After you create your labels, it is time to fill them with content imported from an external file or a list. This is the role of the Mail Merge function which can help you print labels, envelopes and email messages easily. Let’s say you want to mail merge labels. As soon as you make your selection, you are going to see a dialog box in which you have to provide several details. Be very careful what you fill in here, as it will have a direct influence on the success or failure of your printing job. If there’s anything you don’t know, you’d better go and find out the answer instead of taking a hopefully lucky guess. If you have your paper labels with you, you can find all the information regarding their size and the manufacturer on the box.
First of all, you need to choose whether you print separate pages or your printer uses the continuous feed. Next, you have to select the type of labels you have. You can select the producer of the labels. After you make your selection, you are going to see a list of all models produced by the respective company. You need to find and choose your exact model. If you pick one at random, there are great chances the text won’t get printed inside the labels and your work would have been in vain.
Watch the video below for step by step creation of Mail Merge
The best way to use Mail Merge is the step by step Mail Merge Wizard. It will take you through all steps that need to be completed, from selecting the type of documents you are working on, to choosing the document layout and the list of recipients. When you use the Mail Merge Wizard, it is advisable to start it from a new document. If you already have a document open and you go on with the wizard step by step, there will be a point where all the content in your current document will be deleted and you won’t have any possibility of retrieving it.
If you have the list of recipients ready and you follow the wizard step by step, you are going to get your labels nicely formatted into a document. If you discover you missed something, you can still edit the document and make the necessary corrections. You can add an address block, a greeting line or you can insert a mail merge files, should you consider the ones that are already in are not enough.
Whenever you operate a change into the database, you need to update the labels in order to make sure the latest version will be printed and saved in the final document. The Update Labels command is available on the ribbon, in the Write & Insert Fields section.
If you don’t have a list of recipients to start with, you can type your own list right here, in Word. You need to go to Select Recipients on the ribbon and choose Type New List from the drop down menu that appears. After that, you’ll see the dialog box in which you need to type your list. The table has several predefined columns. You can use them as they are or you can define your own. Anyway, you’ll see that there are really a lot of items on that list, so you are never going to use all of them. There is a search function available. This is useful for really big lists in which it would be tricky to find a certain name if you didn’t have the possibility to search for a name or for a string of characters.
You have the possibility to create rules for your mailing, to match fields and to preview results before making the final document. You can find a certain recipient and check for errors prior to choosing the Finish & Merge command which will produce the document containing the labels for print.