Mail Merge

Labels may be created using Mail Merge functions in a word processing application such as Microsoft Word. If you are using another type of software, please refer to the users manual for instructions about Mail Merges.

1. Do a tax search for data needed for the labels.

2. Click on View, then Custom Spreadsheet. Click on Create. Click on the Fields folder on the left margin of the page, then on All County Fields. Scroll through the list and choose the following fields. Please note that the field names in each county may be different or may not include the "mail" designation.

• owner_display_pub
• mail address pub
• mail city_pub
• mail state pub
• mail zip_pub

3. Click Save at the bottom. Enter Report Name, Report Description at the center of the page and click on Save Format.

4. A dialogue box will open with several options. Choose Save to Disk. Save the file to My Documents or note where it was saved . You may rename the file at this point. After the download is complete, click close on the dialogue box. You will need to know where you saved the file to use it in the mail merge process.

5. Open MS Word. Click on Tools then Mail Merge.

Step 1 - Click on Main Document, then Create. Select mailing labels then choose Active window.

Step 2 - Click on Get Data, then Open Data Source. Find the data file and double click the file name. Click on 'Set up Main Document'. Select the label type from the drop-down list. Click on create labels. Insert the merge fields. Position the fields as they should appear on the label. Text such as "CURRENT RESIDENT" or "OCCUPANT" may be entered on the label template where it should appear on the finished label. Click OK.

Step 3 - Click on Merge. Click on Merge to New Document and choose the second of the bulleted items, 'Print blank lines when lines are empty'. This will maintain correct spacing on the label.

Step 4 - Click Merge.

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