||It's not practical
to print mailing labels from within Excel, however, it is very simple to
use the data in Excel and print labels in other programs. In this exercise,
we will print them using Microsoft Word.
The general steps to print
the labels are:
The steps below will result
in a screen that appears as follows, afterwhich the labels will be created:
Make sure the data in Excel
is in Excel's database format
Name the Excel database, Range
names are easier to remember than cell ranges
such as C5:K120
Save the Excel file
Open Word, then open the Mail
Tell Word where the external
data is located
Create the mailing label
Perform the Merge
This is an Excel exercise
showing you how to print mailing labels with your Excel data. As
a result, only the basics of performing the merge in Word are presented.
As you proceed with this exercise, you will note that you have have
several merge options other than what is presented here and may have related
questions. The Word exercises related to Merges will have the necessary
detail to answer those questions.
This exercise refers to a
specific Excel file, Sort.xls. If this file is not available
to you as you read this, simply refer to any file you have that contains
an Excel database, and modify the steps accordingly.
1. Open the file Sort.xls
This file contains the
data for this exercise.
2. Highlight the entire
database, including the headings, and name it Database
This is not a required
step, however, as we will see later, it makes the merge much easier to
perform. Warning: if data is added to or deleted from the Excel
database, the database must be named again to reflect it's new size.
3. Save the file
If the range is not yet
named, with the database highlighted, name it by clicking on Insert
Name Define (in the menu), then type the name:
and press Enter. Typing the defined name is always required
(do not click on an existing name). The defined name actually used can
be any name of your choice.
Word works with the Excel
file on the disk, not the file active in memory, therefore, any changes
made to the Excel file, must be saved before proceeding to the next step.
4. Open or switch to
Make sure a blank document
5. Click on Tools
Mail Merge (in the Word menu)
You will get a window
that looks like:
6. Click on Create
and then click on Mailing Labels
7. Click on Active Window
This finishes the
8. Click on Get Data
and then click on Open Data Source
The source of the data
is not in Word, it is in Excel. This command
will open the file on
9. The Open Data Source
Which is similar to the
regular open file window.
10. Change folder (directory)
to the folder containing the data
14. Scroll through the Product
Number list, find and click on 5160
click on OK
The Create Labels window
appears (at last, we're at the meat of this exercise). We will create a
sample label in the white area. The important thing to remember is
that this is what the label will look like, if you want spaces, enter spaces;
if you want a comma, type in a comma; if you want something on the next
line, press Enter.
15. Click on
This exercise should have provided
you with the basic steps to print mailing labels from within Microsoft
Word using your Excel data. From here, you can work with the features
within Word to accomplish more specific tasks. Also, these same basic
steps can be used to print your labels or do other merges from data located
in Microsoft Access.
now see a list of the field names in the Excel file.
16. Click on First
The Label Area
17. Press the space bar
To create a space
after the first name.
18. Click on
19. Click on Last
The Label Area
20. Press Enter
To put the cursor on
the next line.
21. Continue the exercise until
it looks like the sample on the first page
22. When done creating the
label, click on OK
At this point the Mail
Merge Helper is still visiible and you can see the formatted labels in
the background (the merge hasn't been done yet).
23. Click on Merge
You should see the following
The merge will be
to a New Document, therefore:
24. Click on
a fews seconds, you will see the labels on the screen.
This exercise was written
using Excel and Word in Office 97. The Excel steps are the
same in all versions of Excel, the Word steps should be the same, at least
in concept, in prior and future versions, however, this was not tested.