How to Create Mail-Merged Labels in Word 2013

By Lois Lowe

There is a type of Word 2013 mail merge which involves printing on sticky-backed labels, which you can then pull apart and use for package mailing, name tags, or any other purpose you might use labels for.

The mail merge process is much the same for labels, except that you specify a label type and size and then Word creates a table that mimics the labels. The merge fields are placed into the upper-left corner cell of the table and copied into the other cells.

  1. In Word, press Ctrl+N to start a new blank document and then choose Mailings→Start Mail Merge→Labels.

    The Label Options dialog box appears.

  2. From the Label Vendors drop-down list, choose Avery us Letter; in the Product Number list, choose 5160 Easy Peel Address Labels; click OK.

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    Almost every size and shape of label has a code on the packaging or the label sheet itself. When you create labels for your own purposes, you just match that code with one of the templates in Word. In Step 2, 5160 Easy Peel Address Labels is an example of a label code.

  3. If you don’t see the gridlines of the table onscreen, choose Table Tools Layout→View Gridlines.

  4. Choose Mailings→Select Recipients→Use an Existing List.

    The Select Data Source dialog box opens.

  5. Navigate to the folder containing you data files for mail merges. Select your data file and click Open.

    The Select Table dialog box opens, prompting you to choose which worksheet you’ll use for the data source.

  6. In the Select Table dialog box, make sure Sheet1$ is selected and then click OK.

    The data source is attached. In the table, <<Next Record>> codes appear in every cell except the upper-left one.

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  7. Choose Mailings→Address Block, and in the Insert Address Block dialog box that appears, click OK to accept the default address block settings.

    The <<AddressBlock>> code appears only in the upper-left cell.

For more practice, you could delete the <<AddressBlock>> code and construct your own address block manually by inserting the <<Name>> field, pressing Shift+Enter, inserting the <<Address>> field, pressing Shift+Enter, inserting the <<City>> field, typing a comma and a space, inserting the <<State>> field, typing two spaces, and inserting the <<ZIP>> field.

  1. Choose Mailings→Update Labels.

    The code from the upper-left cell is copied to all the other cells.

  2. Choose Mailings→Preview Results.

    The four label results appear.

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  3. Save the document.