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Exporting Contacts for Use in Mailing Labels, Printed Contact Cards, & Email Marketing

This tutorial details how you can export a list of Contacts from Clio and import that list into an email Marketing application like MailChimp, or import it into Microsoft Word for creating mailing labels and printed Contact cards.


Exporting Clio Contacts
Grooming the Clio Export CSV
Creating Mailing Labels and Contact Cards

Exporting Clio Contacts

To export a list of your Contacts for use in an email marketing app like MailChimp or for use in an MS Word mail merge, click on the "Contacts" tab then click the "Export" button. 

Tip: You can filter your Contacts by Contact Custom Field before exporting them. See the "Searching, Sorting, and Filtering your Contacts" article for details.  

In the "Export contacts" window, and select "CSV" as the export format. Choose "Available columns" as the column layout to ensure that you have all the information you need. If you're confident that the columns displayed on your screen in Clio contain all the information you want, you can select "Visible columns only".

When opened in Microsoft Excel, your CSV report will look something like this.

Grooming the Clio Export CSV

Remove any columns that you do not want to appear in your mail merge.

For example, if you only want names and email addresses, you can remove additional columns by highlighting them and right-clicking, then select "Delete".

If you will be using this data for mailing labels, you likely will need these types of columns: First and Last name, Street, City, Town, State, and Postal Code. 

Note that you should choose which of the address types you want to bring over, "Billing", "Home", "Work", or "Other". 

Once your spreadsheet only includes the information that you want to appear in your labels or Contact cards, save it as an Excel Workbook (.xlsx), and close the spreadsheet.

Creating Mailing Labels and Contact Cards

Open a new Microsoft Office Word document and go to the "Mailings" tab. Click "Start Mail Merge" and select "Labels".

In the "Label Options" window, select your preferred brand and type of label. 

Tip: Use the "30 Per Page" option for mailing labels like you'll see in the screenshots throughout this article. If you want to print Contact cards instead of labels, we suggest selecting "1/4 Letter" in the Product number list. 

Once you have selected your preference, the document will look blank. To start importing your contact list, click "Select Recipients" then select "Use an Existing List".

Select the Excel Workbook that you just created, and you'll see something like this:

In the empty area at the top of the document, add the fields you want to be printed by clicking "Insert Merge Field" then selecting each of the fields one at a time. This will be the template for how all labels should look.

To update all labels to match the first one, click "Update Labels". This will apply that template throughout the document.

The completed mail merge will look something like this.

To preview the mail merge, click "Preview Results".

To print your labels, click "Finish & Merge" then select "Print Documents". 

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