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  1. #1
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    Outlook Contacts (Outlook 2000)

    I regularly use my Outlook Contacts as a source for inserting addresses in letters, envelopes. On a new contact entry, I fill in the Complimentary Title (Mr., Mrs., etc), First Name, Middle Initial, Last Name, Job Title, Company, and the Address (by street, city, state, zip). When I click on the Insert Address icon, I select the Contact List I want to use, click on 'Find', type in a few letters of the name, and it appears. I select that name, and the name and address appear as the insert. WHY doesn't the Complimentary Title, Job Title, and name of the Company appear in the entry? There must be some setting that can be made to accomplish this. HELP, PLEASE.









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  2. #2
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    Re: Outlook Contacts (Outlook 2000)

    This is a documented "problem", see the following URL on Microsoft's site describing the "why", and listing of a number of workarounds:

    <A target="_blank" HREF=http://support.microsoft.com/support/kb/articles/Q225/0/00.ASP>http://support.microsoft.com/support/kb/ar...s/Q225/0/00.ASP</A>

    Hope this helps

  3. #3
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    Re: Outlook Contacts (Outlook 2000)

    Thank you. I'll play around with this and see what I can do with it. Actually, I'm not using 'Mail Merge', but rather selecting individual contacts, one at a time, for addressing purposes. I appreciate your help.

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    Re: Outlook Contacts (Outlook 2000)

    What you need to do is customize the fields that Word automatically uses when it inserts addresses from the Outlook Address Book. The details are in <A target="_blank" HREF=http://www.woodyswatch.com/office/archtemplate.asp?v4-n35>Woody's Office Watch #4.35</A>, item 9 (Insert Address in Word), but I notice that the archive has some important parts missing. Here's a copy from my personal archive:
    <hr>9. INSERT ADDRESS IN WORD ~~~~~~~~~~~~~~~~~~~~~~~~
    One of the useful links between Outlook and Word is that Word can address Outlook Contacts - by default it only does this in Envelopes and Labels but you can add an Insert Address button to the tool bar that even has a drop down list of recently inserted addresses!

    One of the WOW readers wrote asking if there was a way to configure this to include the Company name. I originally said not that I knew of but decided to spelunk on the Knowledge base and there is. Here's what to do:

    In a blank Word document, type in carefully (or cut and
    paste what I have here!):

    <PR_DISPLAY_NAME>
    <PR_COMPANY_NAME>
    <PR_STREET_ADDRESS>
    <PR_LOCALITY>, <PR_STATE_OR_PROVINCE> <PR_POSTAL_CODE>

    Now select that and pick Insert | AutoText | New and name the entry AddressLayout. That'll do what you want but give you a blank line if there is no company name. The key is that the AutoText entry must have the special name
    AddressLayout.

    If you want the full list of possibilities to use in the layout, check KB article Q212345 at <A target="_blank" HREF=http://support.microsoft.com/support/kb/articles/q212/3/45.ASP>http://support.microsoft.com/support/kb/ar...s/q212/3/45.ASP</A>.

    What I did also removes the annoying inclusion of United States of America at the end of inserted addresses (so I've made an AutoText entry of the above type without the Company name). Alas, this approach is dumb in that if there is no company name, it will leave a blank line. I'll bet there could be a dynamite insert address macro that had a setup dialog with check boxes and was intelligent about such things - are you listening Woody? {{Woody replied after I wrote this in a draft: Heh heh heh. You just hit one of my very favorite shortcomings in all of Office 2000. (See "Woody Teaches Office".) I've never made it a priority for WOPR 'cuz I always figure Microsoft HAS to fix the bloody thing. I still can't believe that it continues to be a problem, er, "issue," uh, "unimplemented feature."}}
    <hr>
    Works like a charm - you'll be a happy camper! <img src=/S/yep.gif border=0 alt=yep width=15 height=15>

  5. #5
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    Re: Outlook Contacts (Outlook 2000)

    Thank you so very much. This is the sort of thing I've been looking for. <img src=/S/groovin.gif border=0 alt=groovin width=21 height=21>

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    Re: Outlook Contacts (Outlook 2000)

    Follow-up: I checked out the http://support.microsoft.com/support/kb/ar...s/q212/3/45.ASP and found the following:
    {<PR_DISPLAY_NAME>
    }{<PR_TITLE>
    }{<PR_COMPANY_NAME>
    }{<PR_STREET_ADDRESS>
    }{<PR_LOCALITY>} {<PR_STATE_OR_PROVINCE> }{<PR_POSTAL_CODE>}

    '. . .the brace characters ( { and } ) are typed from the keyboard and are not to be confused with field braces (CTRL+F9). When you use the braces with the address layout fields, if a field is blank when you import the address, Word automatically suppresses the blank line.' I tried it AND IT WORKS! <img src=/S/groovin.gif border=0 alt=groovin width=21 height=21>

  7. #7
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    Re: Outlook Contacts (Outlook 2000)

    Congratulations! <img src=/S/fanfare.gif border=0 alt=fanfare width=31 height=23>

  8. #8
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    Re: Outlook Contacts (Outlook 2000)

    I am also using this useful AutoText "AddressLayout", but i always wanted to find out, how you can change the format of these fields in the AutoText. Now they all appear with the Standard Format, but for example we like the company name to have a "Big"-Letter Format. Of course it is possible to do the formatting always after inserting the AutoText, but maybe someone knows how to do this once within in the AutoText entry?

    Thanks for any answer

  9. #9
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    Re: Outlook Contacts (Outlook 2000)

    Any style already attributed to the current location will be applied to the address selection that is inserted by way of AddressLayout. In other words, AddressLayout does not have it's own style associated with it per se - it simply grabs the data you want. This is getting into Word territory here, so perhaps if you need more help you could post it in the Word forum. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

  10. #10
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    Re: Outlook Contacts (Outlook 2000)

    Thanks a lot for your answer.
    I will post it on the Word forum.

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