If you’re importing addreses into Excel from a. Otherwise, Excel will strip out any zeros from the front of the postal code. If you’re creating a new address list from scratch, be sure to format your column as text before you type the postal codes. If you have a column containing postal codes, make sure you format that column as Text. Then, in the Name box next to the formula bar, type a name like Holiday_Cards and click OK. To do this, select the range of cells that make up your address list. To make it easier to pick the address list you want Word to use, give it an easily recognized name in Excel.During the mail merge, these blanks can trick Word into thinking that it has reached the end of the address list, when in fact there is more information after the blanks. Avoid blank rows and columns in your address list.This practice gives you more flexibility if you end up creating cards or letters in addition to labels. For example, use separate columns for First Name and Last Name rather than just a Name column. Set up your address list so that each column represents the smallest possible piece of information.Use “friendly” column headers such as First Name, Last Name, Address, and City instead of Column 1, Column 2, Column 3, and Column 4.When setting up your address list in Excel, consider the following tips: Each merge field corresponds to a piece of the address on the label-first name, last name, street address, and so on. Word pulls out the information in your Excel columns and plugs it into the corresponding merge fields, with an end result that looks something like this: The key thing to understand is that your column headers, or categories, in Excel will become merge fields (placeholders) in Word. If you get this part of the process right, things will run more smoothly when you’re setting up your labels in Word. This post is about that first step-the one where you prepare your address list in Excel so that you can use it in Word.
#Mail merge excel for mac how to#
Learning how to make your Excel address list magically show up on your sheets of labels boils down to five basic steps: And if you create labels infrequently, it’s hard to remember what to do and what to watch out for. Hey, the holidays are fast approaching, which means you’ve got to get your cards signed, sealed, and delivered! This post goes out to those of you who keep your address list in Excel and need to figure out how to use it to create mailing labels in Word.Ĭreating labels can be intimidating, mainly because there are a number of intricate steps to follow and you’re typically working with different programs-in this case, Excel and Word.
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