The document provides 14 step-by-step instructions for creating mailing labels from contacts categorized in Microsoft Outlook. The instructions guide the user to select contacts from categories, launch the mail merge tool, choose the label format and printer, preview and adjust the label layout, and print the labels. Following these steps allows users to generate labels directly from categorized Outlook contacts without separating them into separate contact folders first.

1. CREATING
MAILING LABELS
FROM CATEGORIES
By Marsha Mitchell | Technology Coach | Better Homes and Gardens Real Estate Gary

2. 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 Contact
Folders. 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.

3. STEP ONE – Open Outlook and click on CONTACTS

4. STEP TWO – Click CATEGORIES to sort by categories

5. 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

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

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

8. STEP SIX – Click OK

9. STEP SEVEN – Click Cancel

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

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

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

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

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

15. STEP THIRTEEN – CLICK “PREVIEW RESULTS”

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

17. RUN A TEST PAGE ON BLANK PAPER BEFORE USING LABELS TO
MAKE SURE EVERYTHING FITS ON LABELS.
CLICK “FINISH AND MERGE”. Then OK.

18. SELECT YOUR PRINTER AND YOU WILL BE READY TO GO! $$$$
(Check with your office about inserting labels on office printers)