Create Mailing Labels in Word using Mail Merge from an Excel Data Set

Create a sheet of Avery mailing labels from an Excel worksheet of names and addresses. Use Mail Merge to produced labels.

Mail Merge 100s of Customers:
http://youtu.be/LjBMzlf2HJs

Add clipart to your mail merge labels:
http://youtu.be/IueE4qm0PZM

---

Closed Caption:

hey this is ralph and in this video i
want to show you how to use excel and
word to mail merge and create a bunch of
mailing labels so to do that I want to
create a bunch of mock data and of
course you're going to have real data
for people but i'm going to go ahead and
have um let's see
I'll have a bunch of first names and
i'll have a bunch last name and of
course I'll need an address city state
and zip and care
let me just kind of a little easier see
zoom in just a tad and i'm just going to
put in some first names sarah Luca
Michael time and tammy last name Smith
Jones Williams Thompson another Smith
and Jacobs now for addresses i'll just
do something like that
yeah let's give you a little mix up here
going to do equals concatenate give me a
ran between random number and everybody
is on Pine Street i guess i can spell
pine street that work
oops need to do a space in here
let's fix that for City about Tampa
which is in florida and 3359 - that's a
zip code and Central Florida
alright so now we've got a bunch of ppl
addresses city state zip it's gonna go
ahead and save this and I will simply
say this over to my desktop and i'll
just leave a generic name that's not too
important
so now i've got this worksheet of data
you know a bunch of names and addresses
and you could have acquired these from a
mailing list or something like that
companies that make and sell these now I
want to do is I want to work in words
let me jump over the microsoft word
here we go and I'm gonna head over to
the mailings area and I want to use
these start mail merge process here now
there is an option over here for labels
so i could go ahead and jump into this
and that's not a bad way to go either
I could simply head over to the labels
area and basically it's going to prompt
me for these individual labels but i
will show you a different technique
though and cancel that and i'll do a
start mail merge and i am going to make
labels see a little ellipses that means
it's going to open up another dialog box
this one looks a little different though
then we just saw this one is basically
asking me what kind of labels do you
want to use labels can be kind of weird
but the 1i one is actually already
selected for me because it's a common
one
it's avery style 5160 easy peel address
labels and basically if you went to any
big office supply store to the work to
the aisle where they have all the labels
there's tons of them out there and
you're going to see Avery is a big
company that makes those and but they
all have a unique code number
so you would use labels even if you are
doing name badges and stuff like that
whenever you have kind of multiple per
sheet it's more like a label and the
avery 5160 is basically a sheet of 30
labels and they make them for laser
printers & ink jet printers and stuff
like that photo copier is even so that's
the one I'm going to use it's going to
be Avery style 5160 so I've got that
i'll just click OK and my document is
actually been modified it's hard to tell
you can't really see but there's a big
table on here now let me just show you
this if I click on this little selector
handle
I head back over to the home area and I
apply a border
you'll see that it's create a table and
its size that table specifically to
correspond to the style of label that I
chose so that's what's going on here
so now that i turn the borders on those
borders of print it's not going to hurt
the function of my label saw Liam on for
now just you can see what's going on
let me jump back over the mailings
category and now i need to select my
recipients first I started the mail
merge process by choosing that I wanted
labels
now i'm going to go to my select
recipients and i'm going to use an
existing list
there is a type of new list option i
can't imagine why anybody would want to
do that I'm going to use an existing
list and I go to my desktop and i find
that Excel spreadsheet that I want there
is booked one
so I've got that taken care of it's made
up of multiple sheets on i'm just going
to use sheet 1 i'll click ok and notice
it's put in these placeholders of next
record what you do now is you design how
you want that label to look using just
this top left cell and i'm going to
design it using content from my
spreadsheet and to do that I'm going to
use this little area right over here
insert merge field and if i click on the
lower portion of this
I'll get some choices like I want to
bring in their first name that will
press a space
insert merge field last name then I'll
press Enter
i'm going to insert merge field address
enter insert merge field city , space
insert merge field state space
insert merge field zip so I'm
constructing how I want that address to
look right over here
now i'm also going to click this other
button update labels i'm going to press
that and don't get put off by the fact
that it says next record next record
next record all of these
this is simply a template that word next
record is not going to be there
and here's how you can really tell if
you click on the preview results button
it's going to show you how your labels
are going to look and sure enough here
the individual labels for my three for
my six people and six people in my
worksheet and things are looking pretty
good i'm going to turn off preview
results and I'm gonna do a little bit
more formatting here i'm going to go
ahead and select all the data in this
top left cell go to my home ribbon and I
can Center it and let's see i can also
take the first and last names and I'll
bolt those making just a bit bigger so
just a little bit of formatting change
and you can also do other things like
you could put a little icon or something
and i'll keep it pretty plain for now
but you could put a little
clipart graphic or something back over
to my mailings i'll update my labels
things are looking different don't worry
about the first name and last name being
pushed two lines here
remember next record doesn't show up I
can hit preview results give things once
over
I'm satisfied with it fantastic
so what I would do now is I would go to
the finish and merge so i'll finish and
merge
oh by the way before I do that when you
save if you were to save this document
this would not be your finished labels
this is simply your template used to
construct the labels
so if i go to finish merge what I'll do
instead of going right to the printer
I'll go to edit individual documents and
it will give me this whole dialogue box
i want to do all
okay so this is my finished label sheet
if i were to print if i were to save
this this is would actually be saving my
finished labels with all the people all
the data on
and that's what I'd want to print I
really don't need those borders on there
so i'll go ahead and get rid of those
borders and now i have a regular sheet
of labels to print so i would take my
avery label sheet i put in my printer
and I'd run this and then I'd have some
labels that I can stick on the envelopes
so that's a little bit of mail merge
creating labels