Office Templates can be found in Office Data Drive > Templates
Mail Merge in Microsoft Publisher and/or Microsoft Word
Open Publisher document
Click on the “Mailing” tab
Click the “Select Recipients” drop-down and choose “Use Existing List”. Then, navigate to the Excel document with the addresses.
NOTE: The address list must be an Excel document ending in .xls or .xlsx. If it is not, open the spreadsheet document in Excel and go to “File” à “Save As” à “Browse” and navigate to where you want to save the document. Before saving the document, change the “Save as type” to “Excel Workbook (*.xlsx)”
In the “Select Table” window select the sheet that holds the addresses. (You likely only have one sheet) Also, toggle the “First row of data contains column headers” if your spreadsheet has column headers. (It likely does and this feature is enabled by default). Then, click “OK”
In the “Mail Merge Recipients” window confirm the information listed.
Then, click “OK”
Now the spreadsheet is linked to Publisher
Still on the “Mailing” click the “Address Block” button.
In the “Insert Address Block” window you can see a preview of what the address bock will look like.
NOTE: You may need to “Correct Problems” by “Match Fields” This will let you match a column in the spreadsheet with a line in the address block.
Once the address block is coming up as it should, click “OK”
Now the address block has been added to the document in a new text box. You can click on “Preview Results” on the “Mailings” tab to see what the address block will look like on a printed page. This will make it easier to adjust paragraph spacing, line spacing, font size, and font.
Recommended Address Block Format (based on USPS Standards): 12pt font, Arial, all caps
Adding an Additional Field:
You may want to add a field to Publisher that’s not in the address block (Ex: USPS Barcode)
Click where you want to add the additional field.
On the “Mailings” tab, click the “Insert Merge Field” drop-down and click on the field you want to add.
USPS Barcode:
Once you add the USPS Barcode as an additional merge field, turn off “Preview Results” if enabled.
Then, select the barcode placeholder
Change font to “USPSIMBStandard” and “Preview Results” to confirm
The USPS font can be installed by installing “USPS Font Installer.exe” found in the “Bulk Mail” folder on the “Office Data Drive”
To edit the merged list:
On the “Mailings” tab click the “Edit Recipients List” button.
From the “Mail Merge Recipients” window you can customize the list.
Uncheck a line to remove someone from the list
Under the “Refine recipient list” you can sort, filter, remove duplicates, and search. You can also click the arrows above the columns to sort that column. DO NOT SORT IF THE LIST IS ALREADY IN EZ ORDER FROM PDS.
To edit the data in the list, close the Publisher, and open the Excel document to make the changes.
Error Printing:
If you run into an error printing or you have to stop halfway through a print:
See who the last person was that printed.
On the “Mailings” tab click “Find Recipient”
In the “Find” field type in what you want to search by. (It may be easiest to search by street address) Then, toggle “This field” and choose the column you want to search in.
Then “Find Next”
Once you find the person you’re looking for, look at the number listed on the “Mailings” tab. This is the number to the last printed record.
Now, go back into File à Print.
In the “Records” field, enter the number of the last record that was printed plus 1 then enter a dash.
For Example: If the last record to print was 202. In the “Records” field we would enter “203-“ this will print record 203 through the last record