Outlook · classic, new and on the web
In Word, a mail merge can take its list from your Outlook contacts. Without Word: export the contacts to a CSV file, open it below, choose the number on your label box and download a PDF that lines up.
First, the export
Each Outlook exports a little differently. Pick yours: every step is from Microsoft's help, checked October 3, 2026.
Microsoft's steps · Outlook shows no message when it's done: the progress box just closes.
New Outlook
Outlook on the web and Outlook.com
Legacy Outlook for Mac: Microsoft's help gives one way to export contacts, an Outlook for Mac Data File (.olm), an archive this page can't read (Microsoft's note).
New Outlook for Mac: Microsoft's feature list says it can export a contact as a vCard (.vcf), and gives no steps (Microsoft's list). This page opens .vcf files.
If your contacts are in an Outlook.com or Microsoft 365 account, sign in to Outlook on the web in Safari or Chrome and export them there, as the second tab shows.
Do it here
Open the .csv file Outlook saved. Names and addresses are read from Outlook's own columns, one address per contact; titles, phone numbers, e-mail and categories stay off.
Worked example
Four contacts from the sample: one with a home address, one with only a business one, one with only an Other one, and one with both.
| Row | Title | First Name | Last Name | Company | Business Street | Business City | Home Street | Home City | Home Postal Code | Other Street | Other City |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 2 | Helen | Marsh | 26 Larch Ln | Hartford | 06105 | ||||||
| 3 | Priya | Natarajan | Natarajan Dental | 400 Main St | Concord | ||||||
| 5 | Ken | Watanabe | 9 Dock Rd | Mystic | |||||||
| 6 | Dr. | Ann | Cole | Cole Law | 1 Congress Ave | Austin | 5 Ash St | Austin | 78704 |
Save them as a .csv file: the steps for your Outlook. Only some of them? Narrow the list first.
Open the .csv in the box above. The sheet beside it shows every label as it prints, one address per contact.
Pick the number printed on your label box, download the PDF and print it at its actual size.
Sizes from Avery's own template files. The numbers in a row share one layout, so one PDF fits them all.
| Sheet | Label size | Per sheet | Same layout | Good for |
|---|---|---|---|---|
| Avery® 5160 | 1 × 2-5/8 in | 30 | 8160 · 9160 · 18160 +56 | Most contacts: a name, a street and a city line at 10 pt.For an inkjet printer, the same sheet is 8160. |
| Avery® 5162 | 1-1/3 × 4 in | 14 | 8162 · 5262 · 5522 +8 | Four lines at 12 pt: a company line, or a contact abroad with the country last. |
| Avery® 5161 | 1 × 4 in | 20 | 8161 · 5261 · 5909 +19 | Long names and long streets: the labels are 4 in wide. |
Home or business
An Outlook export has three addresses per contact: Home, Business and Other. The labels use the one most of your contacts filled, and each contact without it gets the next one.
Home prints for everyone who has one; then Business, then Other. With as many business as home addresses, Home comes first, as it does for a contacts file. The full editor says which address it used.
Company prints with a business address, on its own line above the street: mail to a workplace needs it. On a home or other address, a contact's employer stays off.
Want Dr. on the label? In the full editor, insert the Title column into a line. Street 2 and Street 3 join the street line, and an Address PO Box gets a line of its own, just above the city.
Only some contacts
Two ways to narrow the list before it prints, and what happens to contacts with no address.
Move the contacts into a contact folder and export only that folder: classic Outlook asks which folder to export, and new Outlook and the web let you choose one before Export.
Export everyone, open the .csv in Excel and filter the Categories column: Data > Filter, then tick every value with your category in it (Microsoft's steps). Copy the rows that show, header included, and paste them above: in Excel for Windows, with Visible cells only, so hidden rows stay out (Microsoft's steps for Windows). On a Mac, where Microsoft gives no such step, check that the number of labels under the box matches the rows you copied. In the sample, five contacts are in Holiday cards.
They print their name alone, as Marcus does in the sample (1 of 7). The box above counts them, and the full editor's Leave them out drops them all.
"Fit to page" can resize the sheet, and then the lower rows drift off their labels. The PDF opens at 100%; keep it there.
Printers differ: some print on the side facing up in the tray, others on the side facing down. Mark an X on a plain sheet, print once and look before you load labels.
Hold a plain-paper print over a 5160 sheet against a window. If it sits off, calibrate once and save the correction for that printer.
Yes, from an export. Save your contacts as a CSV file (the steps for your Outlook), open it above, choose the number on your label box and download the PDF.
In classic Outlook, choose File > Open & Export > Import/Export, then Export to a file and Comma Separated Values, and select the Contacts folder (Microsoft's steps). Open the .csv file above: every contact becomes a label.
No. Word can print them with a mail merge that takes its list from your Outlook contacts (Microsoft's note). Here you open the exported file and download the PDF, with nothing to merge. If a merge acts up, here are seven fixes for mail merge labels.
The one most of your contacts have filled; a contact without it gets another of their addresses. How it's chosen, and why a company prints only with business addresses.
Yes: put them in a contact folder and export only that folder, or export everyone and filter the Categories column in Excel before you paste. Both ways.
Yes: both export a .csv file. In new Outlook, select People, then Export contacts; on Outlook.com, People, then Manage contacts > Export contacts (Microsoft's steps).
Not with legacy Outlook for Mac: Microsoft's help gives it one export, an .olm archive file, which this page can't read (Microsoft's note). New Outlook for Mac can export a contact as a vCard (.vcf) by Microsoft's feature list, which gives no steps (Microsoft's list); this page opens .vcf files. If your contacts are in an Outlook.com or Microsoft 365 account, export them from Outlook on the web instead.
The editor opens the same file: leave out contacts with no address in one click, drop duplicates, sort by last name or ZIP code, put a title on a label.