Summary

This article describes how to use the Mail Merge feature in Microsoft Word to create
labels. A mail merge involves merging a main document with a data source.

A main document contains the text and other items that remain the same in each
label. A data source contains the information that changes in each label, such as the
name and address of each recipient.

Merge fields that you insert into the main document instruct Word where to print
information from the data source. When you perform the mail merge, Word replaces
merge fields in the main document with information from the data source. Each row
(or record) in the data source produces an individual label.

The following procedure demonstrates how to perform a mail merge to create labels.

Step 1: Create the mailing label document

Start a new document to create a new label, or open an existing document that you
used previously to merge labels.

Open the document in Word, and then start the mail merge. To start a mail merge,
follow these steps, as appropriate for the version of Word that you are running:

Microsoft Word 2002

On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard.

Microsoft Office Word 2003

On the Tools menu, click Letters and Mailings, and then click Mail Merge.

Microsoft Office Word 2007 or later versions of Word

On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge
Wizard.

Under Select document type, click Labels, and then click Next: Starting Document.

Under Select starting document, click

Change document layout or Start from existing document.

With the Change document layout option, you can use one of the mail-merge
templates to set your label options to create a new label document. When you click
Label options or Next: Select recipients, the Label Options dialog box appears. Select
the type of printer, the type of label product, and the product number. If you are
using a custom label, click Details, and then type the size of the label. Click OK after
completing.

With the Start from existing documentoption, you can open an existing mail-merge
document and use that as your main document.

Click Next: Select Recipients.

Step 2: Select the data source

The data source contains the information that can vary in each label, such as a
destination address. You can open an existing data source created in Word, or you
can create a new data source and fill in the addressee information.

Note Additionally, you can use a data source that was created in another program,
such as Microsoft Excel or Microsoft Access, or you can use a personal address book
created in Microsoft Exchange Server or Microsoft Schedule+, or you can use an ASCII
text file or another delimited file.

Under the Select Recipients heading in the Mail Merge task pane, select the
appropriate data source option.

The options are to use an existing list, select from Outlook contacts, or type a new list.

Use the appropriate method for the type of data source that you want to use to
complete Select recipients step.

Method 1: Open an existing data source

To open an existing data source, follow these steps:

In the Mail Merge task pane, click Use an existing list, and then click Browse under
the Use an existing list heading.

The Select Data Source dialog box appears.

In the list of files in the Select Data Source dialog box, select the data source that you
want to use, and then click Open.

Note: If the data source that you want is not in the list of files, click the appropriate
drive and folder, and then select the appropriate option in the List files of type box.

If the data source that you want is not in the list of files, click the appropriate drive
and folder, and then select the appropriate option in the List files of type box.

Word displays the Mail Merge Recipients dialog box for you to edit your data more.
When you finish your editing changes, click OK.

Your labels are displayed.

Click Next: Arrange your labels.

Proceed to the Step 3: Edit the label document section later in this article.

Method 2: Use Outlook contacts

In the Mail Merge task pane, click Select from Outlook contacts, and then click
Choose Contacts Folder under the Select from Outlook Contacts Folder heading.

A dialog box to select contacts appears, with the available Contacts folder. Select the
correct folder, and then click OK.

The names appear in the Mail Merge Recipients dialog box. Click OK.

Click Next: Arrange your labels.

Proceed to the Step 3: Edit the label document section later in this article.

Method 3: Create a new data source

Click Type a new list under the Select Recipients heading.

Click Create to display the New Address List dialog box. The dialog box contains a
list of field names that are frequently used in form letters, mailing labels, and
envelopes.

Note: To customize your fields in this dialog box, click Customize or Customize
Columns. You can rename the fields and remove the fields that you do not need. To
add field names, click Add, type the field name, and then click OK. When you finish
your customizations, click OK. When you finish typing your data, click Ok or Close to
close the New Address List dialog box.

The Save Address List dialog box appears.

Select location, name the file, and then click Save.

Word displays the Mail Merge Recipients dialog box to edit your data more. When
you finish your editing changes, click OK.

In the Mail Merge Wizard, click Next: Arrange your labels.

Proceed to the Step 3: Edit the label document section.

Step 3: Edit the label document

In the Mail Merge task pane, verify that the Arrange your labelsstep is displayed. In
this step, you can lay out your labels.

Word displays the items that you can use to lay out your labels, such as Address
block. After clicking in the label where you want to insert, click to select an item to
display there.

Note: Use the More items options to add specific fields. This feature is useful if there is
some difficulty in laying out a data block, such as Address on the label. The Insert
Merge Field allows you to select a field in the block separately, such as First Name,
Address1 or City, so you can insert fields anywhere you like on the label.

Note: Before clicking More items, click in the label where you want to insert the
merge fields that represent where Word will print the information from the data
source. Make sure that you type any spaces or punctuation that you want between two
merge fields or after a merge field, if needed.

Work with the dialog which appears after clicking each item. For example, Insert
Address Block dialog appears if you select Address block.
Click Math Fields to verify if all data fields in the document match with the fields
in the source list. You can manually match the fields by selecting correct field from
the dropdown list. Click Ok once every field was matched as expected.

Verify desired label design is shown in the Preview window then click OK on the
Insert Address Block dialog to close it.

When you finish setting up one label, click Update all labels to replicate all labels.

Click Next: Preview your labels to preview your merged data. If you feel re-layout is
needed at the preview, you can go back to your Arrange your labels step by clicking
Previous: Arrange your labels.

Step 4: Perform the merge

In the Mail Merge task pane, verify that the Complete the mergestep is displayed. In
this step, you can merge to the printer or on the screen.

To merge directly to the printer, click Print. The Merge to printer dialog box appears,
so that you can select which records to merge. Click OK. The Print dialog box appears,
so that you can select your printer and print the labels.

To merge on the screen, click Edit individual labels. The Merge to new document
dialog box appears, so that you can select which records to merge. Click OK to merge
the labels. You can view the labels before you print them.

After the merged document appears on the screen, you can save it as a separate
document, you can print the merTranscript of Two components of Mail Merge

Two components of Mail Merge

1. Form Document

- the

document

that contains the main body of the message.

place holders
also referred to as data fields or merge fields. This marks the position on your form
document where individual data or information will be inserted.

Marked by double- headed arrows (<< >>) on each side

2. List of Data File

this is where the individual information or data that needs to be plugged in to the
form document is placed a Mail Merge Step by Step Instructions for the PC

Page 1 of 4

1. Open Microsoft Word 2003.

2. Go to Tools > Letters and Mailings > Mail Merge... If the task pane was closed, it will
open the

Mail Merge task pane.

Step 1: Select Document Type

1. Under Select document type, choose Letters.

2. Click on Next: Starting document at the bottom of the task pane

Step 2: Starting document

1. Selecting Use the current document will allow you to start from the current
document shown

on the screen.

2. Click Next: Select recipients. Note that you can always go between steps by clicking
on the

Next and Previous links at the bottom of the task pane.

Step 3: Select Recipients

1. Select Use an existing list.

2. To find an already existing file, click Browse... and navigate your way to the file.

3. If your data source is an Excel worksheet that has data on multiple tabs, you need
to select the
tab containing the data you want. Click OK.

4. All the entries in the data source will now appear in the Mail Merge Recipients
window,

where you can edit the list of recipients.

Mail Merge Step by Step Instructions for the PC

Page 2 of 4

5. In the Mail Merge Recipients window, select the recipients you want by checking
the boxes

next to the recipients. To sort the list, click the column heading of the item you want
to sort by.

To filter items in the list click the arrow next to the column heading of the item you
want to

filter by and select any of the following:

1. Blanks display all the records in which the corresponding field is blank.

2. Nonblanks display all the records in which the corresponding field contains

information. If your data source contains records that share the same information,
and

there are ten or fewer unique values in the column, you can filter by specific

information.

6. If the arrow next to any column heading is blue, that category is screening out
names. To

display all the recipients again, click and blue arrows and select All.

7. To check all names in your recipients list, click Select All. To uncheck all names,
click Clear

All.

8. Click OK to return to the Mail Merge Wizard.

9. To change the file click Select a different list...

10. To edit the list click on Edit recipient list... (data source)
11. Click on Next:Write your letter.

Step 4: Write Your Letter

1. If you are creating a form letter, type the text that you want to appear in every
form letter.

Insert merge fields where you want to merge names, addresses, and other data from
the data

source (i.e. recipient list) by clicking anywhere you want in the main document to
insert the

field. Then click on More Items and insert individual field

Click More items...

Mail Merge Step by Step Instructions for the PC

Page 3 of 4

1. Select one of the following:

(a) Address Fields will allow you to select from address fields that will automatically
map to

corresponding fields in your data source, even if the data source's fields don't have
the same

name as your fields.

(b) Database Fields will allow you to select from fields that always take data directly
from a

column in a database.

2. In the Fields window, click the field you want.

3. Click Insert, and then click Close.

4. If the Match Fields window appears, Microsoft Word may have been unable to find
some of

the information it needs to insert the field. Click the arrow next to not matched, and
then select
the field from your data source that corresponds to the field required for the mail
merge.

If you are creating a form letter, click Next: Preview your letters.

Step 5: Preview your letters

1. To preview the items in order, click the arrows under the Preview your letters
heading.

Mail Merge Step by Step Instructions for the PC

Page 4 of 4

2. To locate a specific item, click Find a recipient..., and then enter the criteria in the
Find field.

3. To change the list of recipients, click Edit recipient list..., and make your changes
in the Mail

Merge Recipients window.

4. Click on Next: Complete the Merge at the bottom of the task pane

Step 6: Complete the Merge

1. Click Edit individual letters...

2. In the Merge to New Document window, select the records you want to merge.

3. Click OK.

4. Microsoft Word will create new merged document.

5. To personalize individual documents, scroll to the information you want to edit,

and make your

changes.

6. Print or save the document just as you would any regular document.

Step 7: Save the Merged Letters

Under most circumstances, you do not need to save the merged document. It is simpler
and more

useful to save the main document and merge it again if you need another copy. Below
are examples of
times when you might wish to save the merged document:

You wish to keep an archived copy of mailings, including to whom they were sent.

You have personalized individual letters or labels within the merge, and want to
save those

changes.

If you do wish to save the merged document, collect the merged files into a single
document by

clicking Edit individual letters. In the Merge to New Document window, select one of
the

following:

To merge all the documents, click All.

To merge only the document that you see in the document window, click Current
record.

To merge a range of documents, click From, and then type the record numbers in
the From

and T Transcript of Integrating Images and External Materials

Integrating Images and External Materials

Kinds of Materials

1. Pictures

- generally, these are electronic or digital pictures or photographs you have saved in
any local storage device.

a.

.JPG

- pronounced as "jay-peg" and is the short form for .jpeg of Joint Photographic
Experts Group.

- uses and makes it more compatible and portable through the Internet.

-this type of image file can support 16.7 million colors that is why it is suitable for
use when working with full color photographic images.
-the best quality image to integrate with your document.

- does not work well on lettering, line drawings, or simple graphics

- relatively small in size

b.

.GIF

- this stands for Graphics Interchange Format. This type of image file is capable of
displaying transparencies.

- It is good for blending with other materials or elements.

- It is capable of displaying simple animation

-It can support up to 256 colors so it is good mostly in logos and art decors with very
limited, and generally solid colors.

-.GIF is much better for logos, drawings, small texts, black and white images, or low-
resolution files.

c.

.PNG

- this is pronounced as "ping". It stands for Portable Network Graphics.

-Was basically for the purpose of transporting images on the internet at faster rates.

-It does not support animation but it can display up to about 16 million colors

- It allows the control of the transparency level or opacity of images.

2. Clip Art

- this is generally a .GIF type; line art drawing or images used as generic
representation for ideas and objects that you might want to integrate in your
document.

3. Shapes

- printable objects or materials that you integrate in your documents to enhance its
appearance or to allow you to have some tools to use for composing and representing
ideas or messages.
- If you are designing the layout for a poster or other graphic materials for
advertising, you might find this useful.

4. Smart Art

- predefined sets of different shapes grouped together to form ideas that are
organizational or structural in nature.

If you want to graphically represent an organization , process, relationships, or flow

for infographic documents, then you will find this easy and handy to use.

5. Chart- quite useful when you are preparing reports that correlate and present data
in a graphical manner.

-you can create charts that can be integrated in your document either directly in
Microsoft Word or imported from external files like Microsoft Excel.

6. Screenshot

- sometimes, creating reports or manuals for training or procedures will require the
integration of a more realistic image of what you are discussing on your report or
manual.

- Nothing can get you a more realistic image than a screenshot.

IMAGE PLACEMENT

CHARACTERISTICS OF TEXT WRAPPING

1. IN LINE WITH TEXT

- it treats your image like a text font with the bottom side totally aligned with the
text line.

- this used when you need to place your image at the beginning of a paragraph

2. SQUARE

- this setting allows the image you inserted to be placed anywhere within the
paragraph with the text going around the image in a square pattern like a frame.

3. TIGHT

- this is almost the same the Square setting, but here the text "hugs" or conforms to
the general shape of the image.

4. THROUGH
- this setting allows the text on your document to flow even tighter, taking the
contours and shape of the image.

5. TOP AND BOTTOM

- this setting pushes the texts away vertically to the top and/or the bottom of the
image so that the image occupies a whole text line on its own.

6. BEHIND TEXT

- this allow your image to be dragged and placed anywhere on your document but
with all the texts floating in front of it. It effectively makes your image look like a
background.

7. IN FRONT OF TEXT- this setting allows your image to be placed right on top of the
text as if your image was dropped right on it. Text will be covered by the image.o
boxes. nd mainta Six Steps to Completing a

Mail-Me Mail merge is a process to create personalised letters and pre-addressed

envelopes or mailing labels for mass mailings from a form letter.[1] The feature is
usually employed in a word processing document which contains fixed text (which is
the same in each output document) and variables (which act as placeholders that are
replaced by text from the data source). The feature dates back to early word processors
on personal computers, circa 1980. WordStar was perhaps the earliest to provide this,
originally via an ancillary program called Mail merge. WordPerfect also offered this
capacity for CP/M and MS-DOS systems, and Microsoft Word added it later on.[2]

The data source is typically a spreadsheet or a database which has a field or column
for each variable in the template. When the mail merge process is run, the word
processing system creates an output document for each row in the database, using the
fixed text exactly as it appearsrge