Mail Merge: Create Labels and Envelopes, Oh My!
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1 Better Technology, Onsite and Personal Connecting NIOGA s Communities [Type Mail Merge: Create Labels and Envelopes, Oh My! Overview: Do you want to create multiple letters or envelopes for mailing items? Then this intermediate-level class is for you! Learn how to use TWO Microsoft programs: Excel for an address list and Word for the letters and envelopes. Student Skill Level: Intermediate Requirements: Good mouse skills (ability to move the mouse on the computer screen and click or double click as required with minimal assistance). Flash Drive (USB drive) for saving personal data Familiarity with Excel and Word (Basics classes or previous experience with the programs) Length: 3 hours (including a 10 minute break) Objectives Define Mail Merge The student will be able to use Excel and Word to create letters and envelopes: o Create a properly labeled Excel spreadsheet with name and address information o Create standard labels with Mail Merge o Create a letter in Word with names and addresses from the Excel file o Create standard letter size envelopes (4 1/8 x 9 ½ inches) with return and mailing addresses
2 What is Mail Merge? 2 Mail merge is a software function describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source. Documents could be letters, envelopes, or labels, depending on the needs of the organization. Examples: Christmas Cards Employer s Addresses (for resumes) Boy/Girl Scout mailings Church mailings Anyone can use Mail Merge! Open Excel Double click the Excel icon on your desktop We will create a small database of names and addresses (this is what we will merge into Word later in this class) Line 1 is the header line to be labeled as follows: First Name can be all the first names you wish to include, or simply The Last Name Street address City State Zip Remember you can use your Tab key to move from cell to cell, left to right We only need 3 or 4 fictional (or nonfictional) names and addresses for our database If you already have an Excel list, please wait until the end of class to work with it. Let s stay together for now and work individually during practice time!
3 ..Practice 3 Open Excel Type in the headers across Row 1 as you see listed on the previous page When you re done, they will look like this: Type in Names and Addresses Now you may type in any names and addresses you like All of my addresses are fake Remember, you may use your Tab key to move left to right, cell to cell Use your Enter key to move down and back to the beginning of the next row: Pressing Enter moves you from here to here (F1 to A2). Practice.. Make up some names and addresses and practice typing them into Excel Use your Tab and Enter keys to easily move from cell to cell
4 You can click on the Save icon located on the Home Tab Save Your Database 4 This will bring up the Save As dialog box Save in: Desktop Type Mail Merge List (so I can find and delete them after class) Click Save and then Close Excel Microsoft Word Mail Merge Create Labels Open Word Go to Mailings > Start Mail Merge > Step by Step Mail Merge Wizard This opens a dialog box on the right side of the screen. In the Mail Merge Task Pane, click on the Labels radio button Go to the bottom of the box and click Next: Starting document
5 5 Keep Change document layout selected (do nothing) Click Label Options Mail Merge Label Options Choose the correct label options within the Label Options dialog box. This is vital in getting your labels right. Once you have that, click OK. Click Next: Select Recipients
6 6 We will use our existing list in Excel. Click on Browse Remember, we saved our list on the Desktop. Go there and double click on our data source. We only have one table, and our information is on sheet one of the file. Please note that our first row of data contains column headers. This is important we should be able to match fields and correct any errors much easier now. Click the OK button.
7 7 This is a very important dialog box. First, it allows you to choose ALL people listed as recipients of the label, or choose SPECIFIC people. You may also refine the list by: Sorting reorganize the entire list from A to Z or Z to A, by field Filter find particular records by filtering out all the others (for example by city) Find recipient another way of finding one particular person Validate addresses requires special add-on software to use (we don t use this) Sort This filter will lead to all recipients with lockport as a city. Please do not filter or sort people for this class. We ll use all the potential recipients for now.
8 8 At the bottom of the task pane, click on Next: Arrange your labels Add the Address block. I have purposely made mistakes in the address block you may notice that there is no last name or city in my preview pane. I need to correct this with the Match Fields button.
9 9 Here we see that the last name is not matched as well as the city. Correct this by clicking on the drop down menu next to both and matching the fields. When you are done, your preview pane should be right. Click OK
10 10 Now click the Update all labels button in the task pane on the right. Here is what your labels will look like: Click on Next: Preview your labels All of your addresses should come up on the screen. If you notice a mistake in one label (here we see that the L of Lockport isn t capitalized) you may click on the label, move the cursor to the correct spot, and make changes. HOWEVER, this will only change it ONCE. To make permanent changes, you ll need to correct the Excel spreadsheet and save your edits there.
11 11 Once you have edited everything to your satisfaction, click Next: Complete the merge. You may do further editing or print your labels. Envelopes Creating envelopes is a similar process to both labels and letters. Envelopes in Mail Merge require typing in a return address and then using our now-familiar Address Block to fill in the mailing address. Open a new Word document and start the Mail Merge Wizard. Choose Envelopes and change the document layout. Choose the correct Envelope options.
12 12 Size 10 is a standard letter envelope in the US. Other options are available under the drop down menu. Once you have chosen the correct envelope, your page layout on the computer screen should change. Type in your return address in the upper left corner. Bring your mouse down and into the lower half of the envelope and click once. There is a hidden text box located there. IF YOU DON T POSITION THE CURSOR IN THIS BOX, THE ADDRESS BLOCK WILL APPEAR IN THE WRONG PLACE. You should see your cursor blinking in a box surrounded by a dotted line. If you don t, click near the lower half until your cursor is placed correctly.
13 13 Add in the Address Block the same way you did before then preview your envelopes. This is a cutaway of my envelope. Create Letters Creating labels is the hard part. If you can do that, letters and envelopes are easy! We ll use the same Excel spreadsheet for our letters. Most of the time, it will be easier to type out the body of the letter first, and then add our address and greeting blocks after. So here s what we ll do now: Open a new document in Word Type a letter Save the document on the Desktop Here s what yours might look like: Notice that I left some spaces (about 4) for an address block and greeting line
14 Use the following steps in the Mail Merge Wizard to create your merged letter: 14 Go to Mailings > Start Mail Merge > Step by Step Mail Merge Wizard Select document type: Letters Click on Next: Starting document Use the current document. Next: Select recipients
15 15 Use an existing list > Browse Select data source: Remember, this is our Mail Merge List located on the Desktop Our table is ready. Keep all the recipients checked
16 16 Click Next: Write your letter Place your cursor in the correct position for the Address block (one line down from the date) Insert Address block, making corrections where necessary. Insert the Greeting line Preview your letters
17 17 Here s my first letter. Now, just like with labels, you may complete the merge and print out your letters! Resources **These items are available in the NIOGA Library System!** **Contact your local library for assistance!** Call Number Author Title Date HUDD Huddleston, T Using Microsoft Word RATH Rathbone, A Windows 7 & Office 2010 for Dummies SHOU Shoup, K Office 2010 Simplified WEVE Weverka, P Office 2010 All-in-One for Dummies 2010 Edited: 2016 Funding for computer training is provided by the Nioga Library System
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