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Contacts Database Merge Instructions for Word 2016 & Word 2008

Merging Contacts Database Data for Output with Word 2016 for Mac

The following instructions are for use with the Contacts database and show you how to merge the data into a Word document as labels or envelopes. Main document templates are provided for the common tasks you are likely to do, like creating 3 x 10 mailing labels. You can edit these templates or create your own main documents to customize the output from this data.

Download Contacts into CSV

To download your contacts into a CSV file you must do the following steps: 

  1. From the “Adv. Search & Output” page in the Contacts database, select the records for which you wish to create labels using the appropriate search criteria and codes. Select the output format you want, then download the CSV file. This file will normally be saved in your downloads folder or Desktop with a file name similar to “contacts_yyyymmdd_hhmm.csv”. (example: contacts_20100620_1422.csv) — Please do not open this file in Excel or Word. This is a data file for the merge and doesn’t need to be edited on your machine unless you are doing some advanced editing.
  2. Download the main document template that you want from the wiki. You can find the link in the Contacts program or you can go to it directly at: Contacts Database Templates

Now that you have completed downloading the content you wish to create labels for you can now complete the following steps for printing labels or envelopes using mail merge.

Complete the Merge

Step 1: Set up a document to match your labels

  1. On the Mailingstab, click Start Mail Merge > Labels.
  2. In the Label Optionsdialog box, next to Label products, select the company that made your labels.
  3. Under Product number, select the product number for your labels.

TIP   If none of the options match your labels, click New Label, enter your label’s information, and give it a name. Click OK to add the new label to the Product number list.

  1. Click OK.

Step 2: Connect to your spreadsheet

  1. On the Mailingstab, click Select Recipients > Use an Existing list.
  2. Browse to the file you want to use and click Open.
  3. In the Open Workbookdialog 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 click OK.
  4. In the Edit Labelsdialog box, click 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 click OK.

TIP   To sort your recipient list or remove recipients, on the Mailings tab, click Filter Recipients, and then click Sort Records or Filter Records. When you’re done, click OK.

Step 3: Format the merge fields

  1. 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.
  2. On the Mailingstab, click Update Labels to apply the formatting to all of your labels.

Step 4: Preview and print the labels

  1. On the Mailingstab, click Preview Results to see how the labels will look.

TIP   Click Preview Results again to view, add, or remove fields.

  1. To make additional formatting change, format the first label, and then, on the Mailingstab, click Update labels.
  2. On the Mailingstab, click Finish & Merge > Print Documents to complete the mail merge.

TIP   If you want to review and update each label individually before printing, on the Mailings tab, click Edit Individual Documents. When you’re done, click File > Print to print the labels.

Print envelopes

Printing envelopes with mail merge is a four-step process: set up a document to match your envelopes, connect to your spreadsheet, add and format merge fields, and then print the envelopes.

Step 1: Set up a document to match your envelopes

  1. On the Mailingstab, click Start Mail Merge > Envelopes.
  2. In the Envelopedialog box, leave the Delivery Address blank and under Return Address, do one of the following:
    • Check Use my addressto use your address from your email contact list.
    • Check Omitto leave the return address blank.
    • Uncheck both boxes (Use my addressand Omit) and type the return address you want to use.
    • Format the Return Address: click Fontor Position and make the changes you want.
  3. In the Envelopedialog box, under Printing Options, click Page Setup.
  4. In the Page Setupdialog box, in the Paper Size list, select the option that matches the size of your envelopes.

TIP   If none of the options matches your envelope’s size, at the bottom of the Paper Size list, click Manage Custom Sizes. Click the + to add a new list item. In the box, double-click Untitled and then type a name for your envelope. Enter your envelope’s dimensions in the Width and Height boxes, and then click OK.

  1. In the Page Setupdialog box, next to Orientation, click Landscape, and then click OK.
  2. In the Envelopedialog box, click OK.

Step 2: Connect to your spreadsheet

  1. On the Mailingstab, click Select Recipients > Use an Existing list.
  2. Browse to the file you want to use and click Open.
  3. In the Open Workbookdialog 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 click OK.

Step 3: Add and format merge fields

  1. In your document, click in the Drag fields into this box or type textbox, and then click the text to remove it.
  2. On the Mailingstab, click Insert Merge Field, and click the field you want to add.

Continue adding fields until you have all the information you want on the envelopes.

  1. Format the fields in the envelope so it looks the way you want the rest of your envelopes 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.

TIP   To sort your recipient list or remove recipients, on the Mailings tab, click Filter Recipients, and then click Sort Records or Filter Records. When you’re done, click OK.

Step 4: Preview and print the envelopes

  1. Click Preview Resultsto see what the envelopes will look like when you print them. Use the left and right arrows on the Mailings tab, to scroll through each envelope.

TIP   Click Preview Results again to view, add, or remove fields.

  1. On the Mailingstab, click Finish & Merge > Print Documents to print the envelopes.

TIP   If you want to review and update each envelope individually, on the Mailings tab, click Finish & MergeEdit Individual Documents. When you’re finished, click File > Print in each document to print the envelopes.

Merging Contacts Database Data for Output with Mac Word 2008

The following instructions are for use with the Contacts database and show you how to merge the data into a Word document as labels or envelopes. Main document templates are provided for the common tasks you are likely to do, like creating 3 x 10 mailing labels. You can edit these templates or create your own main documents to customize the output from this data.

These instructions are for Word 2008 Mac and may not be exactly what you will see if you are using a different version of Word.

  1. From the “Adv. Search & Output” page in the Contacts database, select the records for which you wish to create labels using the appropriate search criteria and codes. Select the output format you want, then download the CSV file. This file will normally be saved in your downloads folder or Desktop with a file name similar to “contacts_yyyymmdd_hhmm.csv”. (example: contacts_20100620_1422.csv) — Please do not open this file in Excel or Word. This is a data file for the merge and doesn’t need to be edited on your machine unless you are doing some advanced editing.
  2. Download the main document template that you want from the wiki. You can find the link in the Contacts program or you can go to it directly at: Contacts Database Templates
  3. Open the main document template file with Word. Word should tell you that the document is a mail merge main document and that it cannot find its data source.
  4. Click on the “Find File” button and browse to the CSV file you downloaded from the Contact database program. Highlight the file and click the “Open” button.
  5. Once your data file is associated with the main document, you can complete the merge by going to Section 6 of the Mail Merge Manager window and clicking on the “Merge to New Document” icon.
  6. If you are familiar with Mail Merge in Word, you can also do other things with the data like filtering, sorting, or creating different kinds of documents.
  7. You should save your completed merged document or print it once you have verified that everything looks as it should.
  8. Unless you want to modify the template, it is not recommended that you save the template file. You may reuse the template file with new data for your next merge or you can download the template each time that you need to use it.