#Mail merge from excel to envelopes zip#
Format Numerical Data Correctly: Be sure that things like street numbers and zip codes are properly formatted for the way they should appear once the mail merge is complete.Also, make sure the headers you choose match the merge field names, which will also make it less likely errors will occur. To make it easy for Excel to differentiate between data and labels, use bold text, cell borders, and cell shading that are unique to the header row. A header row is a row containing labels that identify the data in the cells beneath it. Create a Header Row: Create a header row for the sheet you intend to use for the mail merge.Also, make sure the sheets are clearly named, as you have to select the one you intend to use without being able to view it. If it's spread across multiple sheets, combine the sheets or perform multiple mail merges. Put All Data on a Single Sheet: The mailing list data you intend to use for the mail merge must be on one sheet.Once you’ve confirmed everything is set properly, click “OK.
For example, “First Name” should match with “First Name,” and so on. In the “Required for Address Block” group, make sure each setting matches the column in your workbook. In the “Insert Address Block” window that appears, click the “Match Fields” button. Select the first label, switch to the “Mailings” tab, and then click “Address Block.” Now it’s time to add your mail merge fields in Word’s labels. Step Four: Add Mail Merge Fields to the Labels Your labels are now connected with your worksheet. Make sure to enable the “First row of data contains column headers” option if it’s not already and then click “OK.” If you have multiple sheets in your workbook, they’ll appear here. Use it to locate and select your mailing list file. Once you’re finished, your list should look something like this:Ī drop-down menu will appear. In the case of a form letter or mass email, the static content would be all the information that is the same for each recipient, such as announcements, agendas, news stories, etc. Once you’ve finished creating the headers, go ahead and input the data. The purpose of Microsoft Word’s Mail Merge feature is to reproduce a document, envelope, email, or label which contains a combination of static (i.e., same every time) and dynamic content.
#Mail merge from excel to envelopes how to#
RELATED: How to Create and Print Labels in Word You can even insert images in the mailing labels if you want, but that step would come later in Word. This is the standard information you’ll find on mailing labels.
Our list will include the following headers: To properly illustrate the steps, we’ll go with a personal mailing list in this example. Also, if your list is for companies and not individual people, you can omit the “First Name” and “Last Name” header and just go with “Company Name” instead. Titles are always nice, but it’s important that you know which title a person goes by before creating the labels. Which headers you include depends on which information you plan to use in the mailing labels. Place those headers in the first row of each column. The first thing you need to do is create a column header respective to the data that goes in each column. If you haven’t created the list yet, despite Excel’s lack of the mailing label function, we still highly recommend you use Excel since it’s better for organizing and maintaining data than using a Word table. If you have already created a mailing list in Excel, then you can safely skip this test.
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