Using the mail merge feature in Microsoft Word

Q I have been having problems making address labels using Microsoft Excel and Outlook for mail merging.

I use Office 2000 but cannot find the mail-merge function in Excel. Loading the information into Outlook hasn’t worked either. How can I create the labels for my mailing? Can I do the mail merge from one program without switching around?
Brian Mayes

A Excel is not generally used to create address labels, instead it is used to store the information used to create them. The labels are normally created using Microsoft Word.

It is possible to use Word for the whole job but there is an important disadvantage here, as it is harder to use the information a second time. Leaving the addresses in Excel means they can be edited and re-used more easily.

A Word list is fine for a one-off mailing, though. Start with a blank document. Click on the Tools menu, Letters and Mailing and then on Mail Merge. Select Labels in the Taskbar on the right and click on ‘Next: Starting document’. Leave the middle option, ‘Change document layout’, selected and click on Label options. Select the right kind of labels, click on OK and then on ‘Next: Select recipients’. Click on the bottom option, ‘Type a new list’, then on Create.

Enter the addresses you want to include and when you are happy with the list click on the Close button. Select a location and name for the address list file. Word will open the Mail Merge Recipients window where you can check the details and deselect any spurious entries. Click on OK then on ‘Next: Arrange your labels’.

Click on the Address block link, check the options and click on OK and ‘Next: Preview your labels’. Check how the labels look and, when you’re happy, click on ‘Next: Complete the merge’ and then on Print.