Document number: 18091

 

While Microsoft Word has a "wizard" to help guide you through the process of creating labels from an imported file, they can still be confusing. This document is intended to guide you step-by-step instructions on creating a set of mailing labels, importing from an Excel 97 file.

1. Launch Microsoft Word 97.
2. From the menu bar select Tools, then Mail Me rge from the menu groups.
3. The Mail Merge Helper will open. Click on the Create button in section 1 - Main document.
4. Select Mailing Labels, then click on the Active Window button.
5. Click on the Get Data button in section 2 - Data source.
6. Select Open Data Source.

7. A new window will open which will allow you to navigate to the location of your Excel file saved (i.e. C:\user\excel\). In the Files of type field, change the value to read MS Excel Worksheets (*.xls).
8. Locate your file, click on it once with your mouse to select it, then click on the Open button.
9. A new window will open asking for a Named or cell range. Select Entire Worksheet, and click on the OK button.
10. Next a window will open and will tell you that Word needs to complete the set-up of your main document. Click on the Set Up Main Document button.
11. Word will work for a few moments, then a Label Options window will open. Here you select your label type and Printer information. The standard address label is Avery standard - 5660.
12. Once all options are to your choosing, click on the OK button.
13. Now you must set up the Label Format by clicking on the In sert Merge Field drop down button.
14. Click on the OK button when completed with the desired label formatting.
15. Click on the Merge button.
16. In the new Merge window, select Printer from the Me rge to: drop down list to send the merged data directly to the printer. Leave the radio buttons selected for All records to be merged, and the "When merging records" field, select the Don't print blank lines when data fields are empty button.
17. Click on the Merge button. This will do the actual merging of the data in your Excel file into labels, and, if you selected the Printer option in the prior step, will start the actual printing.

This process will sucessfully import data in an Excel 97 file into Word, merge the data, and print address labels.

 

 

 

 

 

Created by the PeopleSoft Knowledge Management Team.
Copyright © 1999 All rights reserved.
Created: pjb 03/24/1999