Mail Merge using MS Office 2007 Excel and Word 

Create an Excel spreadsheet with appropriate headings: Salutation, First Name, Last Name, Address
1, Address 2, City, State, Zip, Phone, e-Mail Address—whatever is appropriate for your information.
Add your information and then save your Excel .xlsx file.

Open a blank Word document. Open the Mailings “ribbon”.

Start Mail Merge and then choose Labels.

Ó A Label Options box will open. Choose your printer paper tray (manual
feed would be appropriate), the label vendor and the label number (in
this case Avery 5160). OK.

Word will display a grid layout of the label format.

Next, Select Recipients, and then Use Existing List.

Select your Data Source from the save location of your Excel .xlsx file. You will be asked to Confirm
the Data Source. Click on Show All, then slide down and choose MS Excel Worksheets via DDE *.xls
(Dynamic Data Exchange which lets MS Excel and MS Word to work together.) OK.

Next the program will ask you to verify that you want to use the entire contents of the Excel
spreadsheet. OK.

Word will generate a “Next Record” screen that looks like this.
Use the Edit Recipient List icon to open your Excel list.
Ó

Uncheck any records you wish to exclude from the Mailing Label merge.

Address Block
Ó

Choose your preferred format, then preview individual labels if desired.

Í
Click Match Fields.

Match Fields lets you choose and match the fields from your Excel list that should be merged into
your Mailing Label Word document.

Make sure the fields you require are “matched”.

Î
In the example to the left First_Name and Last_Name, City,
State and Zip were recognized by Word and “matched”.

Address 1 and Address 2 were not, as the column headings

used in the Excel spreadsheet were not the same as the
default fields used by Word Labels Merge.

Simply choose Addr_1 and Addr_2 fields (the column headings

used in the Excel spreadsheet).

You could select Remember this matching…, if appropriate for

future merges.

OK.
Update Labels.
This creates an Address Block placeholder in each label.

Preview Results.

Finish and Merge.

Choose Edit Individual Documents to generate Labels in a new Word document that can be
saved or edited. OK.

Note—if you have a 4-line label that does not display completely, or if you just want the label
information to be single spaced, you can simply highlight the text on the label or the entire page, and
from the Home “ribbon” choose more Paragraph options (down arrow) . In the box that appears,
under Spacing, change the Spacing Before to 0 pt. OK.

Print Labels.
Print, choosing Manual Feed from the Properties tab, if desired. Insert labels in printer when
prompted.

Save your new Mailing Labels Word document, if desired.