How to Setup a Mailing in Excel and Word

If you're looking to use your computer for tasks that you would normally do by hand, you must try creating an address book in Excel and using it to print address labels in Word.

To create an address book in Excel:

1. From the Excel window, use the first row to type the names of the column headers (i.e. Last Name, First Name, Address 1, Address 2, City, State, Zip
2. Adjust the column widths to accommodate long names and addresses.
3. Type the names and addresses. Be careful here of any typos. The data will appear on the labels exactly as it is typed in Excel.
4. Save the spreadsheet.

To create the labels in Word:

1. From the Word window, click on the Mailings tab (Microsoft Word version 2007)
2. Click Start Mail Merge and choose labels.
3. Pick the Avery Labels format option associated with the size labels you are using.
4. Click the Select Recipient button and choose Use Existing list
5. Navigate to where you saved the spreadsheet created in step 4 above.
6. Open the spreadsheet and the corresponding sheet.
7. Click the Insert Merge Field button and pick the fields to layout the label.
8. Click Update Labels button to make all the labels on the sheet look the same.
9. Click the Finish Merge button and merge to a new document so that you can check the addresses and spacing.
10. Click the Office Button and choose print to print the labels.

Your address book that is saved in Excel can also be used to print directly to envelopes or for printing form letters.

Short on time? The PC Teacher does your mailings for you. For only $45 your names are entered into Excel (up to 100 names) and you get the labels to go with it. (50 cents per additional name) You will get your address book on CD to be used with future mailings. Call or email today to set up an appointment.

Betsy Sabatini Coyne

The PC Teacher

bcoyne@thepcteacher.com

www.thepcteacher.com