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How do I create a printable mailing list?

If you are interested in printing mailing labels, these directions will help!

These are the steps for creating a new label template document in Microsoft Word. For more detailed information on how to create a mail merge document with Microsoft Word, visit their help documentation.

Exporting Mailing Data From ClaimWizard:

1. In ClaimWizard, go to Reports and select “Client List” from the list of reports.

2. Click “Run Report”

3. Once the report has been generated, click on “Excel” on the blue toolbar and save the file to your computer. This will generate a CSV file that is compatible with Microsoft Word and Excel.

Creating a Microsoft Word Mail Merge Document:

In Microsoft Word, create a new document and click on the “Mailings” tab.

  1. On the toolbar/ribbon bar, click on “Start Mail Merge” and select the “Labels…” option. The Label Options dialog will appear.
  2. Select the label sheet that you want to use and click OK
  3. On the toolbar/ribbon bar, click on “Select Recipients” and select the “Use Existing List” option
  4. Select the Excel file that you generated in ClaimWizard. By default, this will be named “Client List.csv”.
    Important: Microsoft Word provides a limited ability to clean up the mailing list before generating the label. For large lists, this can be cumbersome. If you are working with a large list, it is better to open the file in Excel first, make any changes to the recipients (e.g. deleting recipients that you don’t want to generate a label for), save it as an Excel XLSX file, then using that XLSX file in Word.
  5. When prompted to “Confirm Data Source”, make sure the option “Show All” is checked and choose the option “Recover Text From Any File via Converter (*.*)” and click OK
  6. Word will display a preview of the list that it found. The Text encoding option should be “Other encoding” and “Unicode” should be selected. Click OK.
  7. You are now in the label document and should see a number of boxes or table cells. The first will be empty, the rest should have <<Next Record>> in them.
  8. On the toolbar/ribbon bar, click on “Edit Recipient List”. You should see a list of the recipients. You should uncheck the box next to any recipients you do not want to include in this mailing. Make sure to uncheck any blank entries in the list. Click OK.
  9. Click into the first empty cell. Then, on the toolbar/ribbon bar, click on “Address Block”. The “Insert Address Block” dialog will appear.
  10. Ensure that “Insert recipient’s name in this format” and “Insert postal address” are checked. Then, click on the “Match Fields…” button.
  11. You should see a preview of a single mailing label. If not all of the information is present, click on the “Match Fields…” button and follow the instructions there.
  12. Once you are satisfied, click OK until you are back in the document.
  13. On the toolbar/ribbon bar, click “Update Labels”. This will copy the first cell’s layout into the rest of the labels. Then, click on “Preview Results” in the toolbar/ribbon bar to view the full sheet of generated labels.
  14. If you would like to make layout changes, click “Preview Results” again to return to the editing mode and make any changes necessary to the first cell. You can preview those changes again by clicking “Preview Results”. Once you are satisfied with the layout, click on the “Update Labels” button again to apply the change to the full document.
  15. You can have Word examine all of the records for errors such as missing data. To do this, click on the “Auto Check for Errors” button on the toolbar/ribbon bar and select the first option “Simulate the merge and report errors in a new document”. This will save you from wasting labels if there are any errors.
  16. When you are satisfied that everything is ready, save the label document to your computer. This will allow you to use it again later with other ClaimWizard mailing lists.
  17. Finally, you can print the labels by clicking the “Finish & Merge” button and selecting “Print Document”. If you would like to save the full generated list as a new Word document, then select the “Edit Individual Documents…” option instead.