How to Generate Barcodes Using Microsoft Word Mail Merge

A step-by-step guide to automating barcode labels with Excel and Access data sources.

1. Prepare Your Mail Merge Data Source

Before starting the merge process, you must have an organized data source. Word can pull information directly from Microsoft Excel spreadsheets or Microsoft Access databases.

Option A: Excel

Search for "Integrate With Microsoft® Excel®" in our documentation to format your columns correctly.

Option B: Access

Search for "Integrate With Microsoft® Access®" to link your relational database tables.

2. Execute the Mail Merge

1

Launch Microsoft Word

Open a new document or a label template.

2

Locate the Mail Merge Menu

  • Word 2007, 2010, and Newer: Navigate to the Mailings tab and select Start Mail Merge.
  • Word 2000 or 2003: Go to Tools > Letters and Mailings > Mail Merge.
3

Connect Your Data Source

Follow the Mail Merge Wizard prompts to select your prepared Excel or Access file. Ensure your connection is active before proceeding.

4

Important: Select the Encoded Macro Field

When inserting merge fields, choose the field containing the barcode macro. Barcodes require specific start/stop characters and checksums that must be encoded before they can be displayed as an image.

5

Apply the Barcode Font

Highlight your inserted merge field, right-click, and select Font. Change the typeface to your specific barcode font (e.g., Code 128, QR Code, or UPC) to transform the text into a scannable barcode.