///Mail Merge Step by Step – it doesn’t get any easier than this

So how many of you like the new Microsoft Office? Raise your hand!

mail merge

I am getting used to the new Microsoft Office 2007 however it takes time to find out where everything is.  I am not a fan of mailers but if you are going to do them I am all about convenience.  Now I know most of us have assistants that do this for you but here is a simple step by step to complete you mail merge for those “do-it-yourselfers“.  Hopefully you all have a database of some sort.

Things you will need to know first

  1. Where your excel data base file is located on your computer
  2. What type of labels you are going to be printing

To Print Labels

  1. Open a Microsoft Word Document
  2. Click on Mailings
  3. Select Start Mail Merge
  4. Select ‘Step by Step Mail Merge’
  5. Click on the labels radio button to the right (it’s near the top of the screen)
  6. Click on ‘Next: Starting Document’ (bottom right of the screen)
  7. Click on Label Options (toward the top on the right of the screen)
  8. Pick Avery Standard
  9. Pick Product Number 5160
  10. Click OK
  11. Click ‘Next:Select Recipients’ (bottom right corner of screen)
  12. Click on Browse (back toward the top on the right side of the screen)
  13. Select the location of your excel database file and teh name of the file
  14. Click Open
  15. Select the Sheet you want to use to print your labels
  16. Click OK
  17. Click the Select ALL button
  18. Click OK
  19. Click ‘Next: Arrange your labels (bottom right corner of the screen)
  20. Click more items(toward the top on the right side of the screen)
  21. Select First Name
  22. Click Insert
  23. Click Close
  24. Press the space bar to insert a space after the first name
  25. Click more items (toward the top on the right side of the screen)
  26. Select Last Name
  27. Click Insert
  28. Click Close
  29. Hit the enter key once to drop down to the next row on your labels
  30. Click more items (toward the top on the right side of the screen)
  31. Select Address
  32. Click Insert
  33. Click Close
  34. Hit the enter key once to drop down to the final row on your labels
  35. Click more items (you know where it is )
  36. Select City
  37. Click Insert
  38. Click Close
  39. Hit the comma key and the space bar to add a comma and the space after the city
  40. Cllick more items (it’s still in the same place 🙂 )
  41. Select State
  42. Click Insert
  43. Click Close
  44. Click more items (last time I promise)
  45. Select Zip code
  46. Click Insert
  47. Click Close

Your first label should be ready now.  But wait there is more!

48.  Click on Update all Labels button (middle right side of screen)

49.  Clikc on Preview your labels (bottom right corner again)

If your labels look good

50.  Click on Complete the merge (bottom right corner)

51.  Make sure your printer has the proper label paper in the proper tray

52.  Click Print on the right side of the screen in the middle

***DO NOT USE THE PRINT BUTTON AT THE TOP OF THE SCREEN***

53.  Select the ALL function for printing all records

54.  Click OK

55.  Select the number of copies you want (normally just 1)

56.  Click OK

YOUR LABELS SHOULD NOW BE PRINTING.  GO GET THEM!

Hope this helps!

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By | 2016-10-26T10:44:34+00:00 March 27th, 2009|Business Tools, Technology|Comments Off on Mail Merge Step by Step – it doesn’t get any easier than this

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