Monthly Archives: October 2013

Using the Mailings functions in Word 2010 to fill cells in a table

This post looks at one of the things you can do with the labels function in the Mailings category in word. (There is another blog post that covers printing address labels specifically: Printing address labels from Outlook contacts .)  In this post, I talk about how to fill cells in a table, by treating them as labels.

You can create labels for any data that you like – you need a file to provide the input data, and then you set up your labels using Merge Fields – which I will refer to just as Fields.  When the labels are generated, the Fields are populated with the data from your input file.

To set up your input data, create a spreadsheet (in Excel) containing the information you want to print on to labels, or in this case, fill the cells in a table.  The rows of the spreadsheet contain the information you want to use.  The first row of the spreadsheet must contain titles (or column headers); these will be the names of the Fields used to populate your labels or cells.  The row immediately below the titles contains the information for the first label or cell; each subsequent row contains the information for each subsequent label or cell.

Having created your spreadsheet for the input data, now go back to word, and set up your table. Go to the Insert tab, choose Table.  Select the number of rows and columns you want your table to have.  When you click in the table, you get a new tab above the top ribbon – the Table Tools tab. Choose Layout.  Select the whole table, then change the dimensions of the cells using the height and width options, until the table has the dimensions you need.

Go to the Mailings tab, click on Select Recipients, and choose Use Existing List.  A new window will open, where you can browse to the location of the spreadsheet you created earlier, and choose it.  You now get a window called Select Table.  Make sure the first (top) sheet is selected, and the box is ticked to say the first row contains headers.  Click ok.  (This is telling word where your input data is.)

Now click on Insert Merge Field.  A window will open, with the Fields available, which will be the column headers from your spread sheet.  Insert them into the first cell of the table, where you would like them to be.  You can have line breaks between the Fields, or not, and you can format each Field individually.  To format a Field, highlight it, then go to the Home tab, and you can use any formatting options – the font, the font size, alignment, etc.

When you have finished setting out the first cell in the table, go back to Mailings, and click  on Start Mail Merge, then choose Labels; when the new window opens to allow you to choose a label type, just close it.  Now click on Update Labels (on the top ribbon) and the Fields and formats you have chosen will be added to every cell.  Click on Preview Results to see how your labels will look.  If you are not happy, click ons Preview Results again, and you can make adjustments to the first label.  Click on Update Labels, then Preview Results, and repeat the cycle until you are happy.

Click on Finish & Merge, Edit Individual Documents,  choose All in the new window.  Now you can print your labels (and save them to print again).