How to Format a Mailing List Using Word 2003 or Earlier

Formatting a Mailing List 

  1. Log into the program as a user with Administrator rights.
  2. On the top bar, click Lookup.
  3. On the top bar, click Extended. The "Search Fields" window will open.
  4. Click Reports to open the reports list.

  5. Select Mailing Labels by Site and then click Load.
  6. Click OK to run the report.
  7. On the top bar, click Export.Microsoft Excel will open.

  8. In Microsoft Excel, click Edit->Replace.
  9. In the Find what box, type “-0000-000”. Leave the Replace with box empty and then click Replace All. This step formats the ZIP Code properly.
  10. Click File->Save As. The "Save as..." window will open.
  11. In the Save as type list, choose “CSV (Comma delimited) (*.csv)”. Browse to the desktop and click Save (if a File Format warning dialog appears, click OK).
  12. Launch Microsoft Word.
  13. Click Tools->Letters and Mailings, and select Mail Merge.
  14. Under Select document type, click Labels and then click Next: Starting document.

  15. Under Select starting document, click Change document layout and then click Label options.

  16. Choose the appropriate mailing labels and then click OK.
  17. Click Next: Select recipients.
  18. Under Select recipients, click Use an existing list and then click Browse.

  19. Browse to the Excel file saved in Step 11 and then click Open.
  20. Click OK.
  21. On the "Select recipients" screen, click Next: Arrange your labels.
  22. Under Arrange your labels, click More Items..
  23. Double click on the fields desired for the labels. The following are recommended:
    • First_Name
    • Last_Name
    • SP_First_Name
    • SP_Last_Name
    • Address
    • City
    • State
    • Zip
  24. When finished adding fields, click OK.
  25. Edit the fields on the Word document so they are in a correct mailing format. NOTE: Verify there is a space between items on the same line. It can be difficult to see the lack of a space. Suggested format is:

  26. Click Update All Labels.
  27. Click Next: Preview your labels.
  28. Verify the labels are appearing in the desired format.
  29. Click Next: Complete the merge.
  30. Click Print.
The mailing labels should now print.

NOTE: It is recommended to initially print the labels on blank paper to ensure the text aligns properly on the mailing labels.