Word - Use mail merge to create multiple labels Tutorial

In this video, you will learn how to use mail merge to create multiple labels.
The video covers the steps to select label options, add addresses to the labels using a recipient list, and customize the recipient addresses.
This will help you efficiently create and print multiple labels with ease.

3:21
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Available in Microsoft365

Objectifs :

Learn how to create recipient address labels efficiently using the mail merge feature in Microsoft Word, including setting up a recipient list, formatting address blocks, and previewing the final labels.

Chapitres :

Introduction to Mail Merge
Creating recipient address labels manually can be tedious and time-consuming. Fortunately, Microsoft Word offers a more efficient method called mail merge. This process allows you to automate the creation of labels by merging a list of addresses with a label template.
Starting the Mail Merge Process
To begin, navigate to the 'Mailings' tab in Word and select 'Start Mail Merge,' then choose 'Labels.' You will need to select your label options, which can be the same labels used in previous projects. After clicking 'OK,' Word will generate a new document with blank labels.
Viewing Label Gridlines
To better visualize the layout of your labels, click on the 'Table Tools Layout' tab and select 'View Gridlines.' This will help you see the boundaries of each label as you work.
Creating a Recipient List
Next, you need to add addresses to your labels by creating a recipient list. Go back to the 'Mailings' tab, click 'Select Recipients,' and choose 'Type a New List.' Click on a box under the header row to start entering your data. You can use the 'Tab' key to move right and 'Shift + Tab' to move left, allowing for quick data entry. To add more recipients, click 'New Entry.' You can include as many recipients as needed and modify the list at any time. Once finished, click 'OK,' name your list, and save it.
Formatting the Address Block
With your blank labels and recipient list ready, the next step is to format how the addresses will appear on the labels. The easiest way to do this is by adding an address block. In this section, you can choose how you want the name to be displayed. For a less formal format, select the appropriate option and preview the changes. You can also decide whether to include the company name and whether to display the country or region. Note that the address format may vary based on the country, such as postal code formatting in France.
Finalizing the Address Block
After setting up the address block, return to the preview of the first entry and click 'OK' to add the block to the first label. To apply this format to all labels, click 'Update Labels.'
Previewing and Printing Labels
To see how the actual labels will look, instead of the mail merge codes, click 'Preview Results.' At this stage, you may notice that some addresses are cut off, and you might want to add a small logo. The next steps will involve formatting the labels and incorporating graphics to enhance their appearance.

FAQ :

What is mail merge and how does it work?

Mail merge is a process used to create personalized documents for multiple recipients. It works by merging a template document with a recipient list, allowing you to automatically fill in names and addresses on labels or letters.

How do I create a recipient list for mail merge?

To create a recipient list, go to the mailings tab, select 'Choose Recipients', and then 'Type a New List'. You can enter the names and addresses directly into the fields provided and save the list for future use.

Can I customize how addresses appear on labels?

Yes, you can customize the appearance of addresses by using the address block feature. You can choose different formats for names, include or exclude company names, and adjust the address format based on the recipient's country or region.

What should I do if my labels are cut off when printing?

If your labels are cut off, you may need to adjust the label formatting or the margins in your document. Ensure that the label size matches the settings in your printer and that the layout is correctly set up.

Is it possible to add graphics or logos to my labels?

Yes, you can add graphics or logos to your labels by inserting an image into the label template. This can enhance the appearance of your labels and provide branding.

Quelques cas d'usages :

Creating Mailing Labels for a Marketing Campaign

A marketing team can use mail merge to create personalized mailing labels for a direct mail campaign. By using a recipient list, they can efficiently print labels for thousands of customers, ensuring each label is correctly addressed.

Generating Event Invitations

An event planner can utilize mail merge to send out invitations for an upcoming event. By merging a list of attendees with a beautifully designed invitation template, they can ensure that each invitation is personalized and professionally presented.

Sending Holiday Cards

Individuals can use mail merge to create and send holiday cards to friends and family. By preparing a recipient list and a card template, they can quickly print personalized cards, saving time during the busy holiday season.

Labeling Products in Retail

Retail businesses can apply mail merge to create product labels that include pricing and product information. This can streamline the labeling process, especially when dealing with large inventories.

Organizing a Fundraising Event

Non-profit organizations can use mail merge to send thank-you letters to donors after a fundraising event. By personalizing each letter with the donor's name and contribution details, they can enhance donor relations and encourage future support.

Glossaire :

Mail Merge

A process that allows users to create multiple documents that are personalized for each recipient, such as labels or letters, by merging a document with a list of names and addresses.

Recipient List

A list of names and addresses that will be used in the mail merge process to populate the labels or documents.

Address Block

A formatted section that contains the recipient's name and address, which can be inserted into labels or documents during the mail merge process.

Label Options

Settings that define the size and type of labels being used for printing, which can be selected at the beginning of the mail merge process.

Table Tools Layout Tab

A feature in word processing software that provides options for managing tables, including viewing gridlines.

Preview Results

A feature that allows users to see how the final output will look with the merged data before printing.

00:00:17

Click the mailings tab and click start mail merge.

00:00:21

And labels.

00:00:24

You start by selecting your label options will just use the same labels from the first movie and click OK.

00:00:32

And word adds blank labels to a new document.

00:00:36

To see the labels click the table tools layout tab and click view gridlines.

00:00:42

Next we need to add addresses to the labels and will do that by creating a recipient list.

00:00:48

Go back to the mailings tab click select recipients and type, a new list.

00:00:57

Click a box under the header row and start typing.

00:01:01

To save time you can press tab to move right.

00:01:05

Or shift tab to move left.

00:01:09

Feeling as much information as you want and click new entry to add the next recipient.

00:01:16

You can have as many recipients as you want and change the list at anytime.

00:01:22

When you're finished click OK.

00:01:25

Enter a name for the list and save it.

00:01:29

So now we have her blank labels and a list of names to add to them. The last thing we need to do is decide how we want the recipient addresses to look on the labels and the easiest way to do that is to add an address block.

00:01:43

In this first section you choose how you want the name to appear. Let's select a less formal format.

00:01:50

When you select an option over here, you can see a preview over here of how will look applied the names in your list.

00:01:56

Click these arrows to move through the entries.

00:02:01

Next you can decide whether you want to insert the company name.

00:02:05

And went to include the country or region.

00:02:10

This last option modifies the address format, according to the country or region. For example, Org formats, the Postal code differently for this address in France.

00:02:22

When you're finished setting up the address block return the preview to the first entry and click OK.

00:02:29

And the block is added to the first label to add it to all the labels click update labels.

00:02:36

Now, if you want to see what the actual labels look like instead of the mail merge code click preview results.

00:03:05

So now are labels are ready to print or are they actually many of the addresses are cut off, and we also want to add a small logo up next will fix all that by formatting the labels and adding a graphic.

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