Mail merge consists of combining the
information from two separate files/documents together.
The standard document, which contains the fixed content
(labels), is merged with an external data source (your
mailing list). Mail merging allows you to produce multiple
copies of a document modified for each individual recipient.
Mail merge can be used for many different tasks such
as:
Envelopes
E-mails
Labels
Directory-style listings
Here is a clear instruction guide for mail merging labels
in Word 2002/XP.
1. Open Word and make sure that a
new document is on screen. Click the word “Tools”
on the top toolbar, placing the cursor over the “Letters
and Mailing” option. New options
will appear, select “Mail Merge Wizard…”
A panel will become visible on the right hand side of
the screen. This panel will guide you through every
step of the mail merge. Select the radio button titled
“Labels”. Click
“Next: Starting document”
in the bottom right hand side of your screen to continue.
2. Ensure that the option
“Change document layout”
is selected and then click “Label options…”
The “Label Options”
dialog box will appear; Select the label type that you
wish to print to, along with the product number. Click
“OK” and then "Next:Select
recipients" to continue.
3. Select the radio button
titled “Use an existing list”
(this will be the mailing list that we supplied).
Click “Browse…”
and use the “Select Data Source”
dialog box to locate the desired file.
After selecting your mailing
list, the “Mail Merge Recipients”
dialog box will appear. You can use these options to customize
your recipients list. However, in most cases you will
use the entire list. After selecting your required records
click “OK”. Click
“Next: Arrange your labels”
to continue.
4. Click “More
items…” to open the “Insert
Merge Fields” dialog box. All the
fields incorporated in your mailing list will now appear
e.g. Title, Initial, Surname etc.
Highlight and click “Insert”
or double click the left mouse button to place the required
field into the label. Make sure that you insert them in
the order that you want them to occur. The selected fields
are now shown on one of the labels. You can now manually
alter the layout of the label until you are happy with
the way it is displayed.
