MAIL MERGE USING WORD & EXCEL 2003
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1 MAIL MERGE USING WORD & EXCEL 2003 Open Excel. Create a database with the names for mailing labels & letters. Consider using the following fields as your column headings. Create the headings without spaces or slashes. Do not have any empty rows or columns between rows or columns of data. Title FirstOrBothFirstNames LastName SecondTitle SecondFirstName SecondLastName MailingAddress City State ZipCode Greeting Put all the information on the first spreadsheet & delete the other spreadsheets. Show all rows or columns so all information is available when merging. After you have entered the information, save the Excel file in a location you will remember. Consider naming the file with the word data somewhere in the title. Consider saving the file in the My Documents>My Data Sources because that s where Word will look for it. Close Excel. Open Word. Use File>New to create the mailing labels. Save the empty page & consider using the words main mailing somewhere in the title. Consider saving the file in the My Documents location because that s usually where Word looks first. Created by Davienne Jacobson 1
2 Use Tools>Letters and Mailings>Mail Merge and the Mail Merge Wizard will show on the right side of the screen. Step 1: Select the document to create. Your choices are letters, , envelopes, labels, & directory. To create mailing labels, click on Labels. Click Next wizard step button. Step 2: Select the main document. The choices are to use the document that is open, change document layout, or start from another document. Since the document showing has not been modified for labels, choose Change document layout. Click on Label options. The most common option is 30 labels on a letter-sized page as 3 columns & 10 rows. Once you ve chosen your label, click OK. Created by Davienne Jacobson 2
3 Notice that the label fields show up immediately on the page, although they are empty. Notice that the Use the current document button is now selected. Click on Next: Select recipients. Step 3: Select the information to use in the merge. The choices are a list that already exists, the list from Outlook contacts folder, or creating a new list. Since the list is already created in Excel, choose Use an existing list. Click on Browse Open up the My Data Sources folder. (If you have saved the Excel file somewhere else, find the location.) Click on the file, such as Names Data List & click Open. When you see the following Select Table box, hopefully the First row of data contains column headers is checked. Click OK and look at the information. If this is not the right information, click on the red X to close the box. Then click Select a different list Created by Davienne Jacobson 3
4 If this is the right list, make choices about the list. The column headings are on the top. Notice since this was created in Excel, the column headings may be in a different order & the Edit button is not usable. Click on Select All button if you want to use all names. Click Clear All button if you want all the names unchecked. Click the boxes in the first column to check or uncheck the boxes. The checked boxes will be used in the merge. Click on a field to sort by that field. For bulk mailings, addresses often need to be sorted by ZipCode. Click on a heading dropdown arrow to filter the list. The list shrinks up to just include the chosen field. Here only CA is chosen in the State field. Click on the arrow again & choose (All) to have all records showing. Created by Davienne Jacobson 4
5 Click on Next: Arrange your labels. Step 4: You may need to scroll the Mail Merge Wizard to see all the information. Click on the down or up arrow bars to see all. Because the column headings made in Excel may not match the Word field headings, click on More Items. Make sure that the Database Fields are selected. Click on a field and then click on Insert. The field will show up on the first mailing label. Put all the fields in except Greeting. Edit the first label. Don t worry if the fields slip below the box border. Don t worry if the fields go past their line space. Position the cursor and add 1 space between <City> & <State> & 3 spaces between <State> & <ZipCode>. Don t worry if the field on the right is gray. Created by Davienne Jacobson 5
6 Position the cursor between <MailingAddress> & <City> & push the Enter button on the keyboard. Push the Enter button between <SecondLastName> & <MailingAddress>, and <LastName> & <SecondTitle>. The last line may be hidden. Add a space between all the fields in the first & second lines. If you are not sure that you have done the line breaks correctly, click on the Show/Hide button. Paragraph signs will show at the line breaks. When the first mailing label is correct, click on Update all labels. The fields should show up in all boxes. Click on Next: Preview your labels. Step 5: Click on the buttons next to Recipient: 1 to see various labels. Click on Find a recipient if you want to see a specific label, such as one with a longer-thannormal address. Type in a word. Click on Find Next. If this is not the name you want, click on Find Next until you are there. Once you ve found the correct person, click on Cancel to close the Find box. If you have searched through the database, you will get this message at the end. Click OK Created by Davienne Jacobson 6
7 Click on Cancel to close the Find box. When the labels are okay, click on Next: Complete the merge. Step 6: Print or make a copy of the labels. It is always better to make a copy of the labels rather than immediately print them out. Not only does this give you a chance to do any further editing, but it gives you a complete copy if there is a glitch in printing. Click on Edit individual labels When you get the message box, click on OK. You will see a new document with the labels printed on them. It is usually called Labels1. Created by Davienne Jacobson 7
8 The mail merge document is still open. Click on Windows & the name of the mail merge document to go back. If you don t like the Labels1 or you need to make corrections and remerge the names, delete the Labels1 document. When you remerge, you will create Labels2. When you have a labels printout that is correct, save the document. You can print it out in its entirety or print out several pages at a time. You can also reprint specific pages if paper gets stuck in the printer. Use label paper equivalent to 30 labels on an 8 1/2 by 11 paper. The labels should be 1 in height and 2 5/8 in width. After you ve saved the main label document, you can reuse the labels. Open Excel & make any changes to the database. Keep the same file name, sheet name, & column headings. (If you need to add more or different column headings, you will need to revise your main label document to include those fields.) Close Excel after saving the changes. Created by Davienne Jacobson 8
9 Open Word. Use File>Open. This shows My Documents. Click on the main label document & click on Open. A message appears asking if the main label document & the address data information connection should be maintained. Click Yes. If you do not say Yes, it will stop being a mail merge document. You will see the label template with either fields or actual addresses showing. If you want to update your records for a new printout of labels, use Tools>Letters and Mailings>Mail Merge. In the Wizard on the right, under Select Recipients, keep Use an existing list marked. In Step 3, click on Next. In Step 4, click on Next. In Step 5, click on Next. Under Merge, click on Edit individual labels. When you get the Merge to New Document box, click on OK if All is marked. The mailing labels should all be created. The document created may be called Labels1 or Labels2, etc. This document can be saved as Labels1 & printed out later. Any changes in these labels will NOT show up in the main address database. It is easier to make a change in the main addresses and remerge the labels. Save changes to the main label document & close that document & Word. Created by Davienne Jacobson 9
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