How to Use Outlook Information in a Word Document

Use Outlook information in a Word document during the "Mail Merge" process.

Word and Outlook can be used together with the "Mail Merge" feature by using the Outlook contacts as the data source when doing your mail merge. Once the data source is defined, you can add the Outlook contact fields to the labels, preview the changes to the labels, and print the labels by using the "Finish and Merge" option. This option lets you print, email or save your labels once the mail merge is complete.

Instructions

1. Open Word and select the "Mailing" tab. Select "Start Mail Merge" and click "Labels." The "Label Options" dialog box appears. Select the printer and label information. Click "OK" when done. A grid outline appears in the Word document.

2. Click the "Select Recipients" button. Click "Use Outlook Contacts." The "Select Contacts" dialog box appears. Click the contacts folder you want to use. Click the folder and select "OK." The "Mail Merge Recipients" dialog box appears. Review the names in the list. Uncheck any names you do not want included in the mail merge. Click "OK."

3. Click the first label in the grid outline. Select the "Insert Mail Merge" button. Select a field from the list to appear on the label. Add a space or punctuation to the field. Insert additional fields using the "Insert Mail Merge" button. Press the "Enter" key to go to the next line. Preview the label by clicking the "Preview Results" button. Add the fields to the rest of the labels by clicking "Update Labels."

4. Finalize the labels by clicking "Finish and Merge." Click "Edit Individual Documents" and "All." Word opens the labels in a new document.

References

• Microsoft: Use mail merge to create and print letters and other documents