These are the documents involved in creating and printing labels using the mail merge process:. Your main document. This is the document you use to set up the layout of the labels for all the labels in the mail merge. You can also set up any content that you want repeated on each label, such as a company logo or your return address on shipping labels.

Your mailing list. Your address list is the data source that Word uses in the mail merge.

It's a file that contains the addresses to be printed on the labels. Your merged document. This document is a combination of the main document and the mailing list that is used to print individual addresses on the labels.

The address list can be Excel spreadsheet, a directory of Outlook contacts, or an Apple Address Book. It contains the records Word pulls information from to build the addresses for the labels. If you don’t yet have a mailing list, you can create a new list in Word during mail merge.

Before you start the mail merge process, collect all of your address lists. If you're using an Excel spreadsheet, make sure the column for ZIP or postal codes is formatted as text so that you don't lose any zeros. If you want to use your Outlook contacts, make sure Outlook is your default email program.

On the Mailings tab, choose Select Recipients, and then choose an option. Tip: To change the order of the fields, click the field you want to move, and then click the up or down arrows to move the field where you want it. When all of the fields are set up the way you want them, click Create to create the list. If you selected Use an Existing List, follow these steps:. Browse to the file you want to use and choose Open.

In the Open Workbook dialog box, select the sheet you want to use, and leave Cell Range blank to use the entire worksheet or enter a cell range for the data you want to use, and then choose OK. If you selected Choose from Outlook Contacts or Apple Contacts, follow these steps:.

Choose Filter Recipients to select the recipients you want to include. For Outlook contacts, in the Query Options dialog box, next to List mail merge recipients by, select Complete record. In the list of contacts, select the contacts you want to include in the mail merge, and then choose OK. For Apple contacts, in the Query Options dialog box, under Apple Group Contacts, choose the group you want to include in the mail merge, and then choose OK.

On the Mailings tab, choose Insert Merge Field and select the field you want to show on your labels. Continue adding fields until you've added all the information you want on the labels, and then choose OK. On the Mailings tab, choose Update Labels to add the fields to all of the labels. Format the fields in the first label so it looks the way you want the rest of your labels to look. For example, include a space between First and Last name fields and press Return to start a new line for the Address field.

On the Mailings tab, choose Update Labels to apply the formatting to all of your labels. Important: You must have an existing recipients list, such as a Word document that has addresses, to complete this procedure.For more information about how to set up a recipients list, see. On the File menu, choose New Blank Document. A new, blank Word document opens. This becomes your main document. On the View menu, choose Print Layout.

On the Tools menu, choose Mail Merge Manager. Select Document Type, select Create New, and then choose Labels. Under Printer information, choose the type of printer that you use. On the Label products pop-up menu, click the manufacturer of your labels. Tip: To return to this dialog box later, in the Mail Merge Manager under 2. Select Recipients List, choose Add or remove placeholders on labels. Repeat step 9 for each field that you want to appear in your labels.

After you add all the fields that you want, choose OK. Your field names are copied into all the labels in your main document. In your main document, edit the first label to add spaces, commas, and carriage returns where you want them. In the Mail Merge Manager, under 2. Select Recipients List, c Fill in the items to complete your document. Word applies the formatting that you use for the first label to all the labels.

To finish your labels, do one of the following: To Do this Preview your labels In the Mail Merge Manager, under 5. Preview Results, choose View Merged Data. Print your labels immediately In the Mail Merge Manager, under 6. Complete Merge, choose Merge to Printer. Create a document that contains your merged labels that you can save In the Mail Merge Manager, under 6. Complete Merge, choose Merge to New Document.

Mail Merge On A Mac

By After all the codes are inserted in the main document, it’s time to perform the merge. There are three ways to go about this in Word 2016: you can merge to a new document, and then print that document as a separate step after examining the merge results, you can merge directly to your printer, or you can send email messages. Which is better? How sure are you that you’ve set up the merge correctly? You should merge to a new document the first time you run a new merge to make sure that it works the way you intended. But if you are running the same merge repeatedly (such as sending out the same form letters every month to the same people), it’s fine to merge directly to the printer.

You can preview the merge results without having to create a whole new document. Just choose Mailings→Preview Results. Then use the arrow buttons in the Preview Results group to move between results pages. Merge to a new document To merge to a new document, follow these steps.