Using Mail Merge you can print name or address labels for any or all of your Outlook Contacts.
How to use Mail Merge to print labels
Open a new document in Microsoft Word. Then go to 'Tools -> Letters and Mailings -> Mail Merge...'.
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Step 1
A sidebar opens on the right of the document and stays there to help guide you through the process. It follows through six steps. At Step One, select 'labels' then click 'Next: Starting document'.
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Step 2
At Step Two, choose 'Change document layout' then click on 'Label options...'.
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At the label options, choose the label product that matches the labels you are printing to. If the product number for your labels is not in the list, you will need to click 'New label...' and enter the measurements for your labels.
Click 'OK' and then click 'Next: Select recipients' to go to Step Three. |
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Step 3
To choose the contacts, choose 'Select from Outlook contacts' and then click 'Choose Contacts Folder'.
NB: If your contacts are saved in Excel select ‘Use and existing list' |
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Choose the correct Outlook Profile (if you have more than one), then choose a contact list to import. If you have a large number of contacts you can make contact lists specifically for a mail merge e.g. Christmas Cards contacts. |
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A window will open showing the contacts list. Decide which contacts to include in the mail merge by checking or unchecking the boxes next to each contact, then click 'OK'.
Advanced: Double click the top bar of the window (red circle) to maximise it. If you want to sort the contacts before you add them to the labels, click on the column name that you want to sort by e.g. 'Company'. You can also filter the contacts that go to labels by clicking on the arrows in each column name. |
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You are now ready to move to Step 4, so click 'Next: Arrange your labels'. |
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Step 4
To add an address block to each label, click 'Address block...'.
NB: If your contacts are in Excel, it may be easier to use ‘More items…' this gives you a list of the column names in your Excel worksheet. You can then select and re-order the address details as appropriate in the word document. |
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Choose the format for the address block - whether you want to include the company name etc. You can see a preview of how the label will look at the bottom of the window. Click 'OK' when you are happy with the address block. |
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On the sidebar, click 'Update Labels' to copy the address block you just made in the first label to all of them. |
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Once you have updated all the labels, click 'Next: Preview your labels'. |
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Step 5
By now the labels will contain the address details for each contact. If you want to edit them then its best to wait until the end. Click on 'Next: Complete the merge' to go to the last step. |
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Step 6
If you need to edit any of the labels, click on 'Edit individual labels...'.
If you want to send the labels to the printer, click 'Print...'.
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Before the labels are sent to the printer / new document, you can decide which labels you would like to send. Choose to send all of them, just one, or a range of labels (e.g. The first ten labels would be 'From: 1 To: 10'). Click 'OK' and you're done. |
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If you chose to 'Edit individual labels', Word will send them to a new document. It may take a few minutes if there are many labels. Once it has finished you can close the mail merge window and begin editing your new labels document. You can save it too. |
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