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Monday, February 22, 2016

Making Labels using Mac

MERGING ADDRESSES WITH ENVELOPES, LABELS OR LETTERS

This document is created with a Mac and so the screenshots in it will be from the Mac. However, the process is the same with a few changes in the names of menus for other computers.

It helps to understand the concept first. You need two documents to start. 

THE FIRST DOCUMENT

This document is a spreadsheet or a .csv file. It is the data that you want to use for your letter, envelopes or labels.

You can get this document from your contact list program on your computer. Look for the word EXPORT and choose as a .csv file. Save this file somewhere that you can find it and set it aside. 

THE SECOND DOCUMENT

This is the document that you will use to create your envelopes, labels or letter. 

    • If it is a letter you can type the letter and just leave space wherever you want something filled in by your computer. 
    • For both envelopes and labels the computer will walk you through the formatting of the labels.

PROCESS

While you have the second document open (it will be a blank document if you are making envelopes or labels) choose the TOOLS menu and look for Merge Wizard or something similar. This will walk you through these steps:

  1. Identifying the document that has the data (it will probably be a .csv file) To get this file you may need to export your address from your contact list or create a spreadsheet with the information you need and save it as .csv. The top row of your CSV file should be the names of each column (ie. first name, last name, street address)
  2. Choosing what you want to create (labels, envelopes or a letter)
  3. Placing placeholders in the right places. The placeholders are the names of each of the columns in your spreadsheet. <first name>, <last name>, etc….  You will insert them in the places that you want them to show up. While doing this you can also add spaces, commas and format the text. If you create a label it will look like this:

<first name> <last name>
<street address>
<city>, <state> <zipcode> 


If you are using Word for Mac here are the steps with screenshots to show what you will see. First open up a blank document.

  1. Find the Mail Merge Manager by going to the TOOLS Menu at the top of the screen  


It will open up with step by step instructions on how to create a merge document. Pull down the triangle next to the words “Create New” and choose what type of document you want to create. 


If you choose Envelope this is what you will see.  To create the envelopes just click OK. If you want your Return Address to print on all of the envelopes you will need to enter it into the information about you in the Preferences under Word. The computer will use this information to fill in the Return Address information. This is where you can change the font that will be used for the addresses and your Return Address. 


When you click OK you will need to move on to step 2. Select Recipients list. Here you will click on the binoculars to find the .csv document you have saved with all of the addresses you want to use.


You can see that I am searching or a file that I know is on my desktop. It is called test.csv.  





This will move you on to Step 3 Insert Placeholders. Your computer will take from your list the information on the First Row of your .csv file. You will drag each one to the place that you want it to show on the envelope. Things like commas and spaces need to be typed in between the placeholders.



You can filter the recipients and preview the results if you want to. I like to go on to the final step and Complete the Merge. 





When you complete the merge click on the middle icon which will make the addresses print on to documents. 







That way you can see what the envelopes will look like before you actually print them. A new document will open and your envelopes will show like a list of pages. You can also choose to merge it directly to the printer. If your envelopes are ready in the printer when you choose this they will just print out!


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