Create address labels with mail merge

Creating the label template
Creating labels with mail merge is a little different to creating a letter because several labels will be included on each page.

Word has label templates stored already so you don’t have to measure all the distances on the page.

We recommend buying the labels before you start this project, ideally choosing ones with an Avery code.

We chose the Avery J8165 labels because with eight labels to a page, there will be enough space to include some images with the addresses. They are available from Amazon.

The next step is to create the Word document.

Hold down the Ctrl key and press N, then click on the Tools menu, followed by Letters and Mailings and then Mail Merge.

The Task Pane will appear with the Mail Merge wizard ready to go. Select Labels and then click on ‘Next: Starting document’ at the bottom of the Word window.

Select the option ‘Change document layout’ and then click on Label options. Make sure ‘Avery A4 and A5 sizes’ is selected in the Label products menu and then scroll through the product numbers for the number on your labels, in this case J8165.

Once the correct number is visible, left-click on it once and then click on OK. Click on Next: Select recipients.

Select ‘Use an existing list’ and then click on Browse. Find the address spreadsheet, click on it once and then on Open.

Another dialogue box will open to select the table in the spreadsheet that has the address list.

In this case we will select the top option ‘Address Book$’. This is the name of the worksheet that contains the address list, the only worksheet in the spreadsheet with this name.

Also make sure the bottom option ‘First row of data contains column headers’ is selected before clicking on OK.

The Mail Merge Recipients window will now appear. You can check that the correct information is being displayed in the right column and deselect any contacts who won’t be receiving a Christmas card.

Click on the heading titles to sort the list by that column. The down arrows can be used to filter the results.

For example, if there was a field included called ‘Present’ with information about gifts bought for these people, it could be used to create labels only for them.

You wouldn’t want to include this on the label and spoil the surprise but it could be used to filter the list. Click on the down arrow on the Presents column, then select (Nonblanks).

The only contacts shown will be those with some text in the Present field. You will need to select each one individually because the Select All button will select contacts that are not shown too.

Click on OK when you are happy with the selections. Click on ‘Next: Arrange your labels’.