CREATING MAILING LABELS

FROM CATEGORIES

By Marsha Mitchell | Technology Coach | Better Homes and Gardens Real Estate Gary Greene

CREATING MAILING LABELS FROM CATEGORIES

GETTING STARTED

These instructions are for generating mailing labels from the DESKTOP version of Outlook and will not apply to the web based email.

1. Make sure you have your contacts entered as desired. You will have a choice as to how to display the names – but make sure all contacts have consistent entries. For example, is the spouse’s name entered under Spouse – or with the Full name such as Mickey and Minnie Mouse.

2. Make sure the address you want to use is checked as the MAILING ADDRESS.

3. If you are selecting names from Categories, make sure everyone is in the right category.

These instructions are provided because many of the built in Wizards only apply to ContactFolders. This process will allow you to select desired contacts from Outlook – and then create labels for those – without having to separate them into Contact Folders.

STEP ONE – Open Outlook and click on CONTACTS

STEP TWO – Click CATEGORIES to sort by categories

STEP THREE – Highlight the contacts you wish to include in the merge

Note: You can use the SHIFT key or CTRL key to select names

STEP FOUR – Click “Tools” and then “Mail Merge”

STEP FIVE – Change 2 items as needed A. Only Selected Contacts B. Mailing Labels and then OK

STEP SIX – Click OK

STEP SEVEN – Click Cancel

STEP EIGHT – Click “Start Mail Merge” and then “Labels”

STEP NINE – Select desired Label Format – usually Avery 5160 and then OK

STEP TEN – To sort Labels – click on EDIT RECIPIENT LIST and click the column you wish to sort by. Then OK

STEP ELEVEN – Click “ADDRESS BLOCK” and select the format desired for the label. Then OK

STEP TWELVE – Click “UPDATE LABELS BLOCK” to populate the labels with selected information.

STEP THIRTEEN – CLICK “PREVIEW RESULTS”

STEP FOURTEEN – CLICK “PAGE LAYOUT” TO CHANGE FONTS, MARGINS ETC

RUN A TEST PAGE ON BLANK PAPER BEFORE USING LABELS TO MAKE SURE EVERYTHING FITS ON LABELS.

CLICK “FINISH AND MERGE”. Then OK.

SELECT YOUR PRINTER AND YOU WILL BE READY TO GO! $$$$

(Check with your office about inserting labels on office printers)