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Mail Merge



Creating Labels: Using an Excel Spreadsheet or an Access file

Prepare your data in Excel

  • Open Excel 2010 (If this is a new list that you are creating.)
  • Insert your column headers as shown below

  • Insert your address information as shown below

  • Your Columns can be customized to fit your needs, you just need to add column headers that represent your needs
  • Dont worry if your document has more column headers than you need. This can be easily customized once we move to word.


NOTE: If you are including zip codes as a column header, you need to change the column format to text or the zeros will not appear. To do this you can go to the Using Zero tutorial for Excel.

Set up your Word document

  • Open Word 2010
  • Go to the Mailings Tab then click Start Mail Merge




  • Next, choose your label type.

  • Select where to print to.
  • Choose the vendor of the labels you have on hand. 
  • Choose your label types product number.
  • Check the label information to be sure that it matches your label. 
  • Click Ok
  • Your document is now formatted for your labels


  • If your document does not show the blue grid lines, make sure you are on the layout tab and choose view grid lines

Connect to the Data

  • Next, go back to the Mailings Tab and choose Select Recipients, then choose to Use Existing List...
Note: If you want to use outlook contacts see Mail merge using Outlook Contacts below.



  • Find the Excel spreadsheet (this will work with Access as well, just locate the file with the information you need on it and continue with these instructions) with the necessary addresses, and click open.
  • Then, in Word, on the Mailings tab, click on Edit Recipient List


  • Un-click the boxes next to the names that you do not want to include in your mail merge.
  • Click Match Fields and confirm that you column headings match the column headings that Word will look for when merging.


  • Click in the first label, then click the address block.



  • Choose the format that you want for your labels, then in the same group, click Update Labels

  • To preview the results, click Preview Results.


NOTE: If Word opens another word document to show you the preview, be sure to close out of the new document before you print.
  • Be sure that your labels are loaded in the printer.
  • Click Finish and Merge then click Print Documents.

  • SAVE the work that you have done will save with this document, so that you can open the document and just click print if you need to print more labels again. 
  • When you open the document again Word will ask if you want to keep the connection. 
  • Click Yes to open the document and you are ready to run another mail merge.

Mail Merge using Outlook Contacts

  • Begin with Using an Excel Spreadsheet or Access file at the top of this page.
  • Everything remains the same except that when you get to the step that says to Select Recipients, instead of choosing form an existing document, choose Select from Outlook Contacts.


  • Continue where it asks you to Edit the Recipients from the directions above.

E-mailing a Newsletter or Flyer & Writing a letter via Mail Merge: Using an Excel Workbook

  • Prepare your data in ExcelNote: Some of this is similar to what is above, but you will notice differences once you continue.
  • Open Excel (if this is a new list that you are creating)
  • The Column headers in Excel will be the fields that your mail merge will fill in automatically. 
  • Be sure that one of the columns says E-mail Addresses


  • Do not worry if you have more column headers than shown above. You can select which headers you want to show in your mail merge at a later step.
NOTE: If there is a column for ZIP codes, change the column format to text. If you need help with this go to the Using Zero guide under Excel.

Set up your Word Document

  • Open Word 2010
  • Click on the Mailings tab, click Start Mail Merge, then click e-mail messages

  • Enter the information you wish to be in the mail merge message.

Connect to the Data 

  • Click Select Recipients (remember, this can be from an existing list ie an Excel spreadsheet or Access file)

  • Find the file then click Open.
  • If prompted, click Sheet1$.
  • Click Edit Recipient List and clear the check boxes of the names and addresses that you do not want to include.


  • Click Match Fields to be sure that you column headings match the column headings that Word will use for the merge.

Insert a Greeting Line

  • In your document, click where you want to add personalized information (ie a greeting line).
  • On the Mailings Tab click Greeting Line.

  • From here you can choose how you want your greeting to be set up.
  • Click OK when you are finished.
  • To edit the font, size, or color of the greeting line, highlight the entire field code.


  • Select your font, size, and color by going back to the Home Tab.

Preview and Send

  • Go back to the Mailings Tab when finished.
  • Click Preview Results to see the messages. 
  • Use the arrows to click through the results.

NOTE: Your document will be sent in the body of the e-mail message so that the reader does not have to have Word to be able to read the document.
  • Once you click Finish & Merge then, Send E-mail Messages you will be asked to insert a subject for the subject line.




  • Notice, that you can do this for the record that you are on, all of the records or just a few.
  • When you are finished click OK.
  • SAVE when you are done.
NOTE: The data will stay connected with this document. The next time you open this document it will ask you if you want to keep the changes you made before by saying do you want to keep the connection. Click Yes and you are ready to run another mail merge.

Envelopes

  • Open Word 2010.
  • Go to the Mailings Tab and choose Envelopes.


  • Envelopes and Labels will pop up.


  • When you are finished click print.

Still have questions?

Call the Elmira College Help Desk at 607-735-1915 and speak with one of our talented IT consultants!