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Tuesday, June 17, 2014

Special Workshop August 19th at 10:00AM- Create and print mailing labels


The Session Outline:
Instructor Carolyn Fisher

Its never too early to plan for Christmas or other mailing lists.

We will use Excel to  set up a mailing list.  I will show how to work with the list so that it can be used to generate mailing labels in Microsoft Word.  

 A practice list will be provided to use at the session. It will have the columns and rows set up and some entries.

Last Name First Name Address City State Zip Code
Ahrstrom Gretchen 31 Fairfield Road West Hartford CT 06117
Bain Lloyd 729 Corley Road Wolcott VT 05680-3023
Cashman Janet 25 Morehouse Avenue Stratford CT 06497
Davis Don RD #3, Box 459 Philipsburg PA 10866
Doyle Karen 87 River Road New Milford CT 06776
Finn Stephen 328 Wellsville Avenue New Milford CT 06776
Zarin Laura P.O. Box 73 Canaan CT 06018
Abene Mary 25 Lincoln Avenue St. Albans VT 05478-1620
Bean Robert 162 Hollister Street Manchester CT 06040
Kling Linda 20 Cheryl Drive Monroe CT 06468
Kromer Clayton 15501 Maple Circle Excelsior Springs MO 64024
Lindsey Naya 23 Knollcrest Drive Brookfield CT 06805
Moore Leo 17 Horizon View Prospect CT 06712
Palmer Kimberly 90 Alexander Drive Stratford CT 06614-1034
Willims Rita 971 Country Road Route 10 Whitehall NY 12887
Van Hoorn Patrick 567 Bullock Road Milton VT 05468-3420
Piazza Harriet 28 Earl Street Waterbury VT 06710
Purcell Justine 721 Kellogg Street Ames IA 50010
Rubin Barry 4 Hickory Lane Seymour CT 06483-3619



Correcting Excel List
Shade title line
Put last names in alphabetical order
Correct spelling errors
Program zip code cells

MAILING LABELS FROM XL LIST

Go to Microsoft Word.  Under Mailings select Start Mail Merge on the ribbon.  On the drop down menu select labels.  Select Avery US Letter.  Select 5160. Click OK. 

On the ribbon click on Select Recipients.  On the drop down menu click on use an existing list.      

Use the pop up menu to locate the Excel file you plan to use.  You will see a pop up menu.  Choose Sheet $1. Click on OK. On Microsoft ribbon select Insert Merge Field.   You will be filling in the first box with the pattern you want to use for the entire sheet.   

In the drop down menu click on first name.  Close.  Make one space.  Open insert merge field and click on last name.  close.  Enter.  Select address.  Close. Enter.  Choose city.  Close. Insert coma. Space. Choose city.  Two spaces.  Close. Choose zip.

First name Second name
Address
City, State  Zip

On ribbon click on Update Labels.

The last step is to click on Finish and Merge.  In the drop down menu select Edit Individual Document.  You want to do all.

*If you want labels to be indented go to Microsoft Page Layout  and click on Margins.
In dropdown menu choose the narrowest margin.

The printer will tell you that the labels are outside the margins.  Do you want to print.  Select yes for each page and go ahead and print.


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