These are the documents involved in creating and printing labels using the mail merge process:. Your main document. This is the document you use to set up the layout of the labels for all the labels in the mail merge. You can also set up any content that you want repeated on each label, such as a company logo or your return address on shipping labels.
Your mailing list. Your address list is the data source that Word uses in the mail merge. It's a file that contains the addresses to be printed on the labels. Your merged document.
If Merge to E-Mail is grayed out, it means Word doesn't think that Outlook is the default email client. I've seen two situations for this--one is addressed with that command in case Mail stubbornly keeps itself as the default email client, and the other is the corresponding Outlook version not being installed. A first step in the mail merge process is to create a main document. On the Mailings tab, choose Start Mail Merge > Email Messages. In Word, type the email message you want to send to everyone.
This document is a combination of the main document and the mailing list that is used to print individual addresses on the labels. The address list can be Excel spreadsheet, a directory of Outlook contacts, or an Apple Address Book. It contains the records Word pulls information from to build the addresses for the labels. If you don’t yet have a mailing list, you can create a new list in Word during mail merge. Before you start the mail merge process, collect all of your address lists.
If you're using an Excel spreadsheet, make sure the column for ZIP or postal codes is formatted as text so that you don't lose any zeros. If you want to use your Outlook contacts, make sure Outlook is your default email program. On the Mailings tab, choose Select Recipients, and then choose an option.
Tip: To change the order of the fields, click the field you want to move, and then click the up or down arrows to move the field where you want it. When all of the fields are set up the way you want them, click Create to create the list. If you selected Use an Existing List, follow these steps:.
Browse to the file you want to use and choose Open. In the Open Workbook dialog box, select the sheet you want to use, and leave Cell Range blank to use the entire worksheet or enter a cell range for the data you want to use, and then choose OK. If you selected Choose from Outlook Contacts or Apple Contacts, follow these steps:. Choose Filter Recipients to select the recipients you want to include. For Outlook contacts, in the Query Options dialog box, next to List mail merge recipients by, select Complete record.
In the list of contacts, select the contacts you want to include in the mail merge, and then choose OK. For Apple contacts, in the Query Options dialog box, under Apple Group Contacts, choose the group you want to include in the mail merge, and then choose OK. On the Mailings tab, choose Insert Merge Field and select the field you want to show on your labels. Continue adding fields until you've added all the information you want on the labels, and then choose OK.
On the Mailings tab, choose Update Labels to add the fields to all of the labels. Format the fields in the first label so it looks the way you want the rest of your labels to look. For example, include a space between First and Last name fields and press Return to start a new line for the Address field. On the Mailings tab, choose Update Labels to apply the formatting to all of your labels. Important: You must have an existing recipients list, such as a Word document that has addresses, to complete this procedure.For more information about how to set up a recipients list, see.
On the File menu, choose New Blank Document. A new, blank Word document opens. This becomes your main document. On the View menu, choose Print Layout.
On the Tools menu, choose Mail Merge Manager. Select Document Type, select Create New, and then choose Labels. Under Printer information, choose the type of printer that you use. On the Label products pop-up menu, click the manufacturer of your labels. Tip: To return to this dialog box later, in the Mail Merge Manager under 2.
Select Recipients List, choose Add or remove placeholders on labels. Repeat step 9 for each field that you want to appear in your labels. After you add all the fields that you want, choose OK. Your field names are copied into all the labels in your main document. In your main document, edit the first label to add spaces, commas, and carriage returns where you want them. In the Mail Merge Manager, under 2.
Select Recipients List, c Fill in the items to complete your document. Word applies the formatting that you use for the first label to all the labels. To finish your labels, do one of the following: To Do this Preview your labels In the Mail Merge Manager, under 5.
Preview Results, choose View Merged Data. Print your labels immediately In the Mail Merge Manager, under 6. Complete Merge, choose Merge to Printer. Create a document that contains your merged labels that you can save In the Mail Merge Manager, under 6.
![Mail Merge To Email In Word For Mac Mail Merge To Email In Word For Mac](/uploads/1/2/5/4/125402603/691016586.jpg)
Complete Merge, choose Merge to New Document.
Twitter follower Toby Sax is anxious for me to revisit an old Mac 911 column that lays out the steps for creating mail merged documents in Microsoft Word. In a series of tweets Toby writes: Thanks for your, which I followed to near success. I have these questions:. How do you insert an email address from Outlook rather than Apple’s Contacts application?.
How do you maintain a letter format within the resulting email message?. When I tried this the letters went to Outlook’s Drafts folders and not to its Outbox as you suggested. Thanks for allowing me the chance to revisit this topic, particularly as it lets me answer some outstanding questions that followed it.
For the sake of convenience I’ll pull portions of that column (in italics) into this one and answer as I go. The first step to creating a successful form-letter is understanding that Outlook has nothing to do with designing the thing. Rather, you create mail merge documents within Microsoft Word.
And you do it this way in Word 2011. Choose Tools Mail Merge Manager. A small Mail Merge Manager window will appear. This window contains six steps, all of which you march through in order to create your document. The Mail Merge Manager window.
To begin, create a new blank document. Click Create New in the first step and you’ll see that you have the option to create a form letter, label, envelope, or catalog. For our purposes we’ll choose Form Letters. In the second step click on Get List and choose the source for the data that will be inserted into your form letter—names, addresses, and phone numbers, for example.
Your options include New Data Source, Open Data Source, Office Address Book (the one found in Outlook), Apple Address Book (Apple’s Contacts application), and FileMaker Pro. For our purposes, choose Apple Address Book. Answer to Question 1: If you want to pull information from Outlook’s contacts, choose Office Address Book instead. Now start constructing your form letter, leaving spaces where you want to merge your data.
Return to the Mail Merge Manager window and click the third step. Here you’ll find common data types including first name, last name, address, phone number, and email address. Drag the appropriate data types to their proper place in your form letter. In step four you determine which of your recipients are merged into the letter. Click Options and a Query Options window appears. In this specific case you choose groups of Address Book (or Outlook) recipients.
Once you’ve selected the groups you want to include, click OK. If you like, you can preview your form letter to make sure it’s constructed properly.
You do this in step five by clicking on the View Merged Data icon and clicking the right or left arrow buttons to move through the forms. As you click, new records are injected into your document. Finally, in step six you produce your merged email messages. You have three options: Merge to Printer, Merge to New Document, and Generate Email Message. Answer to unasked question: Some people commented that the Generate Email Message option is grayed out for them. It is because your Mac must be configured to use Outlook as the default email client rather than Mail.
To make it the default, launch Apple’s Mail, choose Mail Preferences General and from the Default Email Reader pop-up menu select Microsoft Outlook. If you don’t, you can’t send mail merged email. (So, in short, this feature is incompatible with Mail.) That last option is the one you want. Click it and in the Mail Recipient window that appears enter a subject for your message in the Subject field and click Mail Merge to Outbox. Choose HTML Message to maintain much of your original document's formatting. Answer to Question 2: If you’d like to maintain the format of your original Word document, within this Mail Recipient window choose HTML Message from the Send As pop-up menu rather than Text.
Word should now generate customized versions of your message and place them in Outlook’s Outbox. Answer to Question 3: If your messages appear in the Drafts folder instead of Outlook’s Outbox choose Outlook Preferences Composing and be sure that the When Sending Message, Automatically CC/BCC Myself option is switched off. Although I haven’t had the problem myself, some people have reported that when this option is enabled, mail merged documents will go to the Drafts folder instead of the Outbox. Seeking more Mac 911 goodness?
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