Creating and Editing Mailing Labels and Form Letters
Microsoft Office Version X, 4/03

Form letters and labels are two types of documents that contain merged data. Data merge documents are made up of both main and data source documents. The data source document contains information that will change, such as an individual's name or address. The main document will take this information and put it into its proper format.

Creating the Main Document

  • open a new document
  • go to Tools/Data Merge Manager
  • under Create, select Labels
  • choose the style of label you wish to use and click return
  • save your document

A document outlining your label type will appear. In each label you will see the text <<Next Record>>. In this case, each record will contain all the information you need to print out a label. Each record is made up of smaller pieces of information called fields. Address labels are made up of the following fields.

  • First Name
  • Last Name
  • Street Address
  • City
  • State
  • Zip Code

If you wish to use other information in a form letter, make sure you add the appropriate fields.

Creating Your Merge Data Source

Your Mail Merge Data will be contained in a word document with fields of information that you determine. Mailing label data should contain all the fields mentioned above. However, you can specify which fields will be merged into your final document so a data source can include as many fields as you like.

  • in the Merge Manager palette, select New Data Source from the Get Data drop down menu
  • Word will give you a list of fields which can be altered
  • add fields by typing in a field name and clicking the Add Field Name button
  • remove unnecessary fields by highlighting the field name and clicking Remove Field Name
  • change field order with the up and down arrows
  • when you have configured your fields click OK and save your document

Enter Your Data

Enter the data for a record, and click Add New to add a new record. At the bottom of the Data Form window, arrows allow movement between current records. When you are done adding information, click OK.

Formatting Your Labels

  • insert merge fields using the drop down menu
  • don't forget to use spaces and commas when necessary such as between the City and State fields
  • click OK

Your main document will appear including all the fields you included. If you wish to preview your document, click the preview button in the palette.

Click Merge to a new document on the Data Merge Manager Palette when you are done. This will create a new document with your labels included.

To print, click the Merge to Printer button in the Merge section of the Data Merge Manager Palette.

Editing

Both the Data Merge Manager Palette and the Database Toolbar (View/Toolbars/Database). Move the mouse over each button to see what it does.

In the Palette:

  • edit Data Source allows field and record editing
  • edit labels allows label formatting alterations

In the Toolbar:

  • manage fields allows alteration of fields when the data document is open

Merge Manager Palette Database Toolbar

Create a Form Letter with Your Data

  • Open a new document.
  • Using the Palette, select Create/Form Letters.
  • Under Data Source, select Get Data/ Open Data Source, and open the data you previously saved.
  • From the Merge Field section, drag and drop the data into your letter as needed.
  • Under Preview, click the <<ABC>> button to preview your data.
  • Click print or merge from the Merge section as desired.