I apologize. I didn't know you had a Mac. There was no mention of it in the information in the original question. Use the revised instructions below for the Mac version.
To create the main document, follow these steps:
Create the data source
Each column in your Excel sheet contains a category of information, or data field — for example, name, street address, city, state, and postal code. The first row of cells, called the header record, contains the data field names. Each subsequent row contains one record, such as the name and address of a person.
Important Make sure that the data is in list (list: A series of sheet rows that contain related data, such as an invoice database or a set of client names and phone numbers. A list can be used as a database, in which rows are records and columns are fields. The first row of the list contains labels for the columns.) format. Each column of data must have a label in the first row. There cannot be any blank rows or columns within the list.
- Open Excel.
- In the first row of the sheet, type a header record for your addresses.
For example, in the first column of the first row, type Name; in the second column, type Address; in the third column, type City; in the forth column, type State; and then in the fifth column, type Postal Code, so that your Excel sheet looks something like this:
Note Later, as you create the labels, you use the fields in the header record to specify what data goes where.
- In the second row, type the name and address information for one recipient.
Add as many additional rows of addresses as you want. Your Excel sheet should now look something like this:
- Click Save .
- Type a name for the workbook — for example, addresses.
Remember where you save the sheet. You will need to know the location later.
- Close the Excel workbook that contains your recipient list.
Then in Word...
- On the File menu, click New Blank Document.
A new, blank Word document opens. This becomes your main document.
- On the View menu, click Print Layout.
- On the Tools menu, click Mail Merge Manager.
- Under 1. Select Document Type, click Create New, and then click Envelopes.
- Type any changes to the Return address that you want.
Do not type anything (including spaces) in the Delivery address box.
Tip If you can't type inside the Return address box, clear the Use my address check box.
- Under Printing Options, make any changes that you want.
- Click OK.
- In the Mail Merge Manager, under 2. Select Recipients List, click Get List, and then select the source for the recipients list (for example, Office Address Book).
- Under 3. Insert Placeholders, click Contacts.
- Drag a field name from the Contacts list (for example, FirstName) to the envelope's address box.
- Repeat step 10 for all the fields that you want to appear on your envelopes.
- In your main document, edit the envelope's address box to add spaces and carriage returns where you want them.
- To finish your envelopes, do one of the following:
|Print your envelopes immediately||In the Mail Merge Manager, under 6. Complete Merge, click Merge to Printer .|
|Create a document that contains your merged envelopes that you can save||In the Mail Merge Manager, under 6. Complete Merge, click Merge to New Document .|
This will complete the merge with the Excel data. Let me know if you have any questions.