Mail Merge: Create Labels for a List of Recipients
SHSU Technology Tutorials | Mail Merge | Create Labels for a List of Recipients
Create Labels for a List of Recipients
To create labels using Mail Merge, just select Mailings-> Start Mail Merge -> Step by Step Mail Merge Wizard
Then, select the Labels radio button in the Select document type area of the Mail Merge pane.
At the bottom of the panel, select Next: Starting Documents.
Select the Change document layout option in the Select starting document area.
At the bottom of the panel, select Next: Select recipients. A Label Optionsdialog box will appear.
Select the second option for 30 Per Page [Height: 1" Width 2.63"] Select OK.
You have three options to choose from when you are selecting recipients for your labels: using an existing list, an Outlook contact list or Type your own list.
Using An Existing List
To use the existing list option, select the Use an existing list option from the Select Recipients section of the Mail Merge pane.
To find a data file, select the Browse link. You will see a dialog box asking you to locate the file you want to use.
When you found your data file, select Open. The data selection dialog box will ask you if you want a table or a query.
Select your file and then click OK. You will then be asked to select your recipients.
Once you have all of your recipients selected, click OK. Now you have your labels ready to print.
Selecting From a List on Outlook
You can also get your information from the contents of your contact list in Microsoft Outlook.
To use the contact list option, click on the Select from Outlook Contacts button and select the Choose Contacts Folder link. A dialog box will then ask you to choose a profile. Select OK. This will set up your list so that you can use it for your labels.
Creating A New List
To create a new list, click on the button next to Type a new list and select the Create link. You will get the following dialog box.
Just fill in your needed information in the above fields. When you need a new entry, select the New Entry option. If you want to delete an entry, select Delete Entry. To find an entry, select Find Entry or Filter and Sort.
You can even customize an entry by clicking the Customize…button. You can customize your entries by adding, deleting or renaming your fields. When you are done, click OK.
After you are done entering your information, Select OK and then select the Next: Arrange your labels link at the bottom of the pane.
You can use any of the three following options to arrange your layout of your labels, including adding an address block, greeting lines or with other information. To access any of these options, select the links in the pane.
Lay out the first label on the sheet as to however you want it.
Once you are done with it, just click on the Update All Labels button. This will update all the labels in the same format as the first label.
This is what your labels would look like after you have updated them.
Select Next: Preview your labels to preview your labels and check for errors. To preview each label, click on the arrow buttons in the pane. To find a recipient, select the Find recipient link. If you need to edit, select the Edit Recipient List option.
If everything looks OK, then select Next: Complete the merge.
This is what your labels should look like after you have completed the merge. Don’t forget to Save your list after you have finished.
If you still need to edit, just select the Edit individual labels link under the Merge tab.
When you’re ready to print out your labels, select the Print link under the Merge tab.