Tip - Create Letters or Labels using Mail Merge Wizard

(Instructions are based on Microsoft Word 2007, but are similar in Microsoft Word 2010).

Use the Mail Merge step-by-step Wizard when you want to create a set of labels or documents such as a standard letter that is sent to multiple recipients.

You will need: 1) A letter or blank document. 2) Your recipient information (name, address) stored in a separate file, such as an Excel Spread sheet.

1. Open your Word document, you can begin with a blank document or you can write a letter

2. Go to the Mailings tab

3. Click on Start Mail Merge, then Step by Step Mail Merge Wizard

Step 1: Select document type

1. Select the document type (Letters, Labels)

2. Click Next: Starting document

Step 2: Starting document

1. If you’re creating Letters select Use the current document

2. If you’re creating Labels, click Label Options. Select the Label Vendor and Product Number (this information is found on the packet of labels that you will use (Avery A4/A5, L7159).

3. Click OK.

4. Click Next: Select Recipients

Step 3: Select the Recipient List

In this step you will locate your file of recipient information (name, address). This can be stored in a Word or Excel file, where each row contains individual recipient information

1. Select Use an existing list

2. Click Browse and locate the existing file on your computer

3. Select the file, and click Open, if it is an Excel file, select the sheet (worksheet), click OK

4. Review the data source and use the check boxes to add or remove recipient details from the merge

Step 4: Write your letter/ arrange your labels

In this step you will choose which fields to merge into the document and where they are positioned.

1. To add the recipient information, place the curser at the desired point then click on ‘More items’ select each merge field and click Insert. Click Close.

2. Rearrange the position of each field until you are happy with the layout

3. If your creating Labels, click ‘Update all Labels’

4. If your creating Letters write the letter but don’t touch the merge fields which appear surrounded by chevrons (<< >>).

Step 5: Preview your letters/ labels

1. Click on Next Record or Previous Record to preview each individual letter. If it doesn’t look right, return to Step 4 to edit the fields to be merged and remember to update labels with the fields to be merged.

Step 6: Complete the merge

1. Here you can Edit individual letters and click OK to save the letters


2. Click Print then OK to print the letters/ labels.

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