A mail merge involves merging a main document with a data source. A main document contains the text and other items that remain the same in each label. A data source contains the information that changes in each label, such as the name and address of each recipient.
Merge fields, which you insert into the main document, instruct Word where to print information from the data source. When you perform the mail merge, Word replaces merge fields in the main document with information from the data source. Each row (or record) in the data source produces an individual label.
The following procedure demonstrates how to perform a mail merge to create labels.
The data source contains the information that can vary in each label. You can open an existing data source created in Word, or you can create a new data source and fill in the addressee information.
NOTE: The data source can also be created in another program such as Microsoft Excel or Microsoft Access, or you can use a personal address book created in Microsoft Exchange Server or Schedule+, or you can use an ASCII text file or another delimited file.
Under 2. Data source, click Get Data.
The options are to create a new data source, open an existing data source, Header options, and use Address Book. Use the appropriate method for the type of data source that you want to use.
Method 1: Create a New Data Source
The Create Data Source dialog box appears with a list of field names commonly used in form letters, mailing labels, and envelopes. You can rename the fields and remove the fields you don't need. To add field names, type the name in the Field Name box, and then click Add Field Name. Click OK when you're done.
Word prompts you to save the data source.
Type a file name in the File name box, and then click OK.
Word displays a message with the options Edit Data Source and Set Up Main Document.
Click Edit Data Source.
The Data Form dialog box is displayed for you to enter your addressee information. If there is no information for a particular field, leave the box blank.
The set of information in each form makes up one data record.
After you enter the information for a record, click Add New to move to the next record. After you add all of your data, click OK.
If the Mail Merge Helper is not running, click Mail Merge on the Tools menu. In the Mail Merge Helper, click Setup under 1. Main document.
Word displays the Label Options dialog box. Click the type of printer (dot matrix or laser), the type of label product (such as Avery), and product number. If you are using a custom label, click Details, and then type the size of the label. Click OK.
Word displays the Create Label dialog box. The insertion point is blinking in the box under Sample Label. This is where you insert the merge fields to represent where on the label Word should print the information from the data source.
Click Insert Merge Field in the Create Label dialog box. Click the appropriate merge field.
Make sure that you type any spaces or punctuation that you want between two merge fields or after a merge field.
When you have finished placing the merge fields on the sample label, click OK.
This step returns the focus to the Mail Merge Helper.
Under 3. Merge the data with the document, click Merge.
Word displays the Merge dialog box. (If you click the Query option instead of Merge, you have the option to select certain data records to participate in the merge or to sort the records in the data source.)
Under Merge to, click New Document to display the merged document on the screen. This allows you to view the labels before printing them. (Select Printer to send the labels directly to the printer.)
With New Document selected in Merge to, click Merge.
After the merged document appears on the screen, you can save it as a separate document, or you can print the merged document by clicking Print on the File menu, or you can do both.