Exporting from Address Book

  • Thread starter Thread starter Keith
  • Start date Start date
K

Keith

I am sure this is an old problem, but this is the first
time I have tried to use Outlook Address Book. I want to
export selected groups of contacts to Mail Merge and other
applications, but the Import/Export option in the File
function is not operational for groups or for the entire
address book contacts. I have checked the MS database,
but found nothing useful.
 
It is not clear what you want or need to do. Normally it is not necessary to
export Contacts to do a mail merge. Normally you select or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder, not the Address Book. The
Address Book is just a view of your Contacts, not intended for data entry or
manipulation.
 
Russ,

Thanks for the quick reply. I was going by what it says
in Outlook Help, which is to export from Address Book.
There is an inoperable Import and Export choices on the
File menu in Address Book. I tried one fix suggested by
Microsoft database, but it did not change anything.

I can export directly from Contacts outside of Address
Book, but not from any of the defined groups within
Contacts that are set up in Address Book. This is
necessary for special mailings. From Mail Merge it does
give me an option to select a group either, although I can
use the entire Contacts folder as a data source for the
merge. I did try making another Contact type folder with
a different name and copying in the group information.
That almost worked, but had some problem with having the
wrong number of fields at merge time.

Keith


-----Original Message-----
It is not clear what you want or need to do. Normally it is not necessary to
export Contacts to do a mail merge. Normally you select or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder, not the Address Book. The
Address Book is just a view of your Contacts, not intended for data entry or
manipulation.
--
Russ Valentine
[MVP-Outlook]
I am sure this is an old problem, but this is the first
time I have tried to use Outlook Address Book. I want to
export selected groups of contacts to Mail Merge and other
applications, but the Import/Export option in the File
function is not operational for groups or for the entire
address book contacts. I have checked the MS database,
but found nothing useful.
Click to expand...
Click to expand...
 
Any Outlook Help file that tells you to export from the Address Book is
wrong.
Moreover, Outlook does not use "groups." Are you sure you are using the
Outlook Address Book and not the Windows Address Book. What version and mail
support mode is this?
Exporting is simply not necessary for the purpose of a mail merge.
--
Russ Valentine
[MVP-Outlook]
Keith said:
Russ,

Thanks for the quick reply. I was going by what it says
in Outlook Help, which is to export from Address Book.
There is an inoperable Import and Export choices on the
File menu in Address Book. I tried one fix suggested by
Microsoft database, but it did not change anything.

I can export directly from Contacts outside of Address
Book, but not from any of the defined groups within
Contacts that are set up in Address Book. This is
necessary for special mailings. From Mail Merge it does
give me an option to select a group either, although I can
use the entire Contacts folder as a data source for the
merge. I did try making another Contact type folder with
a different name and copying in the group information.
That almost worked, but had some problem with having the
wrong number of fields at merge time.

Keith


-----Original Message-----
It is not clear what you want or need to do. Normally it is not necessary to
export Contacts to do a mail merge. Normally you select or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder, not the Address Book. The
Address Book is just a view of your Contacts, not intended for data entry or
manipulation.
--
Russ Valentine
[MVP-Outlook]
I am sure this is an old problem, but this is the first
time I have tried to use Outlook Address Book. I want to
export selected groups of contacts to Mail Merge and other
applications, but the Import/Export option in the File
function is not operational for groups or for the entire
address book contacts. I have checked the MS database,
but found nothing useful.
Click to expand...
Click to expand...
Click to expand...
 
I can not find any mention of a Windows Address Book and
everything I have done is within Outlook that came with
Office 2000 Professional. Is there a way for me to obtain
and install a later version of Outlook?

-----Original Message-----
Any Outlook Help file that tells you to export from the Address Book is
wrong.
Moreover, Outlook does not use "groups." Are you sure you are using the
Outlook Address Book and not the Windows Address Book. What version and mail
support mode is this?
Exporting is simply not necessary for the purpose of a mail merge.
--
Russ Valentine
[MVP-Outlook]
Russ,

Thanks for the quick reply. I was going by what it says
in Outlook Help, which is to export from Address Book.
There is an inoperable Import and Export choices on the
File menu in Address Book. I tried one fix suggested by
Microsoft database, but it did not change anything.

I can export directly from Contacts outside of Address
Book, but not from any of the defined groups within
Contacts that are set up in Address Book. This is
necessary for special mailings. From Mail Merge it does
give me an option to select a group either, although I can
use the entire Contacts folder as a data source for the
merge. I did try making another Contact type folder with
a different name and copying in the group information.
That almost worked, but had some problem with having the
wrong number of fields at merge time.

Keith


-----Original Message-----
It is not clear what you want or need to do. Normally
Click to expand...
it
is not necessary to
export Contacts to do a mail merge. Normally you select or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder, not the Address Book. The
Address Book is just a view of your Contacts, not intended for data entry or
manipulation.
--
Russ Valentine
[MVP-Outlook]
I am sure this is an old problem, but this is the first
time I have tried to use Outlook Address Book. I
Click to expand...
want
to
export selected groups of contacts to Mail Merge and other
applications, but the Import/Export option in the File
function is not operational for groups or for the entire
address book contacts. I have checked the MS database,
but found nothing useful.
Click to expand...
Click to expand...


.
Click to expand...
 
Look at Help | About, line 2.
If it says "Internet Mail Only" then you are using the Windows Address Book
engine, not the Outlook Address Book, so your Help files will not be
accurate for Outlook.
That is still no reason you could not do a mail merge, however, and you do
not need to export Contacts to do so.
--
Russ Valentine
[MVP-Outlook]
I can not find any mention of a Windows Address Book and
everything I have done is within Outlook that came with
Office 2000 Professional. Is there a way for me to obtain
and install a later version of Outlook?

-----Original Message-----
Any Outlook Help file that tells you to export from the Address Book is
wrong.
Moreover, Outlook does not use "groups." Are you sure you are using the
Outlook Address Book and not the Windows Address Book. What version and mail
support mode is this?
Exporting is simply not necessary for the purpose of a mail merge.
--
Russ Valentine
[MVP-Outlook]
Russ,

Thanks for the quick reply. I was going by what it says
in Outlook Help, which is to export from Address Book.
There is an inoperable Import and Export choices on the
File menu in Address Book. I tried one fix suggested by
Microsoft database, but it did not change anything.

I can export directly from Contacts outside of Address
Book, but not from any of the defined groups within
Contacts that are set up in Address Book. This is
necessary for special mailings. From Mail Merge it does
give me an option to select a group either, although I can
use the entire Contacts folder as a data source for the
merge. I did try making another Contact type folder with
a different name and copying in the group information.
That almost worked, but had some problem with having the
wrong number of fields at merge time.

Keith



-----Original Message-----
It is not clear what you want or need to do. Normally it
is not necessary to
export Contacts to do a mail merge. Normally you select
or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder, not the
Address Book. The
Address Book is just a view of your Contacts, not
intended for data entry or
manipulation.
--
Russ Valentine
[MVP-Outlook]
message
I am sure this is an old problem, but this is the first
time I have tried to use Outlook Address Book. I want
to
export selected groups of contacts to Mail Merge and
other
applications, but the Import/Export option in the File
function is not operational for groups or for the entire
address book contacts. I have checked the MS database,
but found nothing useful.
Click to expand...


.
Click to expand...
Click to expand...
 
OK. That seems to be the case, so how do I change it to
use the Outlook Address Book? The problem is not that I
can not use Mail Merge. That works for the entire address
book just fine, but I need to be able to identify a subset
of the groups and merge them only. From what you say a
switch to the Outlet Address Book will not solve that if
that address book has no grouping capability.

This is all because my wife has started to use her Palm
Pilot and we are trying to evaluate using Outlook as an
address book in place of the one we have been using (one
that will not sync with the Palm).

Thanks again for your help. Are you paid to do this?

-----Original Message-----
Look at Help | About, line 2.
If it says "Internet Mail Only" then you are using the Windows Address Book
engine, not the Outlook Address Book, so your Help files will not be
accurate for Outlook.
That is still no reason you could not do a mail merge, however, and you do
not need to export Contacts to do so.
--
Russ Valentine
[MVP-Outlook]
I can not find any mention of a Windows Address Book and
everything I have done is within Outlook that came with
Office 2000 Professional. Is there a way for me to obtain
and install a later version of Outlook?

-----Original Message-----
Any Outlook Help file that tells you to export from the Address Book is
wrong.
Moreover, Outlook does not use "groups." Are you sure
Click to expand...
you
are using the
Outlook Address Book and not the Windows Address Book. What version and mail
support mode is this?
Exporting is simply not necessary for the purpose of a mail merge.
--
Russ Valentine
[MVP-Outlook]
Russ,

Thanks for the quick reply. I was going by what it says
in Outlook Help, which is to export from Address Book.
There is an inoperable Import and Export choices on the
File menu in Address Book. I tried one fix suggested by
Microsoft database, but it did not change anything.

I can export directly from Contacts outside of Address
Book, but not from any of the defined groups within
Contacts that are set up in Address Book. This is
necessary for special mailings. From Mail Merge it does
give me an option to select a group either, although
Click to expand...
I
can
use the entire Contacts folder as a data source for the
merge. I did try making another Contact type folder with
a different name and copying in the group information.
That almost worked, but had some problem with having the
wrong number of fields at merge time.

Keith



-----Original Message-----
It is not clear what you want or need to do.
Click to expand...
Normally
it
is not necessary to
export Contacts to do a mail merge. Normally you select
or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder, not the
Address Book. The
Address Book is just a view of your Contacts, not
intended for data entry or
manipulation.
--
Russ Valentine
[MVP-Outlook]
message
I am sure this is an old problem, but this is the first
time I have tried to use Outlook Address Book. I want
to
export selected groups of contacts to Mail Merge and
other
applications, but the Import/Export option in the File
function is not operational for groups or for the entire
address book contacts. I have checked the MS database,
but found nothing useful.




.
Click to expand...
Click to expand...


.
Click to expand...
 
Still not clear what you mean by "groups." If you mean Distribution Lists,
mail merge cannot use Distribution Lists in any version of Office.
Office 2000 had very limited ability to filter a merge from Word. The way to
filter a merge is to filter a view of your Contacts Folder in Outlook, then
start the merge from there to "All Contacts in current view"

No. We do not get paid for this.
--
Russ Valentine
[MVP-Outlook]
Keith said:
OK. That seems to be the case, so how do I change it to
use the Outlook Address Book? The problem is not that I
can not use Mail Merge. That works for the entire address
book just fine, but I need to be able to identify a subset
of the groups and merge them only. From what you say a
switch to the Outlet Address Book will not solve that if
that address book has no grouping capability.

This is all because my wife has started to use her Palm
Pilot and we are trying to evaluate using Outlook as an
address book in place of the one we have been using (one
that will not sync with the Palm).

Thanks again for your help. Are you paid to do this?

-----Original Message-----
Look at Help | About, line 2.
If it says "Internet Mail Only" then you are using the Windows Address Book
engine, not the Outlook Address Book, so your Help files will not be
accurate for Outlook.
That is still no reason you could not do a mail merge, however, and you do
not need to export Contacts to do so.
--
Russ Valentine
[MVP-Outlook]
I can not find any mention of a Windows Address Book and
everything I have done is within Outlook that came with
Office 2000 Professional. Is there a way for me to obtain
and install a later version of Outlook?


-----Original Message-----
Any Outlook Help file that tells you to export from the
Address Book is
wrong.
Moreover, Outlook does not use "groups." Are you sure you
are using the
Outlook Address Book and not the Windows Address Book.
What version and mail
support mode is this?
Exporting is simply not necessary for the purpose of a
mail merge.
--
Russ Valentine
[MVP-Outlook]
message
Russ,

Thanks for the quick reply. I was going by what it
says
in Outlook Help, which is to export from Address Book.
There is an inoperable Import and Export choices on the
File menu in Address Book. I tried one fix suggested by
Microsoft database, but it did not change anything.

I can export directly from Contacts outside of Address
Book, but not from any of the defined groups within
Contacts that are set up in Address Book. This is
necessary for special mailings. From Mail Merge it does
give me an option to select a group either, although I
can
use the entire Contacts folder as a data source for the
merge. I did try making another Contact type folder
with
a different name and copying in the group information.
That almost worked, but had some problem with having the
wrong number of fields at merge time.

Keith



-----Original Message-----
It is not clear what you want or need to do. Normally
it
is not necessary to
export Contacts to do a mail merge. Normally you select
or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder, not the
Address Book. The
Address Book is just a view of your Contacts, not
intended for data entry or
manipulation.
--
Russ Valentine
[MVP-Outlook]
message
I am sure this is an old problem, but this is the
first
time I have tried to use Outlook Address Book. I
want
to
export selected groups of contacts to Mail Merge and
other
applications, but the Import/Export option in the
File
function is not operational for groups or for the
entire
address book contacts. I have checked the MS
database,
but found nothing useful.




.
Click to expand...


.
Click to expand...
Click to expand...
 
Great! That works! Many thanks!

-----Original Message-----
Still not clear what you mean by "groups." If you mean Distribution Lists,
mail merge cannot use Distribution Lists in any version of Office.
Office 2000 had very limited ability to filter a merge from Word. The way to
filter a merge is to filter a view of your Contacts Folder in Outlook, then
start the merge from there to "All Contacts in current view"

No. We do not get paid for this.
--
Russ Valentine
[MVP-Outlook]
OK. That seems to be the case, so how do I change it to
use the Outlook Address Book? The problem is not that I
can not use Mail Merge. That works for the entire address
book just fine, but I need to be able to identify a subset
of the groups and merge them only. From what you say a
switch to the Outlet Address Book will not solve that if
that address book has no grouping capability.

This is all because my wife has started to use her Palm
Pilot and we are trying to evaluate using Outlook as an
address book in place of the one we have been using (one
that will not sync with the Palm).

Thanks again for your help. Are you paid to do this?

-----Original Message-----
Look at Help | About, line 2.
If it says "Internet Mail Only" then you are using the Windows Address Book
engine, not the Outlook Address Book, so your Help
Click to expand...
files
will not be
accurate for Outlook.
That is still no reason you could not do a mail merge, however, and you do
not need to export Contacts to do so.
--
Russ Valentine
[MVP-Outlook]
I can not find any mention of a Windows Address Book and
everything I have done is within Outlook that came with
Office 2000 Professional. Is there a way for me to obtain
and install a later version of Outlook?


-----Original Message-----
Any Outlook Help file that tells you to export from the
Address Book is
wrong.
Moreover, Outlook does not use "groups." Are you
Click to expand...
sure
you
are using the
Outlook Address Book and not the Windows Address Book.
What version and mail
support mode is this?
Exporting is simply not necessary for the purpose of a
mail merge.
--
Russ Valentine
[MVP-Outlook]
message
Russ,

Thanks for the quick reply. I was going by what it
says
in Outlook Help, which is to export from Address Book.
There is an inoperable Import and Export choices
Click to expand...
on
the
File menu in Address Book. I tried one fix suggested by
Microsoft database, but it did not change anything.

I can export directly from Contacts outside of Address
Book, but not from any of the defined groups within
Contacts that are set up in Address Book. This is
necessary for special mailings. From Mail Merge
Click to expand...
it
does
give me an option to select a group either,
Click to expand...
although
I
can
use the entire Contacts folder as a data source
Click to expand...
for
the
merge. I did try making another Contact type folder
with
a different name and copying in the group information.
That almost worked, but had some problem with
Click to expand...
having
the
wrong number of fields at merge time.

Keith



-----Original Message-----
It is not clear what you want or need to do. Normally
it
is not necessary to
export Contacts to do a mail merge. Normally you select
or filter your
Contacts in Outlook or Word during the merge.
All exporting is done from the Contacts Folder,
Click to expand...
not
the
Address Book. The
Address Book is just a view of your Contacts, not
intended for data entry or
manipulation.
Click to expand...
wrote
in
message
I am sure this is an old problem, but this is the
first
time I have tried to use Outlook Address Book. I
want
to
export selected groups of contacts to Mail
Click to expand...
Merge
and
other
applications, but the Import/Export option in the
File
function is not operational for groups or for the
entire
address book contacts. I have checked the MS
database,
but found nothing useful.




.



.
Click to expand...
Click to expand...


.
Click to expand...
 
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