label options appear where we can choose a sheet of labels we need to use. So let's click the Label Options link and, from the list, you'll look at your package of labels and find the appropriate label vendor as well as product number.
I'm going to use the Avery 5160. I see the label information on the right-hand side, and I click OK. Now what you're going to see are blank labels. If you do not see these gridlines identifying the label size on your page, go up to the Table tools that appears on the Ribbon now, click the Layout tab and ensure View Gridlines is selected. Without it, you really don't see the individual labels. So, it's always a good idea to have that turned on. Now let's go back over to the right-hand side.
So in this case, we're going be using the document as we see it, with our Label options selected, we're ready to move on to the next step, which is to select our recipients. Now again, we can use an existing list if you've already got it. It could be an Excel worksheet. It could be your Outlook contacts if you wanted to. It could be a Word document. You can even create a new list from scratch. Let's use an existing list and of course, we'll need to browse for that list by clicking the Browse link. If you've got the Exercise Files, you can navigate with me to those Exercise Files in the Chap04 folder.
In the 04_01 subfolder, you'll find our AddressList. With it selected, click Open. Now you are going to see a list of those names and addresses. At this point, you could filter out certain addresses if you wanted to. You could select the data source and even edit the contents if you see a spelling mistake, or an address has changed. But in this case, we're just going to use them all, so we'll click OK. It now becomes the recipient list to be used with our label file. You'll notice these codes for the Next Record appearing on each label, indicating that it's going to move from one record to the next, to the next and fill out these labels.
Now at any time, you can always go back to edit the recipient list right from here in the Mail Merge pane, because we're using the wizard, but if you're ready to move on to the next step, it's all about arranging your labels. So we'll do that, step four. Now in this case, you can see we're working with the first label only, and it's blank. So, what do we want to put in there? Well, our options are an Address block, which allows to select from predefined address blocks, or a Greeting line, doesn't make sense for a label, Electronic postage, we'll talk about that later on, and More items.
We want an address block, so we'll select that, and you can see our options here. Let's say we want to use the recipient's name, but we want to change the format, just select it from the list. If you want the company name in there, make sure it's checked off. I'm going to deselect the company name. In this case, I don't need the company name in there at all. I do want the postal address, but I don't want to include the country. So, I'm going to select top radio button. I do want the addresses formatting according to the destination. So, we'll click OK. You see the preview here on the right-hand side.
It's going to insert the AddressBlock code. Notice it only appears here on our first label. We don't see it on the other labels here. So it's a very important, at this stage, to click the Update all labels button that appears in the Mail Merge pane. Now, you're going you can see the Next Record code as well as the AddressBlock. So all we have to do is click Next, down below, to preview the labels. You can see what they are going to look like when you go to print. Now this may not be perfect. You can see there are some adjustments that need to be made here with the line spacing, for example.
So, we can always do that outside of the Mail Merge wizard. There is no option here for us to format our labels, but we can leave the Mail Merge pane over here on the right-hand side, and go back if we wanted to get out of the Preview, and just go back to the previous step for arranging the labels, and select our address block. So I'm going to click-and-drag from the bottom, make sure it's selected. It appears in blue when it is. Go up to the Home tab and in the Paragraph section where we see our Line Spacing button, you'll notice that we can choose to remove the space before each paragraph. Because each piece of information is on its own line, it's considered a separate paragraph.
We don't need that extra space. We're going to take it out. Now we are going to update our labels again. We want all of the labels updated with that change. Now when we click Next to preview the labels, notice everything fits nicely now. It might be a little close to the top of the label, but that can be adjusted as well. We'll be adjusting that and other layout issues in the video on preventing text from printing too close to the edge of a label. Let's click Next now to complete the merge at this point. We can print them out or edit the individual labels, which will allow us to see the final result in its own file.
So we'll click Edit individual labels. We want all the records. Click OK, and there it is. So now, we've got our label file. It's automatically titled Labels and a number. You'll see a number after that, depending on how many times you've done this. This is a file that needs to be saved, if you want to save it, otherwise you're ready to go ahead and send it to the printer or just keep it for the next time you need these labels. So, the Mail Merge wizard is a great way to learn about merging a recipient list with a label file.
It steps you through using the Mail Merge pane. Of course, there is much more you can do if you choose to go through those steps manually. We'll cover that in upcoming lessons.
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