Video Transcript

Hi my name is Dave Casuto, and I am the director of San Francisco Computer Tutors here in San Francisco, California. In this tutorial I'm going to show you how to use Outlook to create labels that you created in Word. So you have all of your addresses in Outlook, but you want to basically be able to send out mailing labels, and just link them up automatically. So how do we do that? The first thing we want to do is go into our contact, we start off in our mail, but we want to go to our contacts so we can see them here. You see I've got three addresses that I want to be able to send, so what you want to do is select all three of them. You select one, hold down control, and then select the other two. Now they are all ready to be sent. So the next step I want to do is go up to tools, and choose mail merge. So once this comes up, once you click on that this new window comes up. So contacts, only selected contacts. Fields to merge, all contact fields. You are basically just agreeing to that. The only thing that you are really going to change in this case is document type, not form letter. But we're going to do a mailing label in this case. So it might be different for you, but we are just going to do mailing labels for this. And now I'm just going to go ahead and click okay. And now it's going to open up Microsoft Word, because that is where it is going to happen. So we get this message, it says, "Outlook created a mail merge document, and repaired your contact data for you. To complete the set up for mail merges, press the set up button in section one of the mail merge helper dialog box, okay. Let's go ahead and see where that is. So now this pops up as soon as I click on that, and says, "Mail document is now available, choose the set up button to lay out your document. Now we don't to click on create, because we have already done that. So we're going to click set up to basically see what we have. Our set up now is going to be what our labels are going to be. So I'm just going to choose some basic labels here. We have Avery, you've got all these other ones that you can choose. We're going to do Avery 5160, which I just lost. So we've got Avery 5160, and then I'm going to click okay. And then I'm going to go ahead and click close. You can see that there is a little activity going on there at the bottom, and now I'm going to go over here. I'm in Windows 2007, let me go ahead and maximize this so we can get a bigger screen here. And what I'm going to do here is I'm going to go up to the top and I'm going to edit recipient list. And you can see here all three of the guys that I've chosen are right there. As you can see there is their address, there is their name, everything is all set. So I'm going to go ahead and click okay. And now just like that, the records pop up for me. Boom, boom, boom. And then we just have to fill in the rest of the data. Now we want to choose address block, this is how we want it to look. This is basically telling the computer that we want to have these different elements, and you have all these different choices. If you have a salutation, if you have something at the end, this is fine so we're going to click okay. And then see address block pops in here. So the next thing we need to do is to update labels, so then they all have address block there next to them. And then finally if you will go to preview results, and then just like that you have got all your different labels that you brought in. Very simple, very easy, but it might take a little bit of practice to get all those steps down. But you have done a pretty remarkable thing, just imagine if you've got hundreds of these how easy that would be just to basically transfer them over to Outlook, not have to type them all in again. So you are all set, good luck.