Microsoft Word
Mail Merge Tutorial

Exercises

Overview

Create Data Source

Create The Letter

Read The Letter

Mail Merge With A Text Document

Mail Merge With A Microsoft Excel Data

Mail Merge With A Microsoft Access Database

Mail Merge With A Microsoft Outlook Contacts File

Create Labels

Create Envelopes

Printing Issues

More And Other Resources

 


 

Reader

Create Labels

Once you know how to create a data source, you can use that existing data to create labels. Of course, this is not the only way you can create labels in Microsoft Word. For example, you can create labels from scratch.

To create labels from scratch, on the main menu, click Tools -> Envelopes and Labels... In the Envelopes and Labels dialog, click the Labels property sheet. In the Address box, type your desired address. The Options button allows you to select a particular label format if the currently selected doesn't suit your need.

If you already have a source document such as created for a Mail Merge or another source, on the main menu, click Tools -> Mail Merge... From the Create Data Source dialog, the Get Data button and click Open Data Source... Microsoft Word will ask you to Setup A Main Document.

 



Practice: Create The Letter

  1. In Microsoft Word, create a data source.

  2. Once the data source has been created, proceed as in the next section to merge data.

  3. If you are already in Microsoft Word, on the main menu, click Tools -> Mail Merge...
    If Microsoft Word is currently running a Mail Merge, on the Mail Merge toolbar, click the Mail Merge Helper button.

  4. Form the Mail Merge Helper dialog, in the Main Document section, click Create -> Mailing Labels...

    If there was no open mail merge document, you receive the following dialog

    Active Document - New Main Document

    If you were already in the middle of a mail merge processing document, Microsoft Word wants to know whether you have decided to change your mind and want to switch from the current document to a label format.

    Create Labels

    After reading the content of either dialog, click New Main Document.

  5. In the Data Source section, click Get Data, and click Open Data Source...

  6. On the Open Data Source dialog, locate the C:\My Documents\Sales Contacts folder. From the list of files, click Valuable Car Customers and click Open.

  7. Now Microsoft Word wants to set up the main document.

    Setup Main Document

    After reading the content of the dialog, click Set Up Main Document.

  8. In the Product Number list, select 5160 - Address.

  9. Unless you have a good reason, accept the other defaults and click OK.

  10. In the Create Labels dialog, click Insert Merge Field and click FirstName

  11. Press Space.

  12. Click Insert Merge Field and click Last Name

  13. Press Enter

  14. Click Insert Merge Field -> Address

  15. Press Enter

  16. Click Insert Merge Field -> City

  17. Type ,

  18. Press Space

  19. Click Insert Merge Field -> State

  20. Press Space

  21. Click Insert Merge Field -> ZIPCode

    Create Field Labels

  22. Click OK and Click Close.

  23. When you are back in Microsoft Word, on the Mail Merge toolbar, click the View Merged Data button

  24. Review the labeled document.

  25. On the main menu, click File -> Save

  26. On the Save As dialog, select the C:\My Documents\Sales Contacts folder. From the list of files, click Sales Promotion Letter. In the File name, click to the right of Sales Promotion Letter, double-click Letter to select it, then type - Labels so that when you finish, the File Name displays Sales Promotion - Labels

  27. Click Save.

 

 

 


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