How to Create a Mail Merge using Envelopes and Labels in Word 2016

How to Create a Mail Merge using Envelopes and Labels in Word 2016


Hey it’s Cindy again. We are still working in module 12 of Microsoft
Word 2016 and we’re all the way down to section 5 where I’m going to talk to you
a little bit about merging envelopes and labels. So you’re already merged all of your letters
or your main documents and you want to go ahead and send those out. Now you could actually merge envelopes and
stick the envelopes in the printer but most people don’t do that because they don’t
have time to babysit the printer. So we’re going to look at merging labels. When you’re merging your labels you’ll
want to start on a new blank document. From there you’re going to go to the Mailings
tab and back to the Mail Merge Wizard. On step one of the wizard it asks what document
type are you trying to create and before we had worked on letters. Make sure you’re on Labels this time and
then click Next at the bottom to go to step two. Here at the top it asks you, Would you like
to change the document layout or start from an existing document? If you change the document layout you can
choose the Label Options here. These are the same label options we saw when
we were working on envelopes and labels in a previous module. The next thing you want to do is make sure
you’ve chosen the particular product number that matches the labels that you have. Now typically on the outside of the box they
will say something like Corresponds with Avery U.S. Letter 8160. But you can also look sometimes at the bottom
of the actual page of labels and it will say the number down there as well. So you just have to look for that. I’m going to click OK here and now you’ll
see my actual labels. Now I’m going to click Next to select my
recipients. And I’m going to hit Browse and here’s
where I’m going to look for my data source. Now I’m going to pick this Excel file called
New Merge Data and when I click Open it’s going to ask me which sheet in the Excel file
do you want to pull from. I only have one in this exercise so I’ll
click OK and now you’ll see all of my recipients here. Since I’m just going to merge them all I’ll
just click OK at the bottom and now we can go to the next step and arrange the labels. So here’s where we will be pulling in all
of our merge fields. When you do this pull them onto the first
label because once you do that then we can update all of the labels over here. So I’m going to go ahead and pull in some
merge fields. I’m going to pull in the person’s first
and last name. I’ll pull in their company. I’ll go ahead and pull in their address
and then I’ll pull in their city, state and zip. State and zip. Now if you notice mines a little large and
it doesn’t fit right in there. So what I’m going to do is go ahead and
select these and I’m just going to make the font a tad smaller and it fits right in
there. Now remember once you’ve got the very first
one set up go ahead and Update All Labels over on the right and that’s when you see
it copies all of those fields, so all the other labels. Just like when we merged the main documents
we could have put in the address block, if we needed a greeting line, all of those options
are the exact same here. If you ever need to make a change go ahead
and fix it on the first one. So let’s say I do something like this. I take out company and let’s say that I
push this down and make company my very first one. I’ll just paste that in there. And let’s say in front of first name I do
something like Attention like that. Again I’ve edited the first label so I’ll
want to Update All Labels before I move forward. Next is to preview the labels. Now you’ll see when I do this that it’s
going to show me each individual recipient’s label here. There’s still only one page. It’s just showing me a preview. So if I wanted to actually see all of the
labels I would have to complete the merge. And if I wanted to edit the individual labels
I could do that and merge all of the records. So that’s all there is to actually merging
envelopes and labels. We’ve got one more thing that we want to
talk about merging and that is I want to show you how to merge a directory. So I will see you over in section 6.

2 comments

Leave a Reply

Your email address will not be published. Required fields are marked *