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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
Did you know that Microsoft Word can create a mail merge from data in your Outlook contacts? That way if you want to create mailing labels or a form letter based on your contacts, you can. This video will show you how to get started with that process. We will need to decide if we want to include all of our contacts or just a subset. If you want to include all of them, then we are ready to move on. But to select only certain contacts, we've got two options: we can click one and then hold down Ctrl while clicking more, or we can create a filter to limit the contacts that are displayed--and that was discussed in the prior video.
Next, we will click on the Mail Merge button from the Home tab of the Ribbon. In the Mail Merge Contacts dialog box, we have got a few things that we are going to want to double-check before clicking OK. First, do we want all contacts in the current view or just the ones that I have currently selected? Note that if you have a filter applied, you are probably going to want all contacts in the current view. But if you have selected one and then Ctrl+Clicked to select additional ones, you are going to want the second option. We are going to merge all contact fields in, not just the ones that we have in our current view.
This way we get access to their address, city, state, ZIP, and everything else. If we have an existing document as a template set up, we can choose it. However, we are going to go ahead and create a brand-new document. And if we wanted to save this data to another file for future use, we could create that file at this time. Finally, since we are were creating a new document, we are going to tell Word exactly what kind of document we will be making: a form letter, labels, envelopes, or a catalog.
When the merged data is passed on to Microsoft Word, you will be able to create your letter or labels through the standard process. The lynda.com library has a variety of titles that explain the Microsoft Word mail merge process in depth, and here you can see the finished product. Our next video explains how to customize the appearance of a business card-- useful when you want to pass it on to someone else via e-mail.
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