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Mail Merge with Microsoft Word 2007. 
(similar in Word 2003 and before)

Why Learn how to Merge:

 

 

1. Before you start Mail Merge you must have your addresses in a spreadsheet, word doc (in a table format) or in Outlook’s address book. The columns in your spreadsheet or word table must have the first row containing the header, column titles.  See example below:

First name

Last name

Address

City

State

Zip

Jim

Roach

1234 elm

Owosso

MI

48444

George

Bush

1600 Pennsylvania Ave

Washington

DC

10011

Jimmy

Buffet

123 Duval

Key West

FL

32548



2. Open a blank MS Word Document

   a.  Word 2007  select “Mailings” then  “Start Mail Merge” then “Step by Step instructions”

   b. Word 2003 Select “tools” then “Letters and Mailings” the “Mail Merge”

3. On the right side of your screen you should see the wizard start up.

 

Select the type of Mail Merge document you want to end up with:  Letters, envelops, labels, etc from the wizard on the right side.

Labels are selected in this example.

The click the “Next:  Starting document”

 

Click on “Label Options” and select the type of label you are going to print.  You can also enter a custom size if you want.

 

 

After you click “OK’ to the label type, the label outlines should appear on your page.

Then click “ Next: Select Recipients

 

If you are using your Outlook contacts as your mail source, click the  “Select from Outlook Contacts” button then click on “Choose Outlook contacts folder”.

If you are using an Excel spreadsheet or MS word table select “Use an existing list” then click “Browse”

Find the document that you have your addresses in (excel or word) and click “Open”

 

IF you open a spreadsheet you will also need to double click on the “sheet 1” to get to the data headers.

If you opened a MS Word doc with a table of your data, see the next step.

After you double click the “sheet 1” you should see the above box with all of your data.  You can un-check individual names to omit them from the merge.

If you opened a MS Word doc with a table of your data, the above screen will come up without having to double click anything.

Click OK

 

Now you will see that <next record> is on each of your labels except the first one.

Click “Next: Arrange your labels”

  

Click on “More Items” and your header names should show up in the little box.

Here is where you will arrange where each part of your address will show up on your label.

Select the field you want first and click “Insert”

 

You can see your first line is complete.  You can now put a space between the first and last name fields and press enter to start your second line.

Now go back and click “More items” again and “insert” the next field for the address.

Close the box and put another “enter” to go to the next line.

Click on “More Items” again and insert the city, state and zip fields.

You can go back and add spaces, commas and re-arrange the fields anytime.

When you are finished arranging you label fields, press “Update all Labels”

 

Now you can see the wizard has added the fields to each label.

We’re almost done!

Click “Next: Preview your labels”

 

Now you should see the different names and addresses show up on the labels.

Click “Next: Complete the merge”

 

Now we are done and ready to print. 

Make sure to use the “Print” function in the wizard to print all or some of the pages of labels.  If you use the Print function from the regular word menu, it will only print one page.

 

 

Common Problems.

 

1.  You do not have a header row for the first row of your spreadsheet or MS Word table.

2. You have pasted a spreadsheet into a word document instead of making a table. You can convert your pasted spreadsheet to a table or open a CSV file with MS Word and convert it to a table.