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If you have not been using the Microsoft Word, Mail Merge feature to print labels {for anything in life} you’re missing out! It’s time to add this life skill to your toolbox and more importantly, use it for your wedding planning! If you have not yet downloaded our FREE Guest List Excel Spreadsheet, you’ll want to do that now and start wrangling your addresses.

The Mail Merge concept can be applied to your wedding planning in so many forms, but the most beneficial is Invitation Addressing. You may think I’m referring to printing labels, which I am. But, as you may have caught in my Invitation 101 slideshow, Formal Invitations can’t have a sticky label on them. The Mail Merge still helps with that in a roundabout way and, that rule doesn’t apply to your Save-the-Dates, Bridal Shower(s) and Thank You cards!

How to use Mail Merge for your Wedding Guest List

This post is written using examples and pictures from our very own Guest List Excel Spreadsheet, which you may download from this post. However, the same instructions can be applied to any Spreadsheet you’re using.

If you do not yet have Microsoft Word or Microsoft Excel you can download them both from the Microsoft Website.

The following series of screenshots is a guide to beginning your first Mail Merge. We begin at Step 1 which is opening a blank Word Document and then clicking the [Mailings] tab in the main, blue taskbar. This will open a new Menu where you can select, Start Mail Merge. Click that.

Step 2 | Creating your Labels

The next step, before you can begin your Mail Merge is selecting the size of your labels. As you continue on in your newly found Mail Merge excitement, you’ll learn that you can now print hundreds of new labels in all different sizes {Hooray!} But for this lesson, I’m going to encourage you to select the standard Avery Shipping Labels 8160 which are the perfect size for mailing your wedding stationaries.

Step 3 | Selecting Your Merge List

Now, this is where it can get a little tricky. {the first time anyway} To continue your Mail Merge you must select the LIST you are merging into the label format. Still in the [Mailings] menu, now click on the Select Recipients drop-down menu. Once that menu opens, click [Use an Existing List…] that list being your Wedding Guest List Excel Spreadsheet you’ve been working on. You may have renamed it by now, or you may have is saved in a special desktop folder. You’ll need to know the name and find it easily. If you’re using our Wedding Guest List Spreadsheet, it is formatted so that all of your Guests’ names and addresses are on Sheet 1, so select that sheet when asked to do so.

**You’ll want to know where you have saved your Wedding Guest List Excel Spreadsheet on your computer.

Step 4 | Inserting Proper Merge Fields

This is officially the most tricky part. Merge Fields are the columns of your Spreadsheet on Sheet 1. They tell the Merge which information to insert, by column as you have it listed. I have written the remaining steps within the text of each screenshot to make it the least confusing as possible.

Why you should Mail Merge your Wedding Guest List

There are many reasons to Mail Merge your Wedding Guest List Spreadsheet. The first and most obvious is for shipping labels. Reminder- you cannot put printed shipping labels on your formal invitations. {I know, I know, etiquette police.} The address on the outer envelope of you Formal Invitations will be handwritten or printed {from the computer} directly onto the envelopes. This begs the question, why do the Mail Merge?

Keep Reading | Click below to read 3 Reasons to Mail Merge your Wedding Guest List…

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