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Mail Merge using Avery Design and Print Software

The term "Mail Merge" describes a process which takes data from one source and applies it to another. By using Mail Merge you can rearrange information into a new format using fields taken from a database at the touch of a few buttons. Mail merging is therefore perfect for producing address labels, invitations and mass mailings, and Avery’s free Design & Print software includes this feature within it. This Step by Step guide below shows you how, with the example of creating Mailing Labels.

Step 1: Prepare your database

It is possible you already have your information in an excel spreadsheet, but if not, your addresses needs to be collated into different cells.  
First, create a “Header Row” which features descriptive titles such as First Name, Last Name, Address 1, Town, County, Postcode etc..
Then populate the rows underneath with the correct information so that your spreadsheet looks like this:

Step 2: Open Design & Print

Go to
Enter your Avery product’s software code into the search bar and click the green “go”
In this example I have chosen L7160 – a sheet of 21 address labels.

Step 3: Choose your template

Select a blank template or choose one of our pre designs to apply to your label:

Step 4: Edit your template

With the “edit all” button selected on the right, move your design around to your liking. You may want add an image or a border for example.  When you are happy with the look of the label, click on the “Text” tab on the left and click “Add Text Box”:

Step 5: Merge your data

Highlight the text in your new text box and then click on the “Import Data (Mail Merge)” tab.  Then click “Start Mail Merge”.  A pop-up will appear which asks you to browse for your excel file of addresses.  Select the file and click Open. The following screen will appear:

If you do not want your header row of titles on your labels, remove the tick from row 1 (Circled in the image). You can also remove any addresses you don’t want to include at this point by remove the tick by the name. When ready, click “next”.

Step 6: Select which fields to include

The next screen will ask which data fields you would like to include on your labels.  Drag the data from the left hand side of the screen and drop them into the box on the right.  You can drop fields next to each other (like on the example below) if you would like the information to appear next to each other on the label.

Step 7: Complete mail merge and format

When you click “complete merge” your data will automatically be transferred to your labels.
If you still have “edit all” selected on the right hand side of your screen, you can now format all your addresses at once.  Simply highlight the address on the screen, change your font, the size, the colour or relocate the text field to where you want the addresses to be placed on the label.  
If you want to make changes to individual labels (perhaps if their address is longer than the others), click “Edit one” on the right-hand side before editing that specific label.

Step 8: Save and print

When you’re happy with all of your labels, click Save and choose if you want to save your labels to your Avery Account (so that you can access it from any computer connected to the Internet) or to your computer.  (It will be saved as a “.avery” file – which can be opened again from Design & Print and edited whenever you need)
Next, click the big green “Print” button.  This will take you to a preview screen where you can check your labels.  When happy click “Print” again.  Design & Print will now generate a PDF – we recommend you open this with Adobe Acrobat if possible. You can now print directly onto your labels or save your pdf to print later.

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