Creating Mailing Labels from MaineStreet

This process involves downloading a MaineStreet query to Excel and then creating a mail merge in Word 2007 using the Excel 2007 file as a data source.

Download Data from MaineStreet

1. Locate the appropriate query in MaineStreet's Query Viewer
2. Click "Run to Excel"
3. Fill in any prompt fields (e.g. Term or Center)
4. Click "View Results"
• Excel must be installed on your machine
• If Excel doesn't open:
• In Internet Explorer go to Tools - Internet Options - Security tab
• On the Internet Web content zone, click "Custom Level"
• Scroll down to the downloads section
• Make sure "Automatic prompting for file downloads" is Enable
  
5. Click "Open"  - click "Yes" when Excel warns you that the file you are trying to open is in a different format
6. Prepare Excel file for Mail Merging
1. Delete top row (right-click on the row - "Delete.." - entire row)
2. Save file and note filename and path (e.g. X:\Common Files\Student Labels\labels.xlsx)
3. Close Excel
7. NOTE:  If you wish to combine data from two queries into one master list (such as center nonweb and center web students), check out Creating A Master List of Center Student Names/Addresses
   

Mail Merge in Word

1. In Word 2007, click "Start Mail Merge" in the "Start Mail Merge" group of the "Mailings" tab of the ribbon
2. Click "Labels..." - select appropriate options in the Label Options dialogue box
1.  Select "Manual Feed" if appropriate for your printer
2. Choose Label vendor (for Avery 5160 labels, vendor is Avery US Letter)
3. Choose Product number for vendor (e.g. 5160)
4. Click "OK"
3. Connect to data source (downloaded Excel file)
1. Click "Select Recipients" in the "Start Mail Merge" group on the "Mailings" tab of the ribbon
2. Click "Use Existing List..."
3. Browse to the Excel file
4. Select file - Open
5. In the "Select Table" dialogue box, "First row of data contains column headers" should be selected
6. If you created a master list by combining sheets and filtering, select sheet1$
7. Click "OK"
4. Add fields to label
1. Click "Insert Merge Field" in the Write & Insert Fields" group of the "Mailings" tab
2. Add fields, commas and spaces so that the name/address appears as you wish


Address Format Example

3. Click "Preview Results" in the "Preview Results" group
4. Once you are satisfied with the format, click "Update Labels" in the "Write & Insert Fields" group
5. Verify recipients before printing
   
1. Click "Edit Recipient List" in the "Start Mail Merge" group
2. Filter/sort as appropriate
• For bulk mailing. Sort ascending by zip code
• Deselect any that you do not wish to print

Mail Merge Recipients

6. Print labels
1. Click "Finish & Merge" on the "Mailings" tab of the ribbon
2. Click "Print Documents..."
3. Choose which label(s) you wish to print in the Merge to Printer dialogue box (usually All)
   
4. Click "OK"
5. Change settings in the Print dialogue box as necessary