How to: Create mailing labels.
Solution:
Create a new document and select 'Mail Merge...' from the 'Tools' menu.
1) Select 'New' from the 'File' menu.
2) Click 'OK'. (A new document window opens.)
3) Select 'Mail Merge...' from the 'Tools' menu. (The Mail Merge Helper dialog box appears.)
4) Click 'Create' from the 'Main Document' group.
Create button
5) Select 'Mailing Labels...'. (The Microsoft Word dialog box appears.)
6) Click 'Active Window' from the 'Microsoft Word' dialog box.
7) Click 'Get Data' from the 'Data Source' group, and then do one of the following:
a) Open a data source:
1] Select 'Open Data Source...'. (The Open Data Source dialog box appears.)
2] Select the appropriate option in the 'List Files of Type' drop-down list box.
3] Select the appropriate drive and directory.
4] Select the desired data source from the 'File Name' list box.
5] Click 'OK'.
6] If the 'Confirm Data Source' dialog box displays:
a] Click 'OK' in the confirmation dialog box.
b] Select the desired table or query from the 'Tables' or 'Queries' list box.
7] Click 'OK'.
8] Click 'Set Up Main Document' when prompted.
b) Create a data source:
1] Select 'Create Data Source...'. (The Create Data Source dialog box appears.)
NOTE: In the 'Field Names In Header Row' list box, Word lists field names for the categories of data commonly used in a data source. To see all of the field names, scroll down through the list.
2] Do one or more of the following:
a] Click 'OK' to accept the list provided by Word in the 'Field Names In Header Row' list box. (The Save Data Source dialog box appears.)
b] Add a category to the data source:
1} Type the new field name in the 'Field Name' box.
NOTE: A field name can contain up to 40 characters. Each name MUST start with a letter, and subsequent characters must be letters, numbers, or underscore character (_). A field name CANNOT contain spaces.
2} Click 'Add Field Name'.
3} Repeat steps b1} and b2} for each field name to be added.
4} Click 'OK'. (The Save Data Source dialog box appears.)
c] Change the order of field names:
1} Select a field name in the 'Field Names In Header Row' list box.
2} Click the Up or Down arrow until the field name is in the desired position.
3} Click 'OK'. (The Save Data Source dialog box appears.)
d] Delete a category from the data source:
1} Select the field name to be removed.
2} Click 'Remove Field Name'.
3} Repeat steps d1} and d2} for each field name to be removed.
4} Click 'OK'. (The Save Data Source dialog box appears.)
3] Save the data source:
a] Select the desired drive from the 'Drives' drop-down list box.
b] Select the desired directory from the 'Directories' list box.
c] Type the desired filename into the 'File Name' box.
d] Click 'Save'. (The Microsoft Word dialog box appears.)
4] Click 'Edit Data Source' to type the data. (The Data Form dialog box appears.)
5] Add information to the data source:
a] Type the desired information in each data field box and press ENTER.
NOTE: To move to the next or previous data field box press TAB or SHIFT+TAB.
b] Click 'Add New' to add the current record and start a new record.
c] Repeat steps 5a] and 5b] until all data is typed.
d] Click 'OK' when finished.
8) Select 'Mail Merge...' from the 'Tools menu.
9) Click 'Setup' from the 'Main Document' group.
10) Specify the label options by doing the following:
a) Select either 'Dot Matrix' or 'Laser' from the 'Printer Information' group.
b) Select the type of label from the 'Label Products' drop-down list box.
c) Click 'OK'. (The 'Create Labels' dialog box appears.)
11) Insert field names in the 'Sample Label' box by doing the following:
a) Click where the merge field needs to be inserted.
b) Click 'Insert Merge Filed'. (A drop-down list box appears.)
c) Select the field to be inserted. (The merge field name appears in the sample Label box.)
d) Repeat steps 6a), 6b), 6c) for each field to be inserted into the mailing label.
e) Select 'OK'. (The Mail Merge Helper dialog box reappears.)
12) Click 'Merge' from the 'Merge the Data with the document' group. (The Merge dialog box appears.)
13) Select the output destination for the merged data from the 'Merge To' drop-down list box.
14) Click 'Merge'.
NOTE: Word creates a new document that contains one complete copy of the main document for each record in the data source, with data from the data source substituted for each merge field. The merged copies are separated from one another by section breaks.
