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Quick Guide: Mail Merge-Labels


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Quick Guide: Mail Merge-Labels

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Mail Merge-Labels

One of the handiest features of TntConnect is the ability to merge your contact information with Microsoft Word to merge envelopes, mailing labels, newsletters, e-mail messages, and more. This tutorial was created using Windows XP and Word 2007.

Tip: Mail Merge familiarity

Using Mail Merge in TntConnect will be much easier if you are already familiar with using Mail Merge in Microsoft Word. Trial and error is the best way to learn this process, so be patient the first time you attempt this, and don’t be afraid to try it a few times for no other reason than to become familiar with the process.

Read More > Practical Merge Tips

Tutorial: Creating a Mail Merge for Labels

1.Select the group who will receive your newsletter. For example, select your newsletter recipients.
2.Select the mail merge menu item, or press the Microsoft Word button on the button bar and select "Create Mail Merge".

Menu Path: Tools | Microsoft Word | Create Mail Merge

3.Select the <New Document> radio button (the default).

Then select the Mail Merge Options document type for "Mailing Labels"

Press the <OK> button.

Contact Data box

If you want to save the contact list (a .csv file) for later use, enter a filename here. Otherwise, TntConnect will create a temporary file and automatically delete it when you exit TntConnect. For a regular mailing like a newsletter, it is better to not save the file, so that each month you are using a Lookup to capture the most current list of newsletter recipients.

4.Press the <OK> button.

Wait while TntConnect exports your contact data to a file.

5.Word will ask you to define the label you want.

Press the <Setup> button.

6.Select your paper size (such as Avery A4 or Avery US Letter) and then your specific label.

Press the <OK> button.

Press the <Close> button.

7.Once TntConnect opens your document, position your cursor at the place in your document where you want the TntConnect field to go.

Press the <Insert Merge Field> button.

In Word 2003 this button does not have a name:

The label after you have inserted the field:

8.Mailing Labels are different from other merge types (such as newsletters, envelopes, or e-mail messages) because a single page will have multiple contacts on it. So you will need to tell Microsoft Word to move to the next contact by inserting Word's "Next Record" command.

Word 2007

Word 2003

Press the <Rules> button.

Press the <Insert Word Field> button.

Select "Next Record"

Select "Next Record"

Word will insert "Next Record" in every cell of the table. You need to go to each label and insert the "Mailing Address Block" field before the "Next Record".

9.Now press the appropriate Microsoft Word button to complete the merge.

Read More

Read More > Tutorial: Mail Merge

Read More > Tutorial: E-mail Merge

Read More > Mail Merge Favorites

Read More > Practical Merge Tips

Comments on this Help Topic

Chris Hubbard wrote re: Tutorial: Mail Merge-Labels
on 25 Feb 2012 2:52 PM

In Word 2007, you don't need to do step 8 (i.e. "You need to go to each label and insert the "Mailing Address Block" field before the "Next Record").  You just need to edit the first label and then click "Update Labels" (next to "Insert Merge Field" and two buttons down from "Rules").  It will update all the labels for you.

I don't have Word 2003, so I can't say if this is the same, but there should be something similar.  It would be bad software design if you couldn't do something like this.

Don Allen wrote re: Tutorial: Mail Merge-Labels
on 16 Mar 2012 9:40 PM

How do I save this as a Word file that I can edit?

Troy Wolbrink wrote re: Tutorial: Mail Merge-Labels
on 2 Apr 2012 7:56 PM

In Step 9, notice there are 3 targets for the mail merge:  1  new document, 2 printer, 3 email.  You should click the 1st button to create a word document you can further edit before printing.

Craig Webb wrote re: Tutorial: Mail Merge-Labels
on 12 Nov 2012 7:23 PM

Word 2007 - When I followed step 8 it added extra "Next Record" fields so I printed only every other address. To get it to work correctly I did this:

7. Insert Merge Field - Mailing Address Block

8. Update Labels (Click this button)

9. Finish & Merge - Edit Individual Documents

10. (Dialog box pops up) Merge Records - All - OK

Now you can see all your labels and check to be sure they are all there.

Britt Burbridge wrote re: Quick Guide: Mail Merge-Labels
on 15 Oct 2014 9:42 PM

Just wanted to say "thanks."  This help was exactly what I needed.

Troy Wolbrink wrote re: Quick Guide: Mail Merge-Labels
on 19 Oct 2014 11:37 PM

Regarding Step #8.  It's a lot easier to just click the "Update Labels" button.

Brook wrote re: Quick Guide: Mail Merge-Labels
on 5 Apr 2017 8:52 PM

is there anyway to do this but instead of word document, using google docs?

Troy Wolbrink wrote re: Quick Guide: Mail Merge-Labels
on 20 Apr 2017 11:38 PM

I'm not sure.  TntConnect can export a CSV file.  Can Google Docs mail merge with a CSV file?

Nancy Loveland wrote re: Quick Guide: Mail Merge-Labels
on 9 Jun 2017 6:45 PM

woo hoo! Great help, I was able to figure out how to do it with MS office 2016 and a prior Access database. Yay, Tnt expert help!

Tobi Magill wrote re: Quick Guide: Mail Merge-Labels
on 3 Oct 2017 4:43 PM

I am mail merging addresses for mailing labels. When I preview it in Microsoft Word after setting it up, it only shows every-other name instead of listing them in order. Of 41 address blocks, I see only 21. I can use the blue arrows in the find recipients box and see shuffled versions of this (41 all together!) but cannot get a consecutive print of all 41 address blocks with 30 to a page. No matter what I select under the Setup box (Microsoft mailing labels w/correct dimensions or the specific Avery label) and no matter what I can preview, it only prints just one page of half my mailing list. It appears consecutive but is only including every other address block. All are set up correctly in Tnt, Microsoft says that there is no error in the merge, but it will only print half my labels! Can you help me???

Troy Wolbrink wrote re: Quick Guide: Mail Merge-Labels
on 4 Oct 2017 6:23 PM

Hi Tobi, Word can be tricky with mailing labels.  In the "Downloads" section of this website, we have a labels template Word document you can download and use.  --Troy

Troy Wolbrink wrote re: Quick Guide: Mail Merge-Labels
on 4 Oct 2017 6:24 PM

Also, this FAQ article has more information about making labels:

thomas.becker wrote re: Quick Guide: Mail Merge-Labels
on 10 Dec 2017 4:38 AM

I am having the same problem as Tobi. I successfully merged one group of 40 addresses. Then no matter what I did I could only get one page of another group of 60. I tried the group of 40 again and had the same problem. The template does the same thing.

Troy Wolbrink wrote re: Quick Guide: Mail Merge-Labels
on 16 Dec 2017 7:34 PM

Are you just "printing", or are you "merging to the printer"?  In Word these are two different things.

Emanuelakh wrote re: Quick Guide: Mail Merge-Labels
on 18 Feb 2020 10:54 PM

Why does the address block prints as double space and how to fix it?

Troy Wolbrink wrote re: Quick Guide: Mail Merge-Labels
on 19 Feb 2020 5:18 AM

Emanuelakh, please ask this on the forums.  Thanks!

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