Mail merge for labels

In a mail merge, Word pulls the information from your mailing list into your label document. Making labels with mail merge can get complicated—but it basically involves four steps.

Let’s start with those four basic steps—and if at any time problems crop up or you want more information, click a link to get the details.

1. Set up a document that matches your label size

  1. Click Mailings > Start Mail Merge > Labels.

    Start Mail Merge command

  2. In the Label vendors list, click the company that made the labels you’re going to print on.

    Label vendor and product number options

  3. In the Product number list, click the number that matches the product number on your package of labels.

2. Connect the document to your address list

  1. On the Mailings tab, click Select Recipients > Use an Existing List if you already have a list in an Excel spreadsheet or an Access database. Or click Choose from Outlook Contacts if you want to use your Outlook contacts. If you don’t already have a list, you can type a new list in Word.

    Select Recipients command

  2. Browse to the list you want, and then click Open.

    If your list’s in Excel and Word prompts you, click $Sheet1, and then click OK.

  3. If you want to make labels for only some of the names in your list, click Edit Recipient List.

    Edit Recipient List command

  4. Check the names you want to add to your labels.

    Select rows by checking the check box

    You can also sort or filter the list to make finding names and addresses easier. For more information about sorting and filtering a mailing list, see Sort and filter the data for a mail merge.

3. Add the names and addresses

  1. Click Address Block.

    Insert Address Block merge field

  2. Choose how you want the name to appear.

    Address block options

    Tip:  To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says (not matched), click the drop-down list for that field and then click the column name that matches that column in your list. When you’ve matched all the fields you want, click OK.

  3. Click OK, and then click Update Labels.

    You can also insert a picture—for example, a logo. After you add the picture, click the Layout Options button.

    The Layout Options button

    Then position the picture by clicking Square or Tight. Click Update Labels to see the picture on each label.

    Tip:  Any time you make a change—for example, adding a picture—click Update Labels to see the change applied to each label.

4. Preview and print the labels

  1. Click Preview Results, and then click the arrows to make sure the labels look right.

    Preview Results group

    If the labels have too much space between each line, select the whole address in the first label, right-click, click Paragraph, and type 0 in the Before and After boxes, and click OK. Then click Update Labels to see the change applied to each label.

    Tip:  If the addresses looks like they’re too close to the top of the labels, click before the address in the first label, press Shift+Enter, and click Update Labels.

  2. Click Finish and Merge, and then click Print Documents.

    Finish and Merge options

  3. Print a one-page test by clicking From in the Merge to Printer box and then typing 1 and the number of labels that fit on one page. For example, if your label sheets have 30 labels on each page, type 1 and 30.

    Type a range of labels in the From and To boxes

  4. If the test page looks the way you want it, load your labels into your printer, click Print Documents again, and click All.

Save your label file for next time

When you save the mail merge document, it stays connected to your mailing list. To use the mail merge document again, open it and click Yes when Word prompts you to keep that connection. Then, if you want to change which people or items you include in the merge, click Edit Recipient List to sort, filter, and select them. For more information about sorting and filtering a mailing list, see Sort and filter the data for a mail merge.

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