The mail merge feature is a great time saving tool. Merging can be done from software programs such as Microsoft Word, Excel, Access and Outlook.
Outlook's Contacts can be set up with a wide variety of information even user defined fields. All of these fields can be used in a mail merge. Before starting the mail merge, you may want to read Mail Merge by the Numbers, Quick Tip – Contacts by Category and Quick Tip – Customize Your Contacts.
- Open Microsoft Word
- Turn on the Mail Merge toolbar by clicking on View, Toolbars, Mail Merge
- Assign a number to each icon starting on the left, 1, 2, 3...
- Open Outlook
- Click on Contacts
- Select all
- Click on Tools
- Mail Merge
- Only selected contacts
- All contact fields
- New document, OK
- Click on OK to the Setup question
- Click on #1 - Setup, this should open automatically
- Close the dialog box
- Click on Mail Merge Recipients #3, you should see the list of names
- Click on Insert Address Block #4
- Insert any other fields you may need #6
- Format labels – font, size and color
- Propagate labels by clicking on #11
- Merge to new document #19
- Place labels into your printer and print
Mail merge is a very versatile tool. Use it for form letters, envelopes, labels and memos. All of the Outlook fields can be inserted into your file including user defined fields. You can even create your own merge type document where you need a lot of the repetitive data. If you need to build a database in Excel, start with the Outlook Contacts, and then add your fields.
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The copyright of the article Merge Labels from Outlook Contacts in Computer Software is owned by Sharon Koss. Permission to republish Merge Labels from Outlook Contacts in print or online must be granted by the author in writing.
