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In Microsoft Word why isnand#39;t the "Categories" field available when I import my Outlook contacts list?
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When you use the Microsoft Outlook Contact list as a data source for a Microsoft Word 2000, 2002, 2003 or 2007 mail merge, the Outlook Categories field is not available for insertion into the document as a merge field. The converter that turns the Outlook address book into a format suitable for a Word mail merge transfers only 40 of the more than 80 predefined Outlook fields. To use your Contacts from a particular Outlook category in a Word mail merge, use one of the following methods: Use Outlook to merge your Contacts list This method merges your Contacts into a Microsoft Word document. Export the Contacts folder Outlook provides a new feature that allows you to perform a mail merge with your Contacts list from within Outlook. To export the Contacts folder as a text file, follow these steps in Outlook: 1. From the File menu, select Import And Export... . 2. In the Import And Export Wizard, select Export to a file and click Next. 3. Select either Comma Separated Values Windows or Tab Separated Values Windows, and click Next. You may be prompted to install a translator at this point. 4. In the Export to a File dialog box, select the Contacts folder and click Next. 5. Beside the Save exported file as: field, click Browse... and then choose a name and place for the file and click OK, then Next. 6. Click Map Custom Fields... . 7. Select all the fields you want to export, including Categories, and click OK. 8. Click Finish to export the data. You can use the resulting file as a Word mail merge data source. Create a new Contacts folder You can create a new Contacts folder that contains only the category you wish to export. To copy only the contacts in the desired category to a new Contacts folder, follow these steps in Outlook: 1. From the File menu, select New, and then Folder... . 2. In the Create New Folder dialog box, in the Name: field, type a name for the new folder. 3. Under Folder contains:, choose Contact Items. 4. Under Make this folder a subfolder of: or Select where to place the folder:, select a location for your new folder, and click OK. 5. Select your current Contacts folder. 6. From the View menu, select Current View, and then By Category. 7. Expand the category you want so that all the items are visible. 8. Select all the items in the chosen category that you want to include in your mail merge. 9. Click the selected contacts, and drag them to the new Contacts folder. 10. On the menu that appears, click Copy. You can now use this new folder as a Word mail merge data source.