Create Mailing Labels

(Word 2007)

2014

Create mailing labels from Member

Rosters in Word 2007 using the Mail

Merge function and an Excel

spreadsheet

First you must have an Excel spreadsheet with the contacts and full

addresses

Save the file as an Excel spreadsheet

Open up Microsoft Word 2007 and click on Mailings

Click on Start Mail Merge

Select Labels

Select Label vendor –most use Avery US Letter

Click on 5160 labels

(Find the label number that’s appropriate for your labels, it’s usually on the box)

When you find your label number, select it and click OK.

Click on the Select Recipients button on the ribbon

Select Use Existing List

Browse to the location where your Address List file is and select it

Select the sheet you have your list on. If you didn’t add additional tabs at the bottom in Excel, your address list should be on the first sheet.

Also notice the check box next to First row of data contains column headers. You should have that checked if your columns have headers such as: First name, Last name, Street Address, etc.

If you don’t have the column headers, I would recommend going back to the excel file and adding them in. It’s going to make your life a lot easier while going through the merge. When ready, click the OK button.

Now you are ready to add your contact information.

Since you are creating address labels, you will have two choices here.

1st choice is to click on the Address Block button on the ribbon.

This option will automatically select all your columns and create an address for you.

If you are missing part of the address and it’s not listed here click on the Match Fields button.

Match up your column heading names to the fields listed.

If you decide to print your labels now, you will only get that first address in the first label.

You need to make sure that the << AddressBlock >> appears on each label following the << NextRecord >> code. To do that you need to click on Update Labels option on the ribbon.

2nd choice is to click on the Insert Merge Field button on the ribbon.

Now you are ready to add your contact information. On the drop-down menu are the field heading from your spreadsheet.

Start clicking on each to add to the label. After each line you must hit return and after city you will need to add a coma and then space.

Click on Update Labels to fill each Record

You are almost done!

After you have chosen choice 1 or 2

Click on the Finish & Merge button

Select Edit Individual Documents to view labels

Click ok

Choice #1

Choice #2

Print your labels!

If you have problems with printing labels,

please contact:

Teresa Kirkhart,NCMA Chapter Relations

Specialisttkirkhart@ncmahq.org

Thank you!