Microsoft Small Business Server 2000 - Part 11

by Andy Goodman

Andy Goodman's latest Small Business Server 2000 tutorial offers a step-by-step guide to creating labels in Outlook. This process can be followed for any project that must be merged from filtered Outlook data.

Creating Labels From Outlook

This process can be used for any project that needs to be merged from filtered Outlook data. For example purposes, we will use Christmas labels.

First, go to the standard Contacts View in Outlook.

Now click View, Current View, Xmas
(If it does not exist, go to the Create View page at the end of this article.)

Hit <Ctrl> + A, which will select all the contacts that fit into our filter.

Click Tools, Mail Merge.

Select Only selected contacts and set the document type to Mailing Labels.

Click Complete Setup.

Click on the Setup button.

Pick your label stock from the list.

And click Close at the bottom of the window.

Next, click the Insert Merge Fields button.

Now insert the Fields you will use.

I like User_Field_1, which is where I put the heading for my labels (you can find it under All Fields when you are editing or adding contact info), such as The HandyAndy Clan or the Goodman Family. This little trick solves the problem caused by the multiple name fields that Outlook uses.

I also use the Mailing_Address field, as it saves having to do the address lines individually.


Once you have a label set up the way you like, you need to tell Outlook to Propagate Labels.

Click the Merge to New Document button.

Now tell Outlook to use All records, as we did when filtering with the view.

And finally, assuming you like what you see, Print the Labels.

Creating a View

To remain consistent with the main body of this article, we will stick with our Christmas label example and explain how to set up an "Xmas" view.

To create the filtering view from the Contact View in Outlook, click on View, Current View, Define Views.

Next, click the New button.

Name your view and select Card.

Click the Fields button.

Select Miscellaneous field from the drop-down list.

Highlight User_Field_1 and click Add.

If you want your Company name on the label, it must be added at this time.

If you do add the Company field and want it to appear toward the top of the list, use the Move Up button to maneuver it.

Now click the Filter button.

Go to the More Choices tab, click the Categories button, and select the category by which to filter.

I like to add my own category called 1 Xmas Card, but you can use Holiday Cards if you prefer.

Of course, you now have to go through your contacts and assign this category to the contacts for whom you want to make labels.

Finally, just click OK on each of the three open windows on your way out, and then click Close on the define Views for Contacts window

Now you're ready to return to the Creating Labels section of the article.

This article was originally published on Saturday Jan 11th 2003
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