Word 2003 - Creating Labels using Mail Merge

Introduction

You can create labels based on an existing list, such as an Excel spreadsheet or Outlook Contacts using Word 2003 Mail Merge features.

Getting Started

To start Mail Merge:
1. Create a new blank document

2. Click Tools | Letters and Mailings | Mail Merge...

3. Your Task Pane will appear on the right-hand side of the screen, displaying the Mail Merge Wizard

Mail Merge Task Pane

Creating Labels

To create Labels:
1. Under the heading Select document type, choose Labels

2. At the bottom on the Task Pane, click Next: Starting document

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3. Under the Select starting document heading, ensure Change document layout is selected

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4. Under the Change document layout heading, click Label options...

5. Select the label you are using in the Label Options dialog box

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Note: Start by selecting the brand of label you are using, remembering to select A4 sizes if available. Then select the product code of the label you are using, usually found on the box or the side of the label sheet.

6. Click OK

7. If a warning appears, click OK

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8. Click Next: Select recipients at the bottom of the task pane

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9. Select the list for your labels under the Select Recipients heading

a. To use an Excel list, select Use an existing list
b. To use your Outlook contacts, choose Select from Outlook contacts

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To use an Excel list:


1. Under the heading Use an existing list, click Browse...

2. In the Select Data Source dialog box, navigate to the file you want to use

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3. In the Select Table dialog box, select the Excel worksheet that contains your data

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4. Click OK

To use Outlook Contacts:


1. Under the heading Select from Outlook contacts, click Choose Contacts Folder

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2. Select the Contact list you want to use

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3. Click OK

To Setup the Labels:


1. When the Mail Merge Recipients dialog box appears, click OK

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2. Click Next: Arrange your labels

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3. Select how you want to add your information to the label. If you are using Outlook Contacts and would like to create Address Labels, the Address block... option might be the best choice. The option which most closely resembles Word 2000 is More Items...

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Arranging labels using the Address block option

1. Click on Address block... under the Arrange your labels heading

2. Select options in the Insert Address Block dialog box to determine how you want your labels to appear

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3. If you are using the Address Block option with a data source other than Outlook Contacts, it is recommended that you click on the Match Fields... button at the bottom of the dialog box. This will allow you to ensure that the fields in your data source match with the fields Word is expecting in order to complete the address block.

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4. Click on OK until all dialog boxes are closed

5. Your labels will appear as below

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Arranging labels using the More Items option

1. Click on the More Items... option under the Arrange your labels heading

2. Ensure that the Database Fields option is selected

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3. For each field you would like included on your label:

a. Click once to select the field
b. Click on the Insert button
Note: The fields will be entered onto the label in the order you select and insert them. They will be added without any spaces or line breaks - these can be added in once all the fields have been added to the label

4. When all fields have been added to the label, click the Close button

5. Add spaces and line breaks between the fields on your label by clicking between the field names and using the spacebar or Enter key

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click between the fields to add spaces and line breaks

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label after spaces and line breaks have been added

Copying your label layout to all labels

1. When you have decided on the label layout, click Update all labels to copy the layout to all other labels

Note: If you are unsure how your labels will appear, choose Next: Preview your labels at the bottom of the Task Pane to check them. If you want to make any changes, you can then choose Previous: Arrange your labels

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2. Click Next: Preview your labels

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3. Preview your labels. Use Previous: Arrange your labels at the bottom of the screen if you need to make adjustments

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To complete the Merge:


1. Click Next: Complete the merge

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2. Select your merge option:

a. Print... will send the labels directly to the printer
b. Edit individual labels... will create a separate document of labels, which you can edit, save and print

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9. Don't forget to save your mail merge document. This will allow you to create the labels again without having to repeat all the steps above.

 

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