PC Doctor August 8, 2014

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Dear PC Doctor:

My club keeps a list of members in an Excel spreadsheet.  I was hoping that there could be a way to print mailing labels from this document.  Can you help?

     Thanks, Amy


Dear Amy:

If you also have Microsoft Word 2007, you can do a mail merge and print labels from your Excel spreadsheet data.  There are a lot of steps so, bear with me.  It does work!

First, be sure your spreadsheet has separate columns for Last Name, First Name, Address, City, State and Zip Code.  Save and close your spreadsheet document.  Make a note of the name of your spreadsheet and where you saved it on your computer.

Open Microsoft Word.  Choose the “Mailings” tab from across the top of your screen.  Choose “Start Mail Merge.” From the Mail Merge drop-down menu, choose “Labels.” Now, select your label type by clicking on “Label options…” select your label and then click “OK”. Click “Next: Select recipients” to continue.

Under “Select recipients” click on “Use an Existing List” and then in the next section, click on “Browse…”. A “Select Data Source” window will open.  Browse to the folder containing your file, click on your file, then click “Open”.

A “Select Table” window will appear.  Click on the name of the worksheet in your file that you are using.  The name is the name of the tab on your worksheet.  Click “OK”.

A window will open named “Mail Merge Recipients” Here you can select to include only selected records by checking or unchecking each row.  When you are finished, click “OK”

Here is where you set up the format for the labels. Click on “Address Block” and set it up the way you want it to look.  There is a sample box for you to look at as you make changes. When you are done, click “OK”.  Now click on the button that says “Update Labels”.  Click “Next: Preview Results.”

If the basic setup of the labels looks good, click on “Next, click on “Finish and Merge.” Now you are ready to print your labels!

Until next time … Happy Computing!

     PC Doctor