Nametag Mail Merge
Microsoft Oce 2007/2010 on a PC computer
Note: While the Mail Merge Wizard is fairly intuitive, the following screen shots help you navigate along the
process and shows you what you should be seeing at each step of the way.
Start with your excel document. When creating your excel document think about all the different
ways you want to use the information. When creating nametags, you will want a person’s first
name, last name, and possibly their title or department. It is best to make separate columns in
your spreadsheet for each part of a person’s name. is allows you the freedom to either merge
the information together onto one line or to put the first name and last name on separate lines.
A sample of what your excel spreadsheet might look like when you are ready to mail merge the
information is:
First Name
Last Name
Work Title
Department
Sally
Smith
Office Assistant
College of Business
John
Thomas
Director
College of Business
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Once you have your matrix completely filled in, everything spelled correctly and all capital letters
used appropriately you are ready to make nametags. Note: e information will be inserted
exactly as it is typed in the excel matrix. Be sure all information is correct!
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Open a blank Word document and begin the mail merge process. e mail merge function can be
found under the Mailing tab. Click on the down arrow next to the “Start Mail Merge” icon. At the
bottom of this list, you will see “Step by Step Mail Merge Wizard”. is wizard will help walk you
through the mail merge process.
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You need to select your document type. Labels are used as the template for nametags.
You will need to choose the type of labels you will be using. Microsoft Word recognizes a variety of commercial
labels, with these already programmed into the system.
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Browse and select the excel file you will be using for your mail merge.
You will be asked to select the recipients you want included from the excel file in your mail merge. Make
sure that there is a check mark by the names of recipients you would like to include in this merge. If
there are people from your list that do not need to be part of this merge, be sure to unmark their name.
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Once the primary label is fully formatted, make sure to update all labels.
e label in the top left is your primary label, which is where all initial additions to your nametags will
take place. “More items” allows you to add fields from the linked excel file to this document to begin
designing your nametags. e label in the top left is your primary label. is is the place that will be
updated with any fields that you insert.
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Once you are done formatting your labels and are happy with the way they look, complete the merge.
After the merge is complete, you will want to “Edit individual labels”. is function allows you to make
edits to the labels that need special formatting. For example, a first name does not fit on one line due to
the size of the font. You will want to resize this element on that specific label to fit on one line.
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