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Q: How do i print labels from ms outlook? ( Answered 1 out of 5 stars,   1 Comment )
Subject: How do i print labels from ms outlook?
Category: Computers > Internet
Asked by: headsetsdotcom-ga
List Price: $10.00
Posted: 14 Jan 2003 11:44 PST
Expires: 13 Feb 2003 11:44 PST
Question ID: 142604
i want to print labels for 700 contacts in MS Outlook (Outlook is the
full version, NOT outlook express). this is on Windows platform. 
Please can I really need to print on Avery 5160's. (30 to a page).

Request for Question Clarification by tar_heel_v-ga on 14 Jan 2003 11:57 PST
Do you have MS Word?

Clarification of Question by headsetsdotcom-ga on 14 Jan 2003 12:29 PST
Yes, but the thought of putting it into work and formatting it kills
it for me.  I know I can export and then manipulate but there must be
an easy way to do it straight from Outlook? That's what i'm after. 

Request for Question Clarification by tar_heel_v-ga on 14 Jan 2003 12:40 PST
Would you consider a third party product?  I have one that has a free
trial and is $34.95 to purchase.  Also, what version of Outlook are
you using?


Request for Question Clarification by tar_heel_v-ga on 14 Jan 2003 12:46 PST
Actually, there is a way you can export the contact information in
Outlook and then do a mail merge in MS Word to create labels.  If this
solution will meet your needs, let me know and I can give it to you. 
You will only have to set up the fields you want on the label.  There
will be no data manipulation required.

Subject: Re: How do i print labels from ms outlook?
Answered By: nishka-ga on 24 Jan 2003 23:38 PST
Rated:1 out of 5 stars
Hello headsetscom!

You asked what is the easiest way to output labels from Microsoft
Outlook.  I experimented with a number of different scenarios,
including export the data into Access, but I found the easiest (and
fastest) method to be with Word (no formatting required).  Here's what
I did (In Office 2000, but XP should be similar):

1.  Open a blank document in Microsoft Word.

2.  Click on Tools -> Mail-Merge

3.  Click on the 'create' button, and select mailing labels.  I like
to dump my merges into new documents, so I also clicked on the 'new
main document.'

4.  Next we're going to click 'Get Data' underneath the data source

5.  Click 'Use Address Book' and a window will pop up with a few

6.  I selected 'Outlook Address Book' and clicked ok.

7.  A window will appear which says 'Word needs to set up your main
document...'  Click on the button to set up main document (like we
have a choice! :)     )

8. Next you'll be presented with an extensive list of avery label
formats.  Make sure the printer information is set to 'laser and ink
jet' and then scroll down the product number box until we find 5160. 
When you find it, click on 5160 and click ok.  A second window will
now pop up.

9.  Next we'll design the label format.  Click on the 'insert merge
field' button, and a list of all of your Outlook fields will appear. 
I started with 'first_name' followed by hitting the space bar, and
then adding 'last_name.'  I hit enter and then selected the
'postal_address' field, followed by the enter key again.  I then
selected 'city', added a comma and a space, and then selected state. 
I then entered another space, and then selected the 'postal_code'
field.  I then clicked the 'ok' button to return to the

10.  Click on merge, and you should be presented with a 'merge'
window.  'New document' should be selected in the drop down menu, and
all you'll need to do now is click 'merge' to create your label
document.  Load up your printer with labels, and select print. 
Everything should come right out!

11 (optional):  If you'd like to exclude blank addresses, you can
click on the query options button.  In the query screen that follows,
I selected postal_address under 'field', and then selected 'is not
blank' from the comparison drop down.

This quick and easy method should easily get you printing your labels
from Outlook.  Should you run into any problems, please feel free to
post a clarification request.


headsetsdotcom-ga rated this answer:1 out of 5 stars
Nishka, thanks for the effort, but per my earlier clarification, I
don't want to export to Word, or any other program.

Subject: Re: How do i print labels from ms outlook?
From: pinkygigglehiney-ga on 02 Feb 2005 07:39 PST
While the initial inquisitor was not happy with your response, I have
to say that your answer was right on and helped me get to printing my
labels very quickly. Thanks!

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