Mail Merge: Create Mailing Labels Using Excel Data and Filtering the Contents in the Data

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1 Mail Merge: Create Mailing Labels Using Excel Data and Filtering the Contents in the Data Prior to starting this, please save the.csv file that you exported as an excel file (example: xxxx.csv will now be xxxx.xlsx in the case of this demonstration, the excel file is named names.xlsx) 1. Open up a NEW word document, on the file menu: Select Mailings then Start Mail Merge 2. At the drop down menu, select Step by Step Mail Merge Wizard 1

2 3. A Mail Merge panel opens to the right of the Word document. Select document type as Labels. 4. The bottom of the Mail Merge panel now displays the first step in the wizard process. Select Next: Starting document This is Step 1 of 6 to complete this mail merge wizard. 2

3 5. The top of the panel now asks how do you want to set up your mailing labels? Choose Change document layout and then click on Label options 6. A Label Options dialog box opens up. You need to have the information of the labels that you will be using. In the case below I am using the Avery 5160 labels therefore I will choose the vendor Avery and the product number is Once the product number is highlighted, click on OK. 3

4 7. Select Next: Select recipients This is Step 2 of 6 to complete this mail merge wizard. 8. The top of the mail merge panel again gives the choice of where to get the label address information from. Click on Use an existing list. Then click on Browse to find the file that you saved from the csv exported file 4

5 9. Find the excel spreadsheet that has the exported names. 10. The Mail Merge Wizard imports the excel file into a Mail Merge Recipients dialog box. 5

6 11. If you want to just create labels for everyone on this list, then you would just click OK. But, if you want labels for specific people, this is where you can Filter your label results. Therefore, to filter the results by a column in the spreadsheet. Click on Filter then click on OK. 6

7 12. Once you select Filter, this is what will appear: 7

8 13. To filter everyone that has a Y in the Enrolled? column from your spreadsheet, you will choose the following options: Field: Enrolled? (That s the column that you want to filter) Comparison: Equal to Compare to: Y Then Select OK. This filter will then give you everyone that has a Y in the Enrolled? column. If you want labels for everyone that has a N in the Enrolled? column, then you would put a N in the Compare to: column. 8

9 14. The filter box will close and you will return to the Mail Merge Recipients box. Click on OK 15. You are now going to Step 3 of 6 to complete this mail merge wizard Click on Next: Arrange your labels 9

10 16. We are now going to arrange the labels (decide how the label will look once printed). Choose Address block 17. The Insert Address Block box will appear. This gives you a preview of what your labels will look like. To create a mailing label you will need the name and entire mailing address. Therefore, to insert that information into your labels, select Match Fields to customize your label. 10

11 18. You will then insert the information that you want on your mailing label: (Use the drop down arrow next to each field to choose the corresponding column from your spreadsheet) First Name Last Name Address 1 City State Zip Unique Identifier : NOT Matched Then click on OK. 11

12 19. Once you click on ok, you will then have a preview of what the 1 st label from your spreadsheet will look like. Click on OK. 20. Since the 1 st label is setup as you want. You will now want to update all the labels to have the same format as the 1 st label you just created. So, now click on Update all labels to copy the layout of the first label to the other labels on the page. 12

13 You are now going to Step 4 of 6 to complete this mail merge wizard 21. Click on Next: Preview your labels 22. And here are the labels. In this case, because I filtered by the Y in the Enrolled column, only the people that had a Y in their Enrolled column will have a label created. 13

14 You are now going to Step 5 of 6 to complete this mail merge wizard 23. Click on Next: Complete the merge Step 6 of 6 to complete this mail merge wizard. 24. At this final step, you can either Print your labels directly from this screen, or you can Edit individual labels If you choose to Edit individual labels, then it will create a file of your labels. You can use this option to save these labels to a file for printing at another time. If you choose to Print directly from this screen, the labels will not be saved to be used at another time. You will need to go through these steps to print labels at another time. 14

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