Creating Mail Merge Labels in Word 2003

By Online Labels
For creating labels with different names and addresses, Microsoft Word has a feature called mail merge. Mail merges are used to combine the contents of a document with a spreadsheet or database. You can build the list in Word or import it into your main document before printing. Keep reading for a step-by-step guide to setting up a mail merge in Microsoft Word 2003.

There are four basic steps you need to follow to create your mail-merged labels. Have another version of Microsoft Office? Jump to our article: Creating Mail Merge Labels in Word 2007. Want to build your labels in Maestro Label Designer? Switch over to our Maestro Label Designer Mail Merge Guide.

Step 1: Create your main document.

  1. Open a new Word document and click on Tools > Letters and Mailings > Mail Merge. The Mail Merge sidebar should open on the right of the screen.
  2. Finding mail merge in menu of Microsoft Word 2003
  3. Select Labels and then hit next.
  4. Using mail merge helper in Microsoft Word 2003
  5. Click on label options and a dialog box will appear. From here, select the correct label size. Don't see what you're looking for? You can either find the comparable Avery® products from our cross-reference list or enter in custom dimensions (we detail this process in the second part of our article: How to Create a Microsoft Word Label Template).
  6. Label options dialog box when using mail merge in Microsoft Word 2003

Step 2: Create your data source (recipient names and addresses).

  1. The next step is to create your data source, the list of people whose names and addresses you want to print. If you already have your data source set up, jump ahead to the next step.

    In the mail merge sidebar, click on Type a new list. Select Create on the menu. You may alternatively use an existing database, spreadsheet, or even import one from your Outlook address book. Read up on how to create a data list in Microsoft Excel or Notepad.

  2. In the new window that appears, you'll have the option to select only 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. Creating a new address list for mail merge in Microsoft Word 2003
  4. After the desired fields are set up, 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, in case you intend to continue or resume the project at a later time.

Step 3: Merge the label with your contact list and arrange the layout.

  1. Select Address block from the list presented.
  2. Finding mail merge in menu of Microsoft Word 2003
  3. A new window will appear so that you can adjust the formatting. Pick your desired format and then hit OK to continue. Select Next: Preview your labels from bottom of the sidebar.
  4. In 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, do so now before continuing to the next step.

Step 4: Printing your labels.

  1. To print your labels after previewing them, select Next: Complete the merge from the bottom of your sidebar.
  2. Hit Print. You can 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.

We hope your personalized labels save your hours of handwritting names and addresses. Can't get enough? Check out our pre-designed address label templates to make sure they pop! If at any point you need some help, feel free to call up our customer support team. They'll be happy to walk you through the process so you can get back to your project.