In this video I'm going to show you how
to create mailing labels using a large
data source
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hello I'm Tony from Ready Steady Excel
and I make easy to follow videos helping
you to get the most out of Microsoft
Office. In today's video we're going to
be looking at labels. Like
these and I've got a large data source
with over a hundred addresses. I'm
going to show you how quick and easy it
is to make these mail address labels. To see more
videos like this, then please click Subscribe
Okay are you ready to excel? Let's go...
So before creating the labels, let's have a
look at our data source. This is what
we're going to use to create the address labels
with the data source. Just ensure that it
is formatted correctly, that each
column has a heading because word will
use this to insert the contact
information into your labels. When you've
got these column headings, ensure that
you don't have any information above
this. Avoid having any titles because
this can confuse Microsoft Word. Let's switch to
Word now and let's set up our labels.
To do this we go to Mailings and go to
Start Mail Merge and we want to select the labels
first up is setting up the printer. A lot
of the time you can just choose the default setting.
which will automatically select the print tray.
What I tend to do is just put in
my labels into the back of the printer where you
have that flap that you can pull down
and just put the labels in at the back
but you can choose as well if you want
to put your labels into a print tray. The next
bit is your label information, so what is
the brand of your labels?
This information should be on the
actual packaging so I've got Avery but
there are other options there too then
you've got your product number and this
information should also be on the
packaging. My product number starts
off with J8, so if I type in
J 8 brings me down to the Js and 8
then I just simply scroll down to my
number
put your label information here - so if
I click OK so that bits done so what
you've got here as a blank document but
before you go any further what I would
suggest is going to layout and switching
on view grid lines so you can see the
table just makes it easier to set up
your mail merge fields let's go back to
mail ins and at the moment you can see
these icons are grayed out so this means
that the data source is not connected so
let's connect that now so to do that we
go to select recipients use existing
list and then find my data source click
open I select the sheet where the data
is on I'll click on OK you see next
record but I come back to that in a
moment but what I want to show you here
is now that these icons are now
activated so now that means that your
data source is connected but click
insert merge field these fields here are
the column headings that was in my data
source so I can pop these in
individually if I wanted to an easier
way is to use address blocks so you've
got your preview there and you just
choose what layout or the address that
you want so I'm happy with this one that
you can click through the upper options
there if you want it to and if I click
OK that brings the address block in
let's have a look what that looks like
so let's click preview results and there
we have it so I just gives me an example
it's always recommend clicking on that
one just to ensure the data is laid out
correctly so that's the address block
now this next record I'm currently
working with word 2016 in the older
versions of word next record wouldn't
appear automatically
what next record does it will go to the
next record above your data source next
record was not there on the screen you
can just go to the rules and pop it in
yourself ok so don't worry if you're
working with an older version of word
you can just pop it in manually now in
the older versions of words you have to
copy and paste this address block into
all of these areas here but with this
great new version of word that we have
you click update' labels or just bring
it in automatically how clever is that
so quick and easy and click preview
results because it says next record it
will automatically go to the next record
in my data source so everything looks
good let's merge this now so if I go to
finish and merge I could send it
straight to the printer if I wanted to I
always like to check the documents first
I'm guys I'm going to go to edit
individual documents I can select how
many records I want to merge I want to
merge all of them and click OK if I
click down here to bottom where it says
page 1 of 7 bring up my navigation
window and I can see all of those live
labels set up for me they're the mail
merge labels can save you a lot of time
so how was that video for you I hope you
found it useful if you've got any
questions and please pop them into the
comments and remember to visit my
websites to get your free guide that's
it from me bye for now
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