Customize Name Badges with Mail Merge in Microsoft Word 2. Many people know that you can use the Mail Merge feature in Microsoft Word 2.
In an email mail merge, Word merges your address list with the message you create and sends a personalized message to each person you select in your list. Here, you will learn the steps to create custom name badges with the Mail Merge feature. There are five basic steps to creating the custom badges: Set up the name badge list. This is the file that contains all names for people that will have a printed badge. Many find it easiest to create this file using Microsoft Excel or Access. Start your Mail Merge document. In this step, you will begin the process of creating your Mail Merge. Link the Mail Merge file to your name badge list. Your names list is the data source from which MS Word will be pulled directly from MS Excel, MS Access or other data file during the Mail Merge. Select a layout for your name badges. It is important to set up a good layout for your name badges. Once you get one badge layout created, it is easy to carry that style over to all other badges and complete the Merge. Preview and complete the Merge and print your badges. You will be able to preview each insert before you print the entire set. Below are more detailed instructions for completing each of the basic steps outlined above. Set Up the Name Badge List. The way to make the Mail Merge process as easy as possible is to first begin with a good set of data. For many people, this is a list of names created in MS Excel or MS Access. Make sure that all information that will be included on the name badges is in the spreadsheet. You can make some changes during the Merge, but you will not be able to open your data source separately during the merge. The merge process is easier if your data source is ready before you connect to it. Give all data fields the proper column headings at the top. This will make it easier during the merge process because of the way MS Word reads your data file. Remember to separate each individual data field into separate columns. For instance, if you are going to have an attendees’ first and last name appear on different lines on the badge, make sure the first and last name are in separate columns in your spreadsheet. This will make the merge process easier. Once you have the data spreadsheet set and finalized, Save it to your computer or system network. Remember where it is located. You will need to navigate to that place during the merge. Start your Mail Merge document First, open Microsoft Word and start a new document. Click on the Mailings tab to start your Mail Merge. If this is your first time performing a Mail Merge, it is best to use the Step by Step Mail Merge Wizard, which will walk you through the process. To do that, locate the Start Mail Merge button in the Mailings tab. Click Start Mail Merge, and then click Step by Step Mail Merge Wizard. This will open the Mail Merge Wizard control panel on the right- hand side of your screen. In Step 1, you will need to select the document type. For badge inserts, click Labels. Next, at the bottom of the wizard panel, select Next: Starting Document, which will take you to Step 2. In Step 2, you will select your starting document. Click Change Document Layout, then select Label Options. A popup box will appear, where you can select the name badge insert you have. C- Line has preloaded product templates in MS Word. Make sure your Label Vendors menu says C- Line Products, Inc. In the Product Number list, select the insert name or product number. For quick reference, the two most common size name badge inserts C- Line sells are. LBI3. 5) and 4 x 3 (insert number LBI4. After you select the insert you are using, click OK. MS Word will automatically create the badge insert layout grid, using a table. If you are not able to see the lines that separate the inserts, click the Layout tab under Table Tools. Then, in the Table box (far left side), click View Gridlines. Click Next: Select Recipients at the bottom of the wizard panel to move to Step 3. Link the Mail Merge File to Your Name Badge List. In Step 3, you will connect your merge file to your list of names for the badges, which is known as the data source. Most people will use a MS Excel worksheet, MS Access database or other data file. Make sure Use an Existing List is selected at the top of the wizard control panel, then click Browse. A popup box will appear which will allow you to navigate to your data source. Once you find it, click on the file, and then click the Open button. For MS Excel, you will data will come from a worksheet or specified range within your workbook. If your workbook contains several worksheets, you will need to select the proper one. Most people have their data entered in the first worksheet, typically title "Sheet. Excel. For MS Access, you will need to select which table or query your data will be pulled from within a specified database. If you plan to use all names in your list, click OK. You are then ready to proceed with to the next section, where you will determine the badge layout. If you need to refine the list of names, you can do that right now, without having to directly alter your data source. In the wizard control panel, click Edit Recipient List. In the Mail Merge Recipients popup box, you will now be able to: Select individual names. Simply select or clear the checkboxes in front of each name to include or exclude them from the Merge. If you want to include only a few of the names, it is easiest to uncheck all boxes and then go back and check only the names you need. Sort names. Click the column heading of the item that you want to sort by. Managing Activities To Achieve Results Assignment Notebook there. The list sorts in ascending alphabetical order (from A to Z).Click the column heading again to sort the list in descending alphabetical order (Z to A).Add names. To add names or information to your data source file, click on the name of your data file, which will be displayed in the white Data Source box.Next click Edit, which will bring up an Edit Data Source popup box. Click New Entry, and type the new information for that person. When you have the data source edited to the way you want it, click OK. You are now ready to arrange the layout for the badges. Click Next: Arrange Your Labels at the bottom of the wizard control panel to move to Step 4. Select a Layout for Your Name Badges. Step 4 is where you will arrange the layout for the badges. First, determine the horizontal and vertical alignment you would like for all of your badges; center justification is recommended for name badges. Once you know that information, follow these steps to set the alignment for all badge cells. Highlight all cells by clicking small box located in the upper lefthand portion of the page (when you hover over it, the cursor arrow will change to a cross) and left- click; all badge cells will now be highlighted. Next, click the Table Layout tab. Select the cell alignment you would like to use from the options in the Alignment box, which include Upper Left, Upper Center, Upper Right, Middle Left, Middle Center, Middle Right, Lower Left, Lower Center and Lower Right. With the cursor in the first cell, begin to add Mail Merge Fields to the insert. Mail Merge Fields act as placeholders for text that will later be merged in the file. The field names correspond with the column headings from your data source. You can view all available Mail Merge Fields by clicking More Items in the wizard panel. Begin to insert Mail Merge Fields by clicking them from the Insert Merge Field popup box. When you insert a mail merge field into the Merge document, the field name is always surrounded by chevrons (« »). These chevrons do not show up on the final badges. They are there to help distinguish the Mail Merge fields from any other text you type into the document. Be sure to add line breaks and returns where you would like them. For instance, a line break has been added between «First_Name» and «Last_Name» in the below- pictured example. Type any additional text or insert any images that you will want to be repeated on each label, such as a company logo, meeting artwork or conference name. To add clip art, a picture or logo, click on the Insert tab and located the Illustrations area. To insert clip art, click the Clip Art icon. A side box will appear. From there, search for the appropriate image and Insert it into the cell. Resize the image if necessary. To insert a picture, logo or other graphic file saved on your computer, click the Picture icon. A popup box will appear. From there, navigate to where the image file is saved in your folders and click to add it to document. Resize the image if necessary. Video: Get to know mail merge. When you communicate with customers through welcome letters, special announcements, thank you emails, or invoices, use mail merge to create personalized documents that get their attention. Understand the mail merge process. The mail merge process involves three documents: Your main document: This contains text and graphics that are identical for each version of the merged document. Examples of identical content include the return address on the envelope or the body of a letter. Your mailing list: This contains the data that is used to fill in information in your main document. For example, your mailing list contains the addresses to be printed on the labels. Your merged document: The combined main document and mailing list become the merged document. Information is pulled from your mailing list and inserted in duplicates of your main document, resulting in merged documents that are personalized for different people. Consider mail merge possibilities. Letters: Create and print a batch of personalized letters for everyone on your mailing list. Each letter prints on a separate sheet of paper. Email: Create and send email messages to each person on your mailing list. Envelopes: Create and print a batch of envelopes for mailing. Download Mod Tattoo The Sims 3 . Labels: Create and print sheets of mailing labels.Each label contains a unique mailing address. Data sources. Word can pull data from a variety of data sources to perform mail merge. If you don't have a mailing list, create one during the mail merge process. Here are a few simple data source options: Excel spreadsheet: Use an Excel spreadsheet, which works well as a data source for mail merge if all data is well- formatted and on one sheet. Outlook Contacts list: Select recipients from your Outlook Contacts. Word data file: Be sure that your Word document contains a single table. The first row of the table must contain headings, and the other rows must contain the records that you want to merge. Want more? Discover more courses like this at Linked. In Learning. Use mail merge to create and send bulk mail, labels, and envelopes. Other data sources you can use as your mailing list. Prepare your Excel 2. Word mail merge. Use mail merge to send bulk email messages. Here's how mail merge works. We start with a primary document that we create in Microsoft Word. For example, we could use this letter. Then, we insert structured data that was created elsewhere. It might be a table from a database, an Excel spreadsheet, a CSV file, or contacts from Outlook. Then we use that data source, along with this primary document, to create multiple personalized letters, each one individually addressed. In Word, mail merge always requires two separate files. The first file is that Word document that contains information that will be the same in every single letter, as well as instructions on where to place the variable data, the data that is different in each letter, and comes to us from a data source. And the second file is going to be that data source, in this case, a table from Excel. Now, it could also be Outlook contacts, or it could be data from Access or from any data source that you can connect to from Access or Excel, and we'll use the commands in the mail merge feature in Word to merge these two files together, and when we do, we'll get a separate letter for each recipient in our Excel table. One for Michelle, one for Nehru, one for Pearl, one for Rafael, and one for Shellie. By combining Word with a data source, we can also use mail merge to create customized email messages that we send from Outlook, where each recipient receives a customized email sent only to them, rather than us sending something to an entire group using BCC or using CC. And then, we can also use a third type of mail merge called a directory merge to create a list or a directory. For example, we could create a phone list using these same contacts from Excel, and rather than having five different letters, we would have one directory. There are other things we can also do with mail merge. We begin with a data source that's somewhere else. Perhaps it's in Access, where it's difficult to format our data, but by bringing that into Word through mail merge, we get access to all the powerful formatting features that are available in Microsoft Word. Whenever you find yourself creating multiple documents, whether it be letters or email messages or a directory using the same set of data, or creating a document, and then, typing over names and addresses, or typing names and addresses into a blank template, whether you're doing this in Word, or you're doing it in Outlook, there's almost always an opportunity for you to save time by using Word mail merge. Learning doesn't stop here. Discover more expert lead tutorials at Linked. In Learning. Start your free trial today at linkedin. Enjoy one month of free access to Linked. In Learning. Learn from recognized industry experts, and get the business, tech, and creative skills that are most in demand. Benefits. Get unlimited access to over 4,0. Receive personal recommendations based on your Linked. In profile. Stream courses from your computer or mobile device. Take courses for every level – beginner to advanced. Practice while you learn with quizzes, exercise files, and coding windows. 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