Creating Mail Merge Labels in Word 2003

By Online Labels

For creating several labels in one go with the different names and addresses of your contacts, Microsoft Word has a feature called the Mail Merge. Mail merges are used to combine the contents of a document with a spreadsheet or database. In Microsoft Office, the spreadsheet / database can be created in Word or created previously in Microsoft Access or Microsoft Excel. This document can then be imported into your Main Document, which will be the document you print.

There are three basic steps you need to follow to create your mail-merged labels.

  1. Create your main document.
  2. Create your data source (recipient names and addresses).
  3. Merge the two and print labels.

Steps for Creating Main Document

  1. Open a new Word document and click on Tools > Letters and Mailings > Mail Merge. A side bar called Mail Merge should open on the right of the screen like the image below. Select Labels and then hit next.
  2. Mail Merge Helper in Microsoft Word
  3. Click on label options and a dialog box will appear. From here you can setup the correct label size. You can either use a preset size by selecting comparable Avery ® products from our cross-reference List or enter in custom dimensions from our Templates and Label Formatting page.

Steps for Creating Data Source

  1. The next step is to create a new data source (list of people) if you don't have one set up already. On the Mail Merge side bar, click on Type a new list to create a new one. Select Create on the menu that appears right below. You may alternatively use an existing database, spreadsheet, or even import one from your Outlook address book.
  2. In the new Address List window that appears you will have the option of selecting the fields you want in the data source for each contact. These may include First name, Last name, Address, Zip Code, City, state, Country and Telephone number. You can also add any new fields, like customer number, or remove existing ones by clicking Customize.
  3. After the desired fields are setup, you may begin entering information into your address list. Click New Entry after each contact is entered to continue entering more contacts. When finished, click close. Word will prompt you to save your new address list. Save it to a location you'll remember for safe keeping if you intend to continue or resume the project at a later time. Go to the next step when finished.

Arranging the Layout

  1. There a number of items you may include on your label, but this tutorial is focused on address labels. Select Address block from the list presented.
  2. A new window appears so that you may adjust the formatting of the address block. Select your desired format and then hit OK to continue. Select Next: Preview your labels from bottom of the side bar.
  3. On your document window, a preview of how the labels will look on the page will appear. If you wish to make any changes to your address list or label formatting, you may do so now before continuing to the next step.

Printing the Labels

  1. To print your labels after previewing them in the previous step, select Next: Complete the merge from the bottom of your side bar.
  2. Next click on the menu item Print. A small window should appear. You may print an individual address from your list, all of them, or a set range. Don't forget to ensure your label sheets are correctly positioned in your printer's paper tray before printing.