Creating a Holiday Card Mail Merge from Exchange Public Folders
In our scenario, all of the contact information to be used for holiday cards bas been placed into a Contact Public Folder in Exchange. The benefit of this is that there is one central location into which all Firm-personnel can copy existing Contacts from their various Outlook Address Books. The processing of the labels can then be centrally managed and protected with permissions.
Also, in our environment, we are using Microsoft Outlook 2003 in conjunction with Microsoft Word 2003. The steps below will be slightly different depending on your versions of these programs.
Following are the steps to take to convert all of the Contacts within the Holiday Card Contacts List into labels:
From within Microsoft Outlook, navigate to and click once on the Contacts Public folder that contains the Contacts for your holiday cards
Check out the instructions for creating a mail merge using MS Office applications.
Join Us for a Webinar on How-to MailMerge
Contact us to sign up for our Lunchtime Holiday Card MailMerge Webinar on Wednesday, October 28th, from 12:30 – 1:30 p.m.
Stacy Fischbach
VP, Business Development
sfischbach@sagesol.com
202-478-7600
From the Menu Bar, choose TOOLS, then MAIL MERGE
The following Dialog will appear. Adjust all options to match those shown here
Don’t Panic! The Dialog that appears is advising you on next steps. This guide will walk you through those steps – click OK
Click SETUP on the Dialog that appears
Choose the appropriate label type, and click OK
Click CLOSE
What appears now is the template for your labels, shown in Microsoft Word.
You should also see a new Toolbar (the Mail Merge toolbar) at the top of the screen, among the other toolbars that you are accustomed to seeing.
On the Merge Toolbar, click on the INSERT ADDRESS BLOCK button
The Dialog that appears allows you to customize the appearance of the labels. Feel free to adjust the settings to suit your needs and click OK
You will be taken back to your label template and you will see “<<Address Block>> inserted into the upper-left grid
On the Merge Toolbar, click on the PROPAGATE LABELS button
This sends the proper commands to your template so that the merged information will flow properly to the document that you are about to generate
What appears is your template, complete with the proper coding for the merge to happen
The time has come ! You are now ready to generate your labels. From the Merge Toolbar, click on the MERGE TO NEW DOCUMENT button
Choose ALL and click OK
A document will be generated which can then be printed onto lablels
We recommend that you save this document, as you may need to re-print
