Creating an Excel Spreadsheet for Mail Merge Excel Spreadsheet Mail Merge 1 of 9
Creating an Excel Database for a Mail Merge 1. To create a database for a mail merge you will first need to open Microsoft Excel on a new spread sheet. Mac users - Please note that you can only use Microsoft for Mac to create a database, our database cannot import a Numbers spreadsheet 2. We have to create Field headings For each row of the address For Example: In column A type the word TITLE In column B - NAME In column C - SURNAME In column D - ADDRESS1 In column E - ADDRESS2 In column F - ADDRESS3 In column G - POSTCODE Please note that the headings must not contain spaces otherwise it can cause an error when doing the mail merge. 3. Now fill in the address details as per the field headings 2 of 9
4. Your Database should now look similar to this. 5. You now need to choose where you want to save your database on your computer. Go to File and select Save As. If you are using Excel on a Windows computer/laptop please ensure the file is saved as an.xls file (excel workbook) and on a Mac/Macbook it is saved as an.xlsx file (excel workbook) Once you have selected preferred location click Save. You are now ready to merge your excel spreadsheet onto your labels using the mail merge option in Design & Print. 3 of 9
Excel Spreadsheet Mail Merge 1. Open the Design & Print software by double clicking on the Design & Print icon on your desktop 2. The next page allows you to select a product by either Category or by Typing in the Product Code. For this we will select the Labels for Letters and Envelopes option. Double click on this option 3. You will need the product code for the labels you want to use. For this example we will use J8160. As you type the product code into the Quick Search box you will see the selection change as it fillers down and will eventually leave the product code you want to use. Click on the labels so they are highlighted blue and click Next in the top right hand corner. 4 of 9
4. You now have a choice of different designs that you can choose from. For this example we will select the blank landscape template. Click on the temple so it is highlighted in blue and click Next in the top right hand corner. 5. You will now be in the Design Tool. To start the mail merge first of all you need to check that you are on the Edit All option on the right hand menu. The option you are using will be highlighted in light grey as shown. You then need to click on the Add Text Box button in the menu on the left hand side to bring up a text box. 6. You can now start the mail merge. Click on the Start Mail Merge Button in the left hand menu under the Import Data tab. 5 of 9
7. Now Select the Browse For File Button in the mail merge window. Please note the Design & Print system can only merge the following Excel files types: XLS, XLSX (excel for Mac) & CSV. It cannot merge a Numbers(Mac) spreadsheet 8. Select the Database that you want to use then click Open 9. Your file will then load briefly and then your database should now be showing. 6 of 9
10. Deselect the tick in the box where it indicates Un-check this box if you don t want to print the first row. If you leave this ticked it will print the headers on a label. Click Next 11. Now you need to insert the Available fields how you want these to appear onto the label by click on them and dragging and dropping them into the Arrange fields box. 12. Once you have the labels laid out as you want them click on Complete Merge in the top right hand corner. 7 of 9
13. Your data will now be on the Labels. If you have gaps in your database as shown here you will need to select the Edit One option from the right hand menu. You will then need to individually delete the gap out. 14. Once you have finished your design click Preview & Print in the top right hand corner. 8 of 9
15. If you are happy with your design you can now print it by selecting the Print Button in the top right hand corner. If you wish to make amendments before printing then select the Back button which is also in the top right hand corner. After you have made the amendments follow step 14 again to get back to this page and print your project. 9 of 9