Using Contacts Category as list for printing labels

[Leslie]

I'm confused on how to import the individuals from a specific category into
mailing labels. What I've done so far: Highlighted the list from a specific
category. I'm using Avery mailing labels and formed a template that says
"New Record" for each of the labels. In Outlook, I clicked on Mail Merge and
specified the Avery label 5160. In the "address block", I determined the
fields needed; i.e. first name, last name, 1st address, city, state, etc. I
cannot figure out how to get the individuals I highlighted in a specific
Outlook Category into the Word doc template. I hope this is clear. Thank
you,

 

[Judy Gleeson \(MVP Outlook\)]

Close Word, open Outlook
Highlight the Contacts as you described
Tools
Mailmerge
To labels
I think you'll kbnow what to do from there - set the type of label etc.

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback through this survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7 settings all Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..

 

[Leslie]

I'm still confused. I can't get the fields to download into the word doc
template. Sorry. I'm using Outlook 2007.

 

[Leslie]

I'm also using Windows Vista Premium in case that helps.

 

[Judy Gleeson \(MVP Outlook\)]

At what point in the setps I described does something go wrong? What result
do you get?

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback through this survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7 settings all Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..

 

[Leslie]

Some of the steps I've taken:
Mail Merge contacts: only selected contacts
Document file: New document
Merge Options: Merge to: Mailing labels
Initializing Word Doc
Word: Click Setup button in Section 1 of the mailmerge helper dialog
1: Main document: Create Mailing Labels
Setup: 5160
2: Date Source: Options are: Create Data Source, Open Data Source, Use
Address Book, Header Options (I've tried to use all of these choices) In
Header Options I removed all fields except FirstName, LastName, Address1,
City, State, Zip. When I tried to Create Data Source??? Open Data
Source???? Use Address Book - didn't bring up my Contacts Category that I'd
highlighted.
3: Merge the data with the document: Merge (is grayed); Query Options button
So, it appears #2 and #3 is where I'm stumped.
Thank you very much.

 

[Judy Gleeson \(MVP Outlook\)]

You have not followed my instructions.
Close Word.
Start in Outlook
Select the Contacts.
Just follow the steps I gave you!

Starting in Word makes it much more difficult than it needs to be. I never
do it that way.

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback through this survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7 settings all Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..

 

[Leslie]

Judy, I did not have Word open. It opened automatically. I'll start again.
Word is closed.
Highlight records from Outlook Category.
Tools, Mail Merge, Mailing Labels, "OK"
Outlook created a mail merge document (Word) and prepared your contact data
for you. To complete the setup for Mailing Labels, press the "Setup" button
in section 1 of the MailMerge helper dialog. Hit "OK".
Label Options: Product number 5160. Hit "OK".
This brings me to the Word Doc.
Hit Edit Recipient List on the ribbon. It brings up the correct list from
my category!!!
Hit "OK"
Then the Word Doc has a blank box in the upper left box (1st label). The
remaining 29 boxes contain the words "NextRecord".
Click on "Address Block" in the ribbon of the Word Doc. It shows the
correct name and format for the 1st individual in my category list!
Hit "OK".
Brings me back to the Word Doc, and the upper left label has the words
"AddressBlock" in it. The remaining 29 labels have "NextRecord". How do I
get the Contacts to populate in the 30 labels of the Word doc?
Thanks for your help and patience.

 

[Judy Gleeson \(MVP Outlook\)]

Press the button to view the records. In 2007 it is Preview results.

Do you get to see all the records? If not, what do you see now?

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback through this survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7 settings all Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..

 

[Leslie]

Judy,
When I preview results, I can individually see each recipient in the upper
left box (label#1). The other 29 boxes are blank. I can hit the forward and
backward arrows to see each individual with address in the category, but
nothing appears in any of the 29 other boxes.
Thank you,
Leslie

 

[Leslie]

And, when I do a "print preview", the screen only shows the one name in the
box #1; all other 29 are blank. Can you help?
Thanks,

 

[Russ Valentine [MVP-Outlook]]

Did you forget to propagate the labels? It is a required and well documented
step when using a mail merge to create labels.
http://support.microsoft.com/?kbid=284401

 

[Leslie]

Sorry, I don't know what "propagate the labels" means; I cannot find the
documentation. Can you help? Thanks, Leslie

--
Leslie

Did you forget to propagate the labels? It is a required and well documented
step when using a mail merge to create labels.
http://support.microsoft.com/?kbid=284401

 

[Russ Valentine [MVP-Outlook]]

I already did. Can you not click on the link I provided?
--
Russ Valentine
[MVP-Outlook]

Sorry, I don't know what "propagate the labels" means; I cannot find the
documentation. Can you help? Thanks, Leslie

--
Leslie

Did you forget to propagate the labels? It is a required and well
documented
step when using a mail merge to create labels.
http://support.microsoft.com/?kbid=284401
--
Russ Valentine
[MVP-Outlook]

And, when I do a "print preview", the screen only shows the one name in
the
box #1; all other 29 are blank. Can you help?
Thanks,
--
Leslie


:

Judy,
When I preview results, I can individually see each recipient in the
upper
left box (label#1). The other 29 boxes are blank. I can hit the
forward
and
backward arrows to see each individual with address in the category,
but
nothing appears in any of the 29 other boxes.
Thank you,
Leslie

--
Leslie


:

Press the button to view the records. In 2007 it is Preview results.

Do you get to see all the records? If not, what do you see now?

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback through this
survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7 settings all
Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..
Judy, I did not have Word open. It opened automatically. I'll
start
again.
Word is closed.
Highlight records from Outlook Category.
Tools, Mail Merge, Mailing Labels, "OK"
Outlook created a mail merge document (Word) and prepared your
contact
data
for you. To complete the setup for Mailing Labels, press the
"Setup"
button
in section 1 of the MailMerge helper dialog. Hit "OK".
Label Options: Product number 5160. Hit "OK".
This brings me to the Word Doc.
Hit Edit Recipient List on the ribbon. It brings up the correct
list
from
my category!!!
Hit "OK"
Then the Word Doc has a blank box in the upper left box (1st
label).
The
remaining 29 boxes contain the words "NextRecord".
Click on "Address Block" in the ribbon of the Word Doc. It shows
the
correct name and format for the 1st individual in my category
list!
Hit "OK".
Brings me back to the Word Doc, and the upper left label has the
words
"AddressBlock" in it. The remaining 29 labels have "NextRecord".
How do
I
get the Contacts to populate in the 30 labels of the Word doc?
Thanks for your help and patience.



--
Leslie


:

Some of the steps I've taken:
Mail Merge contacts: only selected contacts
Document file: New document
Merge Options: Merge to: Mailing labels
Initializing Word Doc
Word: Click Setup button in Section 1 of the mailmerge helper
dialog
1: Main document: Create Mailing Labels
Setup: 5160
2: Date Source: Options are: Create Data Source, Open Data
Source,
Use
Address Book, Header Options (I've tried to use all of these
choices) In
Header Options I removed all fields except FirstName, LastName,
Address1,
City, State, Zip. When I tried to Create Data Source??? Open
Data
Source???? Use Address Book - didn't bring up my Contacts
Category
that
I'd
highlighted.
3: Merge the data with the document: Merge (is grayed); Query
Options
button
So, it appears #2 and #3 is where I'm stumped.
Thank you very much.

--
Leslie


:

I'm still confused. I can't get the fields to download into
the
word
doc
template. Sorry. I'm using Outlook 2007.
--
Leslie


:

Close Word, open Outlook
Highlight the Contacts as you described
Tools
Mailmerge
To labels
I think you'll kbnow what to do from there - set the type of
label
etc.

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback
through
this
survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7
settings
all
Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..
I'm confused on how to import the individuals from a
specific
category
into
mailing labels. What I've done so far: Highlighted the
list
from
a
specific
category. I'm using Avery mailing labels and formed a
template
that says
"New Record" for each of the labels. In Outlook, I clicked
on
Mail
Merge
and
specified the Avery label 5160. In the "address block", I
determined the
fields needed; i.e. first name, last name, 1st address,
city,
state, etc.
I
cannot figure out how to get the individuals I highlighted
in
a
specific
Outlook Category into the Word doc template. I hope this
is
clear.
Thank
you,

 

[Leslie]

The link provided is for Outlook 2002; I have Outlook 2007 and do not see the
Propagation option referred to. I'm also using Windows Vista Premium, if
that makes a difference. I appreciate your response. I am just now back to
my computer, but need to make labels within the next day or two. Thanks,
Leslie

--
Leslie

I already did. Can you not click on the link I provided?
--
Russ Valentine
[MVP-Outlook]

Sorry, I don't know what "propagate the labels" means; I cannot find the
documentation. Can you help? Thanks, Leslie

--
Leslie

Did you forget to propagate the labels? It is a required and well
documented
step when using a mail merge to create labels.
http://support.microsoft.com/?kbid=284401
--
Russ Valentine
[MVP-Outlook]
And, when I do a "print preview", the screen only shows the one name in
the
box #1; all other 29 are blank. Can you help?
Thanks,
--
Leslie


:

Judy,
When I preview results, I can individually see each recipient in the
upper
left box (label#1). The other 29 boxes are blank. I can hit the
forward
and
backward arrows to see each individual with address in the category,
but
nothing appears in any of the 29 other boxes.
Thank you,
Leslie

--
Leslie


:

Press the button to view the records. In 2007 it is Preview results.

Do you get to see all the records? If not, what do you see now?

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback through this
survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7 settings all
Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..
Judy, I did not have Word open. It opened automatically. I'll
start
again.
Word is closed.
Highlight records from Outlook Category.
Tools, Mail Merge, Mailing Labels, "OK"
Outlook created a mail merge document (Word) and prepared your
contact
data
for you. To complete the setup for Mailing Labels, press the
"Setup"
button
in section 1 of the MailMerge helper dialog. Hit "OK".
Label Options: Product number 5160. Hit "OK".
This brings me to the Word Doc.
Hit Edit Recipient List on the ribbon. It brings up the correct
list
from
my category!!!
Hit "OK"
Then the Word Doc has a blank box in the upper left box (1st
label).
The
remaining 29 boxes contain the words "NextRecord".
Click on "Address Block" in the ribbon of the Word Doc. It shows
the
correct name and format for the 1st individual in my category
list!
Hit "OK".
Brings me back to the Word Doc, and the upper left label has the
words
"AddressBlock" in it. The remaining 29 labels have "NextRecord".
How do
I
get the Contacts to populate in the 30 labels of the Word doc?
Thanks for your help and patience.



--
Leslie


:

Some of the steps I've taken:
Mail Merge contacts: only selected contacts
Document file: New document
Merge Options: Merge to: Mailing labels
Initializing Word Doc
Word: Click Setup button in Section 1 of the mailmerge helper
dialog
1: Main document: Create Mailing Labels
Setup: 5160
2: Date Source: Options are: Create Data Source, Open Data
Source,
Use
Address Book, Header Options (I've tried to use all of these
choices) In
Header Options I removed all fields except FirstName, LastName,
Address1,
City, State, Zip. When I tried to Create Data Source??? Open
Data
Source???? Use Address Book - didn't bring up my Contacts
Category
that
I'd
highlighted.
3: Merge the data with the document: Merge (is grayed); Query
Options
button
So, it appears #2 and #3 is where I'm stumped.
Thank you very much.

--
Leslie


:

I'm still confused. I can't get the fields to download into
the
word
doc
template. Sorry. I'm using Outlook 2007.
--
Leslie


:

Close Word, open Outlook
Highlight the Contacts as you described
Tools
Mailmerge
To labels
I think you'll kbnow what to do from there - set the type of
label
etc.

Regards

Judy Gleeson
MVP Outlook

If you have 2 minutes I would appreciate some feedback
through
this
survey
link.
http://www.surveymonkey.com/s.aspx?sm=6BcZ_2fDS9y_2fwsicQUr5wGQQ_3d_3d


www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7
settings
all
Outlook
2003 users should change" at www.pragmatix.com.au

SOON!
launching in August 2008:
www.executiveassistantsonline.com

..
I'm confused on how to import the individuals from a
specific
category
into
mailing labels. What I've done so far: Highlighted the
list
from
a
specific
category. I'm using Avery mailing labels and formed a
template
that says
"New Record" for each of the labels. In Outlook, I clicked
on
Mail
Merge
and
specified the Avery label 5160. In the "address block", I
determined the
fields needed; i.e. first name, last name, 1st address,
city,
state, etc.
I
cannot figure out how to get the individuals I highlighted
in
a
specific
Outlook Category into the Word doc template. I hope this
is
clear.
Thank
you,

 

[Gordon]

You have not followed my instructions.
Close Word.
Start in Outlook
Select the Contacts.
Just follow the steps I gave you!

I'm having a similar but (slightly different) problem.
Word closed.
In Outlook I select the category. I do Tools-Mail Merge - Only selected
Contacts - New Document - merge options - Document Type-Mailing Labels.
A blank Word Document opens with the dialog box "Outlook created a mailmerge
document and prepared your contact data for you. To complete the setup for
Mailing Labels press the "Setup" button in section 1 of the of the
Mailmerger Helper Dialog. OK"
Click on OK and the Mailmerger Helper Dialog appears. Click on "Setup" and
the label chooser box appears. Choose the label, click on OK and NOTHING
happens. It just returns to a blank page.......

 

[Russ Valentine [MVP-Outlook]]

After you choose your label type, you close the Mail Merge Helper and switch
to the Mail Merge Toolbar to complete the rest of the steps.

 

[Gordon]

I'm confused on how to import the individuals from a specific category
into
mailing labels. What I've done so far: Highlighted the list from a
specific
category. I'm using Avery mailing labels and formed a template that says
"New Record" for each of the labels. In Outlook, I clicked on Mail Merge
and
specified the Avery label 5160. In the "address block", I determined the
fields needed; i.e. first name, last name, 1st address, city, state, etc.
I
cannot figure out how to get the individuals I highlighted in a specific
Outlook Category into the Word doc template. I hope this is clear. Thank
you,

here's how I've worked out how to do it:
Close Word.
In Outlook select the Category of Contacts.
Do Tools-Mail Merge. In the Mail Merge dialog box select Mailing Labels
under Mail Merge Options-Document Type.
Click OK.
Word opens with a dialog box that says: " Outlook created a mailmerge
document and prepared your contact data for you. To complete the setup for
Mailing Labels press the "Setup" button in section 1 of the of the
Mailmerger Helper Dialog. OK"
Click on OK. The Mailmerger Helper dialog box appears.
Click on "Setup". Choose the label. Click OK and then Close.
In the Mailings Tab in Word click on "Address Block". Make your choices and
click on OK.
Then, click on "Update Labels".
If you then do a Preview you should see all your label data one by one.
Then click on "Finish and Merge"

HTH