Organizing Addresses on the Computer

I created a template (Avery product #5160) and typed the addresses in that way, but if I had the chance to do it again, I would create a word document and do a mail merge onto the Avery #5160. That way if you delete an address, you can simply delete it from the word document. You can easily put them in alpha order too.

I'm a legal secretary and we have to organize hundreds of Christmas card mailings from our attorneys' contacts every year. The easiest way is to use your outlook contacts - because that is where you will likely always keep them updated (assuming you have outlook). If you don't have Outlook, then I agree you should use a database program like Excel and then use the mail merge option (very easy to use, sounds scary, but it's not. Just utilize the help button, type in mail merge and follow the detailed instructions).

For the Outlook option do the following:

To create your data file (Contacts):
1. Open your Contacts and mark each appropriate contact with the "Holiday Card" category (you will see the category option in the bottom right corner).

2. Go to your Outlook screen

3. Right-click on "Contacts" and create a new folder. Give the folder a name such as "2011 Holiday Cards".

4. Open your Contacts screen.
-Select VIEW to see them by Category.
-Click on "HOLIDAY CARD"
-Select EDIT, then COPY or CTRL C - to copy

5. Go back to the new subfoldr you created in your Contacts named "2011 Holiday Cards"
-Select EDIT, then PASTE or CTRL V - to paste

Minimize Outlook.

To Create Labels:

1. In Word, open a new document
2. Select the following:
-TOOLS, MAIL MERGE
-CREATE, choose MAILING LABELS.
-ACTIVE WINDOW
-GET DATA
-USE ADDRESS BOOK
-OUTLOOK ADDRESS BOOK
select subfolder created

-SET UP MAIN DOCUMENT
-Select type of Label
-Select INSERT MERGE FIELD - to set up your label in the order you want your label to print (i.e. First name, Last Name, etc.)
-MAIL MERGE

If you are using labels 5663, adjust bottom margin to .3

PRINT LABELS.

This makes it easy because from now on, your contacts are always marked and whenever you update their address, you don't have to take another step to update them in your database as well. You just have to remember that whenever you add a new contact, if you want them on your holiday list, to add them to that category. Easy peasy.

Best of luck!
S.

Always, whatever method you use, have a back-up of that list/information.
Whether on paper or on your back-up drive.

On the off-chance you have a Mac, if you have the addresses in Address Book, you can do Avery labels, use a template and do Mail Merge. Very, very simple.

I've exported addresses from Yahoo and Google to a spreadsheet then used Mail Merge in Word. It is still pretty tedius so I am interested in what others use.

Just enter them into Excel...one line across with different cells for name, address, city, state and zip.

They you can format to do labels through Word and print on any kind of label you buy. SUPER easy!

Avery labels are easy to use and they are compatible with any Microsoft word format. I believe when you buy them they have a website that shows you the easy tips

Hey C.,
I have LOTS of experience with the MIcrosoft program Excel. In this program you create boxes and label them with: first name, last name, address, city, state, zip code and country (if you are sending things to people outside the US.
Then you tap in the information into the boxes and save it. This part takes a while. You can also have the program organize the information by first name, last name, or whatever works for you.
Once you have this completed and your excel spreadsheet saved you can then open up Microsoft Word and open the project gallery. I usually choose "labels" because it's fast and efficient..especially at Christmas time when I have over 200 cards to mail out.
You can then transfer the information from the Excel spreadsheet onto your labels. In Word you have the choice of a variety of Avery labels (or generic so long as they state which Avery label they are comparable to). Once you have that completed, you can choose font, etc. Then print them out.

I would look in to the Adobe programs. They have so may thing up can do on there. I use them for everything. I mostly us Adobe Photoshop. It not just for photo editing. Google it..

good luck,
S.

Been doing the Excel mail merge intow Word for years for Christmas labels and also did it for the database for an organization. Works great. Agree it is best to update the addresses as soon as you hear of changes, much easier than later. Also, when the cards came in this year from our family/friends, hubby helped out by verifying that the return addresses on the cards matched the database :) Plus, kids as young as five LOVE to help stuff cards, label them, etc. They think it is the coolest thing :)

I have my address in a Microsoft Word file named Christmas List. I can edit, add or delete from the list as needed. At Christmas time, I just do a mail label merge and create address labels on what ever brand address labels I have.

Do you have a Mac? It comes with "Address Book" for free.

Hi C.,

I put my addresses in Microsoft Excel and then merge the addresses into Microsoft Word. The information is in alphabetical order by the person's last name so when I need to add or delete a contact, it is very easy and fast. I try to add or delete contacts as soon as I find out that there is a change.

Re: Labels - I use Avery address labels (Avery 5260)

Good Luck,
M.