Mastering Mail Merge
Southern Methodist University Page 6
Office of Information Technology
5. Select: Type New List.
The New Address list window
opens with the default columns.
You can begin typing in your
information. Click on New entry
or just type in the first row of the
list.
6. Click on Customize Columns and
you can add your own column of
information and specify where it
resides in the list.
Once finished entering the information in the list, click on OK
and you will be prompted to Save the List. This list will then
be saved as an .mdb file (Access Database file).
7. Select Recipients and open up the saved database
file.
8. Again, there is a single open label at the top of the
document. Here we will build a Name Tag format using the
individual Insert Merge Fields.
9. Once we have the fields in place, we can Update
Labels and notice the remaining labels on the page are
updated.
10. Preview Results to see if the formatting is appropriate. You can modify the formatting for the first
label if needed, then use the Update Labels options to update all labels.
11. Finish and Merge, Print Documents
If you choose Edit Individual Documents, it will open the merged document into another file. This can
be useful if you use the same list of Name Badges (or labels) over and over and want to save the
merged results.
Note: when printing labels, If you choose to print, one page will be the number of records that there are
labels on the page, ie 30. So you can print 1 – 30 and get the first page.
If you decide that you want to filter the merge, you can use the options to filter and enter your filtering
conditions, then preview the results to verify your filter is acting as you expect.