Holiday Cards: Creating Mailing Labels

If you are self-addressing your holiday card envelopes, you can perform a mail merge to create mailing labels.

In Microsoft Word, open a New Blank Document.

  • File > New Blank Document (⌘ N)

Ensure that you are viewing your document in Print Layout.

  • View > Print Layout

print-layout

On the Tools menu, select Mail Merge Manager.

  • Tools > Mail Merge Manager

mail-merge-manager

Within the Mail Merge Manager pop-up menu, select your Document Type.

  • Mail Merge Manager > Select Document Type > Create New > Labels

select-document-type

Within the Label Options pop-up menu, select your Printer information.

  • Label Options > Printer information > Laser and ink jet (or Dot matrix)

printer-information

Within the Label Options pop-up menu, select your Label products (manufacturer or your labels). I prefer Avery Standard Address Labels (5160) [product link].

  • Label Options > Printer information > Label products > Avery standard (or whichever label you are using)
    • For more label products, select Other.

label-products

Within the Label Options pop-up menu, select your Product number, and then select OK.

  • Label Options > Printer information > Product number > 5160 – Address (or whichever product number you are using) > OK

label-options

  • For more information about the margins and other characteristics of your label, select Details.

details

Within the Mail Merge Manager pop-up menu, select your Recipients List.

  • Mail Merge Manager > Select Recipients List > Get List > Open Data Source > Choose a File > Open
    • The Excel file you created utilizing my template will serve as your data source.

get-list

  • You may be notified that “This file needs to be opened by the Excel Workbook text converter, which may pose a security risk if the file you are opening is a malicious file. Choose OK to open this file only if you are sure it is from a trusted source.” As you created the Excel file, this is a trusted source. Thus, select OK.

notification

  • Because the Excel workbook contains five worksheets, you will need to select the correct worksheet, the Recipient List, to serve as your data source.
    • Open Document in Workbook: Recipient List > Cell Range: Entire Worksheet > OK

open-workbook

Either within the Edit Labels pop-up menu, or the Mail Merge Manager pop-up menu, insert Placeholders into the document.

  • Edit Labels > Insert Merge Field (repeat for each field that you want to appear on your labels) > Edit the Sample label to reflect your preferred formatting, or to add spaces, commas, etc. where you want them > OK
    • Example:

<<Recipients>>

<<Street_Address>>

<<Secondary_Unit_Designators>>

<<City>>, <<State>> <<Zip_Code>>

edit-labels

Or,

  • Mail Merge Manager > Insert Placeholders > Drag placeholders into document (Label 1; repeat for each field that you want to appear on your labels) > Edit Label 1 to reflect your preferred formatting, or to add spaces, commas, etc. where you want them
    • Example:

<<Recipients>>

<<Street_Address>>

<<Secondary_Unit_Designators>>

<<City>>, <<State>> <<Zip_Code>>

placeholders

If you prefer to sort your labels, select Filter Recipients.

  • Mail Merge Manager > 4. Filter Recipients > Options > Query Options: Filter Records (and/or Sort Records) > OK
    • I prefer to sort my records first by Recipients (ascending), then by State (ascending), then by City (ascending), for easier post office drop off.

query-options

Preview your results, to ensure your labels appear how you have intended.

  • Mail Merge Manager > 5. Preview Results > View Merged Data (<<ABC>> icon)

preview-results

To finish your labels, select to either print your labels immediately, or create a document that contains your merged labels (allowing you to save).

  • Mail Merge Manager > 6. Complete Merge > Merge to Printer (printer icon)

merge-to-printer

Or,

  • Mail Merge Manager > 6. Complete Merge > Merge to New Document (paper icon)

merge-to-new-document

  • You can then select the entire document and edit the font style, size, color, etc.

 

To print directly on your envelopes, visit my Holiday Cards: Creating Envelopes post.

Happy Holidays, Collocaters!

2 thoughts on “Holiday Cards: Creating Mailing Labels

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