Mail+Merge+Instructions

Mail Merge:


 * 1) Use Microsoft Excel to construct a spreadsheet with labels on each column.
 * 2) In Microsoft Word, make sure the mail merge tool bar is visible by clicking on __V__iew in the menu bar. Scroll down to the double down arrows to see more options. Move your cursor to Toolbars and a popup menu will appear. Move your cursor to click on Mail Merge. A row of icons will appear probably on top of ruler just above this white page. The first icon should be an envelope with a piece of paper behind.
 * 3) Click on that Icon and select the type of mail merge you would like to perform. (For this instruction, we will be performing a label merge.)
 * 4) Click OK.


 * 1) Another window will popup asking what kind of label you will be using. This is where you may select the label by product code, label size, or make a custom label of your design. **FOR TODAY** – We will select Avery Label 5160. This is the most common size for labels that are a full sheet with three labels across and 10 labels down. Make sure **5160** is highlighted and CLICK OK.


 * 1) On the Mail Merge Tool bar, move your cursor over the second icon from the left. A little popup descriptor should say “Open Data Source”. CLICK on this icon. Another window will popup asking you where you have stored the information you want to merge. (The information to be merged is in the Excel spreadsheet that you have already composed.)
 * 2) Move your cursor to the top left of the page. Click on the down arrow (triangle) that is to the right of “My Data Sources”.
 * 3) Select your file from your directory. **TODAY ­-**We have named the file as AAddress. You may not see the file if the bottom blank in this popup window doesn’t indicate file types as All Data Sources or Excel files. If needed, click the down arrow to the right of that line and select either All Data Sources or Excel files.
 * 4) Once you have selected, clicked on, the Excel file with you information to be merged, click on OPEN.
 * 5) A Select Table window will popup. CLICK OK


 * 1) More Icon will have become active on your mail merge tool bar.


 * 1) The third Icon from the left allows you to select or deselect fields should you only want to merge specific names.


 * 1) For today’s instruction, we will not be concerned with the fourth and the fifth Icons. The SIXTH Icon has a blue bar and is to the left INSERT WORD FIELD. Holding your cursor on the sixth icon, a popup window will indicate that this is the Insert Merge Fields button. When you click on this button, all of the column headings from your Excel file will be listed. Click on the items you want to include on your label in the order you want them to appear on your label. Select insert after each item. You should see the heading appear on the label.


 * 1) When you are finished inserting items to appear on the label, you will need to insert spaces and format the label.


 * 1) The button to the right of INSERT WORD FIELD will enable you to see what the first label would look like. You can make adjustments to the formatting before merging the rest.


 * 1) The Icon with the two blue arrows is to propagate the labels. This means all of the information to be merged will be formatted the same as the first label. The information will change with each label. CLICK the propagate icon.


 * 1) To merge the information to labels or to a form letter, select the fourth icon from the right. Holding your cursor over the icon, the popup window will indicate Merge to a New Document. Click on this Icon. The document is ready to print.


 * 1) Scan the document to make sure that all of the labels are ready to print. Individual labels may be changed to correct errors.


 * 1) If the sheet of labels to be printed requires global changes, Close the current page and you will be returned to the set up page.


 * 1) Make changes to the first label and follow directions for steps 12 – 14.


 * 1) PRINT