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- View Offline
- Choosing or creating a data source
- Using Mail Merge with Outlook contacts
- Merging data from an Excel spreadsheet
- Inserting address blocks and greetings
- Matching fields from a data source
- Previewing merge results
- Using rules for customized merges
Skill Level Intermediate
When you need to address envelopes for a large mailing, you can use mail merge to create sheets of address labels by creating a connection with your data source to Microsoft Word. Each label will contain one address from one record in the data source. But you can use this same process for far more than just address labels. If you go to an office supply store, you'll see CD labels, folder labels, name tag labels, anything else you like to print. And any of these label-like products can be created using merge in Word 2010.
Let's go to the Mailings tab. I have a blank document open. As with envelopes, if what you wanted to print was a single label or an entire page of identical labels, you wouldn't use mail merge for that. You would simply use Create Labels. We want to create a group of labels tied to a data source, so we're going to choose Start Mail Merge > Labels. In just a moment, the Label Options dialog box opens. There are two different types of labels stock. Most of you probably have what are called page printers.
Very few of us use continuous-feed printers anymore for things like label stock or paper stock, also called burst printers. If you have one of those, you can talk to the people who feed the labels in, and get the label number, because that's the trick here is we want to choose the appropriate label for the printing that we're going to do. So, a number of different label vendors. Some of the larger ones, for example, are Avery. That's Avery US Letter. These are Avery's European labels. Another is Formtec, and you choose the labels that you want to print on, and you read the number and the manufacturer off the end of the box.
We're going to print some basic address labels. So we would choose Avery US Letter, and then I'm going to click in the product number. If you type all the numbers right in a row, it will take you right to them. If I just type 5, it will take me to the first of the fives. But no matter where I am, if I type 5260, it will actually take me to the 5260s. If I pause, it thinks I'm entering a different number. These are called Easy Peel Address Labels. If I wanted to take a look at what those look like, if I wasn't sure if the box was gone, but I thought they were 5260s, I can take a look, and it will show me that they are what are called 3 up.
They are 3 across and 10 down. You can also create custom labels in here. Once I've set up my label and I say this is the label that I'm going to use, I can click OK. Now, I need to select a data source to go along with this. So, we can choose Select Recipients > Use Existing List, and now I'm going to choose my data source, in my exercise files for Chapter 2, and I'm going to choose this Prospects data source, Microsoft Excel workbook that contains one data set. Now, what I have is I have a whole set of labels, one whole page of them.
30 labels. 29 of them say Next Record in them, and one is waiting just for me. So, I'm going to insert an address block here. If I were doing a nametag, I might be inserting a first name and a last name, and then pressing Enter and inserting a company name. Whatever I insert here, I'm inserting on the first label. I'm going to click OK, and there is my AddressBlock. Let's go to Preview Results, and what you'll see is only one label. Don't let that bother you. I have one more step to do.
I'm creating one label in the upper left-hand corner. Word is waiting for me to create it and then to say update all the other labels to match the one I'm creating. When I click Update Labels, all of them say AddressBlock. Print the first one, go to the next record, print the next one, go to the next record, and so on. Now when I preview the results, I'll have this whole set of labels, but notice, oh, my gosh! They take up way too much space! This is a formatting problem. That's all this is. Let's go home.
Let's go ahead and select our first label, all this text, and let's now adjust the line spacing. I can either choose No Spacing - that works just fine - or I could adjust the spacing for the lines. Let's go back to Mailings and update all our labels. So, in other words, we're not going to format 30 labels; we're going to work on one and then use Update, to update the other 29, each and every time. Okay, so we've tightened up our font. We can go ahead and preview the merge. You can look at all the different records. All you're doing is paging one to the next.
Here's the end of our merge. Looks good! Now when we're all set, we would load our label stock in the printer. Don't forget that step. Then we would choose Finish & Merge, and you should go directly to Print. If you say you want to edit individual documents, then you'll be merging to a file and need to turn around and merge and print again on label stock. So, the only reason to do that would be if you print the same list several times a year, a list of labels for a committee, for example, where the membership doesn't change.
Then you might want to edit individual documents and save it locally. But normally, you will just send these to the printer. If you say you want to print all the records, you're printing all of your labels. If you say that you want to print from a certain number, the number that goes here is the label number. So, for example, if I wanted to print the first page, I would do 1 to 30, not 1 to 1. The second page is records 31 to 60, and so on. It's really easy to create custom labels anytime you have address data in Microsoft Word 2010.
You can use exactly these same methods with a data set that includes part numbers or titles to create CD labels, to create folder labels, whatever labels you want to create, go buy the product you want, and use merge in Word 2010 to create your labels.