printing labels from Oulook 2003 contacts

[John Nasta]

I am finding it impossible to print a mailing label from a contact in
Outlook 2003. This used to be so easy w/ Outlook 2000...


From Outlook 2003:

I filter to the contact I want

I click Tools > Mail Merge

Under Contact I leave "all contacts in current view" checked and under
Fields to Merge I check "contact fields in current view"

(this is already a major difference from Outlook 2000, which had a "field
chooser" rather than relying on the user to customize the current view
before starting the merge)

Under Document File I leave "new document" checked

Under Merge Options I choose Mailing Labels as the doc type and New Document
under "Merge to"

MS Word 2003 creates a new document

Under Main Document > Create I choose "Mailing Labels" (again)

Under Setup I choose my Avery label type

Under Data Source I don't change anything

No matter what I do from here, the Merge button stays grayed out and I can't
continue.


From Word 2003:

I click Tools > Letters & Mailings > Mail Merge

Under "Select Document Type" I choose Labels

Under "Select Starting Document" I leave "Change Document Layout" checked

Under "Label Options" I choose my label type

Under "Select Recipients" I choose "Select from Outlook Contacts"

I click "Choose Contacts Folder"

It shows me a list of three folders, none of which are the folder that
contains the contact I'm trying to send a label to. There is no option to
browse to the correct folder or add a folder to the list.

And once again I can't continue.


So how do you successfully print a mailing label from an Outlook contact
with Office 2003?

Thanks

 

[Russ Valentine [MVP-Outlook]]

In all current versions you use the mail merge helper ONLY to select your
label type. After that you must dismiss it and use the Mail merge toolbar to
complete the merge, including an extra step called "propagate labels."

 

[John Nasta]

Thanks Russ,

I still can't make it work. What's supposed to happen after I hit Propagate
Labels? If I choose Merge To Printer my printer makes some noises but
doesn't feed any paper or print anything. I tried inserting the merge fields
individually and also as an "address block" There's nothing wrong with the
printer. I can get it to print a document showing the merge fields. I just
can't get it to print something that shows the merge data.

Also, I am trying to print only one label. How do I tell it which column and
row to print on?

John

In all current versions you use the mail merge helper ONLY to select your
label type. After that you must dismiss it and use the Mail merge toolbar to
complete the merge, including an extra step called "propagate labels."

--
Russ Valentine
[MVP-Outlook]

I am finding it impossible to print a mailing label from a contact in
Outlook 2003. This used to be so easy w/ Outlook 2000...


From Outlook 2003:

I filter to the contact I want

I click Tools > Mail Merge

Under Contact I leave "all contacts in current view" checked and under
Fields to Merge I check "contact fields in current view"

(this is already a major difference from Outlook 2000, which had a "field
chooser" rather than relying on the user to customize the current view
before starting the merge)

Under Document File I leave "new document" checked

Under Merge Options I choose Mailing Labels as the doc type and New
Document
under "Merge to"

MS Word 2003 creates a new document

Under Main Document > Create I choose "Mailing Labels" (again)

Under Setup I choose my Avery label type

Under Data Source I don't change anything

No matter what I do from here, the Merge button stays grayed out and I
can't
continue.


From Word 2003:

I click Tools > Letters & Mailings > Mail Merge

Under "Select Document Type" I choose Labels

Under "Select Starting Document" I leave "Change Document Layout" checked

Under "Label Options" I choose my label type

Under "Select Recipients" I choose "Select from Outlook Contacts"

I click "Choose Contacts Folder"

It shows me a list of three folders, none of which are the folder that
contains the contact I'm trying to send a label to. There is no option to
browse to the correct folder or add a folder to the list.

And once again I can't continue.


So how do you successfully print a mailing label from an Outlook contact
with Office 2003?

Thanks

 

[Russ Valentine [MVP-Outlook]]

You're only trying to print one label? Why would you use a mail merge for
only one label? Use Word's Envelope and label Wizard.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ,

I still can't make it work. What's supposed to happen after I hit
Propagate
Labels? If I choose Merge To Printer my printer makes some noises but
doesn't feed any paper or print anything. I tried inserting the merge
fields
individually and also as an "address block" There's nothing wrong with the
printer. I can get it to print a document showing the merge fields. I just
can't get it to print something that shows the merge data.

Also, I am trying to print only one label. How do I tell it which column
and
row to print on?

John

In all current versions you use the mail merge helper ONLY to select your
label type. After that you must dismiss it and use the Mail merge toolbar to
complete the merge, including an extra step called "propagate labels."

--
Russ Valentine
[MVP-Outlook]

I am finding it impossible to print a mailing label from a contact in
Outlook 2003. This used to be so easy w/ Outlook 2000...


From Outlook 2003:

I filter to the contact I want

I click Tools > Mail Merge

Under Contact I leave "all contacts in current view" checked and under
Fields to Merge I check "contact fields in current view"

(this is already a major difference from Outlook 2000, which had a "field
chooser" rather than relying on the user to customize the current view
before starting the merge)

Under Document File I leave "new document" checked

Under Merge Options I choose Mailing Labels as the doc type and New
Document
under "Merge to"

MS Word 2003 creates a new document

Under Main Document > Create I choose "Mailing Labels" (again)

Under Setup I choose my Avery label type

Under Data Source I don't change anything

No matter what I do from here, the Merge button stays grayed out and I
can't
continue.


From Word 2003:

I click Tools > Letters & Mailings > Mail Merge

Under "Select Document Type" I choose Labels

Under "Select Starting Document" I leave "Change Document Layout" checked

Under "Label Options" I choose my label type

Under "Select Recipients" I choose "Select from Outlook Contacts"

I click "Choose Contacts Folder"

It shows me a list of three folders, none of which are the folder that
contains the contact I'm trying to send a label to. There is no option to
browse to the correct folder or add a folder to the list.

And once again I can't continue.


So how do you successfully print a mailing label from an Outlook
contact
with Office 2003?

Thanks

 

[John Nasta]

Hi Russ,

Why, you ask? Because the contact information is stored in Outlook. Why
would I want to have to re-type it or manually copy & paste it into Word?

I used to be able to do this with Office2000. I hate to think that this
functionality is lost.

Scenario:

I am on the phone cold-calling a prospective client and they say "Sure, I'm
interested! Send me some information!"

Great! Now how do I print a label to this person based on their contact
data, which I have meticulously stored in MS Outlook?

With Outlook 2000, I would simply print a label only to the selected
contact. It actually worked quite nicely. Can I really no longer do this?

Thanks,
John

You're only trying to print one label? Why would you use a mail merge for
only one label? Use Word's Envelope and label Wizard.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ,

I still can't make it work. What's supposed to happen after I hit
Propagate
Labels? If I choose Merge To Printer my printer makes some noises but
doesn't feed any paper or print anything. I tried inserting the merge
fields
individually and also as an "address block" There's nothing wrong with the
printer. I can get it to print a document showing the merge fields. I just
can't get it to print something that shows the merge data.

Also, I am trying to print only one label. How do I tell it which column
and
row to print on?

John

In all current versions you use the mail merge helper ONLY to select your
label type. After that you must dismiss it and use the Mail merge

toolbar
to

complete the merge, including an extra step called "propagate labels."

--
Russ Valentine
[MVP-Outlook]
I am finding it impossible to print a mailing label from a contact in
Outlook 2003. This used to be so easy w/ Outlook 2000...


From Outlook 2003:

I filter to the contact I want

I click Tools > Mail Merge

Under Contact I leave "all contacts in current view" checked and under
Fields to Merge I check "contact fields in current view"

(this is already a major difference from Outlook 2000, which had a "field
chooser" rather than relying on the user to customize the current view
before starting the merge)

Under Document File I leave "new document" checked

Under Merge Options I choose Mailing Labels as the doc type and New
Document
under "Merge to"

MS Word 2003 creates a new document

Under Main Document > Create I choose "Mailing Labels" (again)

Under Setup I choose my Avery label type

Under Data Source I don't change anything

No matter what I do from here, the Merge button stays grayed out and I
can't
continue.


From Word 2003:

I click Tools > Letters & Mailings > Mail Merge

Under "Select Document Type" I choose Labels

Under "Select Starting Document" I leave "Change Document Layout" checked

Under "Label Options" I choose my label type

Under "Select Recipients" I choose "Select from Outlook Contacts"

I click "Choose Contacts Folder"

It shows me a list of three folders, none of which are the folder that
contains the contact I'm trying to send a label to. There is no

option
to

browse to the correct folder or add a folder to the list.

And once again I can't continue.


So how do you successfully print a mailing label from an Outlook
contact
with Office 2003?

Thanks

 

[Russ Valentine [MVP-Outlook]]

I don't understand your question Nothing has changed. Who said anything
about cutting and pasting? The feature is the same as always in Word: Tools

Letters and Mailing > Envelopes and Labels...

--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Why, you ask? Because the contact information is stored in Outlook. Why
would I want to have to re-type it or manually copy & paste it into Word?

I used to be able to do this with Office2000. I hate to think that this
functionality is lost.

Scenario:

I am on the phone cold-calling a prospective client and they say "Sure,
I'm
interested! Send me some information!"

Great! Now how do I print a label to this person based on their contact
data, which I have meticulously stored in MS Outlook?

With Outlook 2000, I would simply print a label only to the selected
contact. It actually worked quite nicely. Can I really no longer do this?

Thanks,
John

You're only trying to print one label? Why would you use a mail merge for
only one label? Use Word's Envelope and label Wizard.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ,

I still can't make it work. What's supposed to happen after I hit
Propagate
Labels? If I choose Merge To Printer my printer makes some noises but
doesn't feed any paper or print anything. I tried inserting the merge
fields
individually and also as an "address block" There's nothing wrong with the
printer. I can get it to print a document showing the merge fields. I just
can't get it to print something that shows the merge data.

Also, I am trying to print only one label. How do I tell it which
column
and
row to print on?

John


In all current versions you use the mail merge helper ONLY to select your
label type. After that you must dismiss it and use the Mail merge toolbar
to
complete the merge, including an extra step called "propagate labels."

--
Russ Valentine
[MVP-Outlook]
I am finding it impossible to print a mailing label from a contact in
Outlook 2003. This used to be so easy w/ Outlook 2000...


From Outlook 2003:

I filter to the contact I want

I click Tools > Mail Merge

Under Contact I leave "all contacts in current view" checked and under
Fields to Merge I check "contact fields in current view"

(this is already a major difference from Outlook 2000, which had a
"field
chooser" rather than relying on the user to customize the current view
before starting the merge)

Under Document File I leave "new document" checked

Under Merge Options I choose Mailing Labels as the doc type and New
Document
under "Merge to"

MS Word 2003 creates a new document

Under Main Document > Create I choose "Mailing Labels" (again)

Under Setup I choose my Avery label type

Under Data Source I don't change anything

No matter what I do from here, the Merge button stays grayed out and I
can't
continue.


From Word 2003:

I click Tools > Letters & Mailings > Mail Merge

Under "Select Document Type" I choose Labels

Under "Select Starting Document" I leave "Change Document Layout"
checked

Under "Label Options" I choose my label type

Under "Select Recipients" I choose "Select from Outlook Contacts"

I click "Choose Contacts Folder"

It shows me a list of three folders, none of which are the folder that
contains the contact I'm trying to send a label to. There is no option
to
browse to the correct folder or add a folder to the list.

And once again I can't continue.


So how do you successfully print a mailing label from an Outlook
contact
with Office 2003?

Thanks

 

[Brian Tillman]

Why, you ask? Because the contact information is stored in Outlook.
Why would I want to have to re-type it or manually copy & paste it
into Word?

I used to be able to do this with Office2000. I hate to think that
this functionality is lost.

Scenario:

I am on the phone cold-calling a prospective client and they say
"Sure, I'm interested! Send me some information!"

Great! Now how do I print a label to this person based on their
contact data, which I have meticulously stored in MS Outlook?

With Outlook 2000, I would simply print a label only to the selected
contact. It actually worked quite nicely. Can I really no longer do
this?

It's a Word function now. Start Word, click the Mailings menu, then "Start
Mail Merge" on the ribbon, then "Labels" (or Envelopes, if that's what you
want).

 

[John Nasta]

Thanks Brian but that doesn't seem to work either. This is what happens w/
Word:

I click Tools > Letters & Mailings > Mail Merge

Under "Select Document Type" I choose Labels

Under "Select Starting Document" I leave "Change Document Layout" checked

Under "Label Options" I choose my label type

Under "Select Recipients" I choose "Select from Outlook Contacts"

I click "Choose Contacts Folder"

It shows me a list of three (what seem to be randomly chosen) folders, none
of which is the folder that contains the contact I'm trying to send the
label to. There is no option to browse to the correct folder or add a folder
to the list.

I don't always send just one label. Sometimes I pick a zip code, send a
mailing to all of my contacts in that zip code, and then make followup
calls. So far I can't find any way to do any of this with Word 2003. I used
to be able to do all of this with Office 2000.

Thanks,
John Nasta

 

[John Nasta]

Ok, this gets me much closer...


In Outlook, I filter to the contacts I want to send labels to.

Click Tools > Mail Merge

Leave everything on the next screen alone except for setting the Document
Type to Mailing Labels

Check Main Document > Setup to see that correct label type is chosen, then
click Close

On the MailMerge menu bar, click "Insert Address Block" icon (it
automatically matches all the fields), click OK

Click Propagate Labels

Click Merge To Printer

Only problem here is that it doesn't insert the delivery point barcode or
have a way to add it as a field

If I am only printing one label, I don't need to click Propagate Labels, and
if I want to print that label in a particular row & column, I can click
"View Merged Data", then copy & paste the info to that spot and print.

If you can tell me how to get the delivery point barcode in there, I'll be
all set.


Thanks,
John Nasta

 

[Brian Tillman]

Ok, this gets me much closer...

I've never done mailing labels before. Does anything here help?
http://support.microsoft.com/kb/294684

 

[Brian Tillman]

Ok, this gets me much closer...

Here are a couple of other things to read:
http://support.microsoft.com/kb/826838
http://office.microsoft.com/en-us/word/HA011903941033.aspx
http://office.microsoft.com/en-us/word/HA102264141033.aspx
<http://blogs.msdn.com/microsoft_off...let-the-table-fool-you-mail-merge-labels.aspx>

 

[John Nasta]

Thanks Brian. I will check these links out.

When trying to go from MS Word, it actually doesn't show three "randomly
chosen" folders as I said earlier. It shows only the first three and no
others. This appears to be a bug in the program.

When going from Outlook, it works fine except that it is not giving me an
option to add the delivery point barcode the way that I used to in Outlook
2000. This may also be a bug in the program.

I'll see what's in these pages you sent but if you have contact with
Microsoft or work there, please ask them to check into what appears to be a
couple of bugs. Maybe they can make a patch to fix it/them.

Thanks,
John Nasta

 

[John Nasta]

p.s. Actually I was right the first time. It's not the first three. I don't
see any rhyme or reason to why it chooses to show the folders that it does.

Thx

 

[John Nasta]

p.p.s. I can insert the delivery point barcode when I start from MS Word, so
if I can get Word to recognize the rest of my folders somehow, that would
solve my problem.

I just created a new folder and moved contacts into it and it recognizes it
and the merge works just fine. I guess I will have to do that for all of my
folders. The folders that it is not recognizing were imported from Outlook
2000. That is the only reason I can think of that it is not recognizing
them. Hopefully this is the solution though.



Still haven't found a way to add the barcode when starting the merge from
Outlook. That seems like it may be a bug.
Maybe this page has the answer:

http://office.microsoft.com/en-us/word/HP051862051033.aspx?pid=CH061047251033

I don't know how/where I would insert the code though.

The rest of the mail merge feature works fine when initiated from Outlook.
Unfortunately this is the more intuitive place to begin from since I am
generally working with contacts when I want to generate labels (i.e. calling
them and then making a label if they say they want info). From there I can
just click the contact record and generate a label only to the selected
contact or I can filter the database first and then generate the labels.
Editing the recipient list when you start from Word is a bit less
convenient.

Anyway, on to greater challenges...

Thanks

 

[Brian Tillman]

p.p.s. I can insert the delivery point barcode when I start from MS
Word, so if I can get Word to recognize the rest of my folders
somehow, that would solve my problem.

I just created a new folder and moved contacts into it and it
recognizes it and the merge works just fine. I guess I will have to
do that for all of my folders. The folders that it is not recognizing
were imported from Outlook 2000.

Right-click each of those folders, choose Properties, select the Outlook
Address Book tab, and make sure "Show this folder as an e-mail Address Book"
is checked.

There's never a reason to export/import when moving data from one Outlook to
another and, in fact, it's deleterious.

 

[John Nasta]

There is if you have two computers.

 

[John Nasta]

I think that probably was the problem but creating new folders and moving
the contacts into them fixed it.

Thanks

 

[Brian Tillman]

There is if you have two computers.

Not then, either.

 

[John Nasta]

Really? Is there a better way of getting the data from one machine to the
other?

 

[Brian Tillman]

Really? Is there a better way of getting the data from one machine to
the other?

Simply copy the existing PST and reuse it in the other Outlook.