How to create labels using Microsoft Word mail merge

This guide is intended to support users through exporting data from Pupil Asset to use with a Microsoft Word mail merge. 

Exporting the data from Pupil Asset

Navigate to Pupils Pupil List.

Use the Filter Block to choose the pupils that you wish to print labels for. 

Select the data that you would like to see on the labels by clicking on Choose Columns.

Export the data to CSV by clicking on the download button (right-hand side of red tool bar) and choose Download as CSV. 

Setting up the Microsoft mail merge

Open MS Word and go to Mailings > Start Mail MergeStep by Step Mail Merge Wizard

Choose Labels and click Next.

Click Label Options to choose the type of labels you are using. In the box that comes up, choose e.g. Avery A4/A5 from the Labels Vendors drop-down, then choose your label type (the label code can be found on the label packaging). Click Next

Now click Browse and point Word at the CSV file you created earlier from Pupil Asset. Click OK on the Mail merge Recipients screen.

Click Next – Arrange your labels

Click More Items, highlight the field you want and click Insert. You will see the field appear on the first label. Repeat until all the fields that you want to include in the label have been inserted. Space the fields out as required and add any other formatting needed (e.g. borders, pictures, colours etc.). When you are happy with the layout of the first label click Update all labels.

Click Next: Preview your labels.

Finally, click Next: Complete the merge.

You can now either click Print to send the labels straight to a printer or click Edit individual labels to edit before printing.