Printing Coupons Using Mail Merge Feature

  1. Save the “Coupon Code” Excel spreadsheet received from Judy to your computer.
  2. Open Word document.
  3. Click on Mailing tab > click “Start Mail Merge”(3rd choice from left in top toolbar) > click “Labels”.
  4. In Label Vendor box, select “Avery US” from drop-down menu.
  5. Choose label code “5160” for using regular mailing labels, or another code that fits your desired printing size. If you wish to print business card size, the code is “8876”.
  6. Click OK … document will be formatted for the printing size.
  7. Click “Select Recipients” in toolbar > click “Use Existing List” > browse your computer to find the spreadsheet.
  8. When you have selected the spreadsheet document, it will ask you what sheet you wish to merge. Hint: If you receive all the codes on one sheet of the document, you may want to copy each event’s codes to a separate sheet so that you can print the coupons individually. If you do this, you would choose the sheet on which a desired event’s coupon codes are entered as your merge source.
  9. Write the desired text for the label or document. You can format the layout, font, etc. to make it look like you want. Basic wording could be: "Valuable Coupon! Enter this code to receive $15 off an order of $50 or more. Code #_____________. Expires August 31, 2015."
  10. Place cursor where the code should be inserted > click on “Insert Merge Field” words > choose “Coupon Code” or appropriate heading of the Excel spreadsheet from which you are merging (this will show in a box below, or as a choice from a separate window.
  11. Click “Update Labels” to the right of “Insert Merge Fields” and all the labels should be duplicated. Make any format corrections that are needed.
  12. Click “Preview Results” and you will find the coupon codes are inserted from your spreadsheet into the labels.
  13. View extra pages by clicking on the arrows to the right of the page number next to “Preview Results”.
  14. When you are satisfied that your coupon labels are formatted correctly, select “Finish & Merge” and “Print” out of the drop-down list that appears. NOTE: I discovered that you can print your labels after you preview the results, but this creates duplicated labels. Follow through to “Finish & Merge” in order to ensure correct label printing.