Step 1

Open MS Word

On the Tools menu, select Letters and Mailings and then select Mail Merge which opens the Mail Merge task pane on the right side of the screen.

Step 2

At the top of the task pane, under Select document type, select Labels

Under Step 1 of 6 at the bottom of the task pane, click Next: Starting document

Step 3

To set up a new label main document, under Select starting document, select Change document layout. (When you open Word, a blank document opens by default.  That default document does not have a label layout.  To create labels, you will need to change the layout of the default document to a label layout).

Step 4

Under Change document layout, click Label options...

It is here that you will select:

the type of printer you will be using to print the labels

the supplier whoproduced the label sheets

the number that corresponds to the product number listed on your package of labels

Step 5

In the Label Options dialog box, click the printer type (either Dot matrix or Laser and ink jet) (Central Stores supplies Universal 80102 which is the equivalent to the Avery 5160)

Select the appropriate Label products: by clicking on the down arrow.

In the Product number: box, select a label type similar in size to your labels.

Click the OK button in the Label Options window.  A blank label layout is displayed

Under Step 2 of 6 at the bottom of the task pane, click Next: Select recipients.

Step 6

Under Select recipients, select Use an exiting list and then click on Browse

Step 7

In the Select Table dialog box, locate and click to select your list.  Make sure the First row of data contains column headers (located in the lower left hand corner) check box is selected, and then click OK.

Step 8

To eliminate a recipient, click the check box at the beginning of the recipient’s row to clear it.

If you are going to create labels for all the recipients in your data file, and don’t need to do any filtering or sorting, click OK

Step 9

Under Arrange your labels, select the Address block . . .

Step 10

Click the Match Fields… button

Select the fields that you want to appear in the address block by clicking on the drop-down arrow for each field and when done, click OK (you can also remove any unwanted fields by clicking on the drop-down arrow and selecting (not matched))

Step 11

Under Step 4 of 6 click Next: Preview your labels

Step 12

Several of the merged labels are now displayed.  You can preview individual labels or make changes to the recipient list by clicking on Find a recipient… under Preview your labels or Edit recipient list…  under Make changes.

Under Step 5 of 6 click Next: Complete the merge

Step 13

Under Merge, you have two choices:

Print...

Edit individual labels...

Step 14

To print:

Click Print... to print the labels

Once you click Print, the Merge to Printer box opens.

Click on All to Print records (labels) and then click OK.

Lastly, on the Print dialog box, click OK to print the labels and to close the Window.

Step 14

To edit individual labels:

Click Edit individual labels… to create a new document with all the merged labels. (Do this if you want to review the labels more thoroughly before you print the final labels, or if you want to make custom changes to specific labels.)

If you want to save the file for future use, in the Merge to New Document box, to merge all records to a new document be sure that All is selected, click OK.  A new label document will appear.  You can now save the file for future use.