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| Create Contacts folder categories for mail merge |
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If you're like most people, you have a lot of items in your Contacts folder--including people and groups that you sometimes need to contact by snail mail. The next time you need to send a mass mailing, or even if you need to contact a large group of people just once, save yourself some time by using your contact items to address letters and envelopes.
To do this, you need to mail merge. But, unless you want to create letters or envelopes for every contact in your folder, you need a way to quickly designate which contacts you want to merge. For most users, categories are the best answer to that dilemma. You can use existing Outlook categories or create your own.
Go to your Contacts folder and click View | Current View | By Category to change to the category view. If you've never used categories for contact items before, all of your contact items will be grouped under the None category. Click the plus sign to expand this view before you start.
Click and press [Ctrl] to select each contact that you want to include on your list.
With all the items you wish to add to your list highlighted, click on any selected item and select Categories from the context menu. In the dialog box, check the box in front of one of the existing categories or type an original category name.
Click OK to assign selected contacts to your chosen category.
The next time you send out a mass mailing, go to your Contacts folder, set the view to By Category, and select all of the contact items from your category. Then go to Tools | Mail Merge and click the Only Selected Contacts option. |
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