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In Word 2007: Creating Envelopes and Labels, instructor David Rivers shows how to use Microsoft Word to address, format, and print envelopes and labels. Whether to a single recipient or multiple addresses, timesaving techniques are shown that result in crisp and elegant correspondence. This course covers how to create a recipient list within Word or retrieve an existing contact list from Outlook, and then use the list in Mail Merge to address labels or envelopes. Other topics include customizing labels with graphics, printing electronic postage, and dealing with common printing errors. Exercise files accompany the course.
If you're one of those people who uses Microsoft Outlook to store your contact information, you'll be glad to know you can use these contacts in Microsoft Word as a recipient list. So, we'll flip over to Microsoft Word. You can have any document on your screen, whether it's a label, an envelope or a new blank document like I have in front of me. We'll go up to the Mailings tab and we'll Select Recipients. Now, you'll notice the third option is to Select from Outlook Contacts. When you select this, you'll see a list of the different contacts you can choose from. If you're only using one contact file, it appears selected, just click OK and you'll see a list of those contacts displayed in the Mail Merge Recipients dialog box.
So, of course, from here, if you wanted to deselect anybody, you didn't want to use them in the Mail Merge, you could do so by deselecting their checkbox. The only difference using Microsoft Outlook contacts is if you need to edit the list, if you want to change names, addresses, when you click the Contacts under Data Source, notice you cannot edit from within Microsoft Word. You'll have to do it in Outlook. When you do it in Outlook, you'll have to come back here and refresh the list to get the latest changes. Once you've got them, click OK, and you've now selected your recipient list.
If you go to Edit Recipient List now from the Ribbon, you'll see the exact same thing. You have to go into Outlook to make any changes, but here's where you can go to make changes to the actual contacts you want to use in the upcoming mail merge. So, when you click OK, you're ready to go with your Outlook contacts selected as your recipient list.
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