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USING OUTLOOK FOR MASS MAILINGS

If your business keeps its contacts in Microsoft Outlook, you can easily use Outlook to send out any mass mailings (holiday cards, newsletters, etc.) to clients, vendors, etc. Don't be intimidated by the number of steps, it is an easy process.

To Create a new Contact:

1. Open Outlook
2. When creating a new contact, fill in as many fields as possible.
3. When you are finished inputting all information, look at the bottom of the Contact where it lists "Contacts" and "Categories".
4. Click on the "Categories" field. A box will pop up listing several categories to choose from. If you want the Contact to receive a Christmas (or other holiday) card, click on "Holiday Cards".
5. You will note Holiday Cards appears in the "Category" field.

To Create the labels from the Outlook Contact list:

1. Open Outlook
2. Click on "Find" on the toolbar.
3. In the field labeled "Look For", type Holiday Cards. Click "Find Now". That will bring up all contacts with Holiday and Holiday Cards listed in the category.
4. Go to "Tools" (still in Outlook) and click on "Mail Merge".
5. Under Contacts, select "All Contacts in Current View". Under "Document File", select "New Document" under "Contact Data File", leave unselected. Under "Merge Options/Document Type", select "Mailing Labels". Click OK.
6. Click OK on window that pops up.
7. Mail Merge Helper window opens. Under Main Document, click on "Set Up".
8. Label Options window opens. Select your label size and click OK.
9. Click Close.
10. On toolbar (this is now Word toolbar), click on "Table", "Autofit", then "Autofit to Window".
11. On the Mail Merge toolbar, click on "Insert Merge Fields" (this is just to the left of Insert Word Field).
12. A list will pop up. Choose "Full Name" and click "Insert". Choose "Company" and click "Insert". Choose "Mailing Address" and click "Insert". Close window.
13. Click on "Mailing Address" and hit Return to place it on next line. Click on "Company" and hit Return to place it on next line. (Make sure to include the << code.) 14. Hit Return after "Mailing Address".
15. On Mail Merge toolbar click on Propagate Labels (to the right of 2 white squares with arrows pointing to each other).
16. On Mail Merge toolbar, click on "Merge to New Document" (4 icons from the right).
17. Merge to New Document window appears. Check All and hit OK.

The McKee Company || P.O. Box 22996 || Denver, CO 80222 || (303) 719-2154