HOWTO: Mail Merge & Form Letters??

  • Thread starter Thread starter Steve
  • Start date Start date
S

Steve

Hi...

I spent most of yesterday figuring out how to make Christmas labels from my
Outlook XP Contacts... main concern was selecting records (based on
Home_Address<>" "). However, the same procedure does NOT appear when trying
to build a "form letter".

The "label" process jumped over to Word XP and displayed the "Mail Merge
Helper" window... "form letter" simply jumped to a blank document. I don't
see where I can run a selection query (and I'm not excited about copping out
and changing the "view" inside Outlook... yet). Anyone have an idea???

While talking about "form letters"... anyone know how to build a "form
letter" template... which I can re-use at other times?? I want the letter
to remain the same but, of course, my Outlook Contact data will be
changing?!!!!

Thanks in advance!
Steve
 
It's not usually worth the trouble. You can try to save a merge document
after you have created one, but there is no reliable way to select that
merge document for reuse, especially since you need to start your merge from
Outlook, not Word.
If you only want to send to a subset of your Contacts, you are far better
off selecting those Contacts in Outlook first, then starting the merge from
there. Trying to filter your Contacts from Word will not work unless you
have already segregated them into separate Contact Folders that you have
enabled as email address books.
 
Hi Russ...

Ok... I kind of figured the "reuse" part... was just hoping there was
something simple since 1-2 of the things I want to do are recurring. But...
they're not often enough to battle with.

On the main part tho... when I started my LABELS in Outlook... it shot over
to Word and gave me the "Mail Merge Helper"... which let me run selection
criteria. But when I started FORM LETTERS (and ENVELOPES if I remember
correctly)... Word started with a blank page... no "Mail Merge Helper" where
I could select from!?

Thanks for your help so far!!
Steve


Russ Valentine said:
It's not usually worth the trouble. You can try to save a merge document
after you have created one, but there is no reliable way to select that
merge document for reuse, especially since you need to start your merge
from Outlook, not Word.
If you only want to send to a subset of your Contacts, you are far better
off selecting those Contacts in Outlook first, then starting the merge
from there. Trying to filter your Contacts from Word will not work unless
you have already segregated them into separate Contact Folders that you
have enabled as email address books.
--
Russ Valentine
[MVP-Outlook]
Steve said:
Hi...

I spent most of yesterday figuring out how to make Christmas labels from
my Outlook XP Contacts... main concern was selecting records (based on
Home_Address<>" "). However, the same procedure does NOT appear when
trying to build a "form letter".

The "label" process jumped over to Word XP and displayed the "Mail Merge
Helper" window... "form letter" simply jumped to a blank document. I
don't see where I can run a selection query (and I'm not excited about
copping out and changing the "view" inside Outlook... yet). Anyone have
an idea???

While talking about "form letters"... anyone know how to build a "form
letter" template... which I can re-use at other times?? I want the
letter to remain the same but, of course, my Outlook Contact data will be
changing?!!!!

Thanks in advance!
Steve
Click to expand...
Click to expand...
 
Actually, the Mail Merge Helper is now obsolete and should not be used. You
are still forced to use it for Labels, however, because Word has no other
dialog that allows you to select the Label type. After the Label type is
selected you should be dismissing the Mail Merge Helper and using the newer
method for doing the merge: the mail merge toolbar. All other merges go
directly to the merge document where you should be also using the mail merge
toolbar. You can also use the mail merge task pane, but it is more awkward.
You have no doubt noticed that mail merges make a mockery out of the so
called integration between Outlook and Word that the Office Suite is so fond
of advertising.
--
Russ Valentine
[MVP-Outlook]
Steve said:
Hi Russ...

Ok... I kind of figured the "reuse" part... was just hoping there was
something simple since 1-2 of the things I want to do are recurring.
But... they're not often enough to battle with.

On the main part tho... when I started my LABELS in Outlook... it shot
over to Word and gave me the "Mail Merge Helper"... which let me run
selection criteria. But when I started FORM LETTERS (and ENVELOPES if I
remember correctly)... Word started with a blank page... no "Mail Merge
Helper" where I could select from!?

Thanks for your help so far!!
Steve


Russ Valentine said:
It's not usually worth the trouble. You can try to save a merge document
after you have created one, but there is no reliable way to select that
merge document for reuse, especially since you need to start your merge
from Outlook, not Word.
If you only want to send to a subset of your Contacts, you are far better
off selecting those Contacts in Outlook first, then starting the merge
from there. Trying to filter your Contacts from Word will not work unless
you have already segregated them into separate Contact Folders that you
have enabled as email address books.
--
Russ Valentine
[MVP-Outlook]
Steve said:
Hi...

I spent most of yesterday figuring out how to make Christmas labels from
my Outlook XP Contacts... main concern was selecting records (based on
Home_Address<>" "). However, the same procedure does NOT appear when
trying to build a "form letter".

The "label" process jumped over to Word XP and displayed the "Mail Merge
Helper" window... "form letter" simply jumped to a blank document. I
don't see where I can run a selection query (and I'm not excited about
copping out and changing the "view" inside Outlook... yet). Anyone have
an idea???

While talking about "form letters"... anyone know how to build a "form
letter" template... which I can re-use at other times?? I want the
letter to remain the same but, of course, my Outlook Contact data will
be changing?!!!!

Thanks in advance!
Steve
Click to expand...
Click to expand...
Click to expand...
 
Steve, nobody and I mean nobody knows what your going through better than
myself.

IN outlook 2000, I used to be able to simply select a group of contacts by
category, and then go to the mail merge wizard, which then promptly brought
up the merge wizard in word, and then there was a very simple MERGE button
that completed the process.

IN outllook 2002, 2003 and 2007 you'll notice that merge button is GREYED out.

I was at a computer conference in Boston when 2003 came out and pointed this
out to the guy on the podium. On a 30 foot screen in front of 1500 people,
you can only imagine the laughter.
The guy stepped off the podium and handed me his business card and said he
promised this feature would be fixed.

Imagine my surprise when it was still not fixed in Outlook 2007. Then to add
insult to injury, try to do a mail merge in word 2007, and try to include
only names from a certain category in outlook. I gave up. I imagine theres a
way to do it, but in my beta, category was not a choice.

This entire process is so easy using MS works, any version. Outlook is
simply a database, why can't I take my xmas list category and merge it to a
certain label type in 3 steps? (assuming of course that we're using just the
home address fields or just the business fields, it should of course take
more steps if you were trying to do both). This has been the most frustrating
aspect of office for me.
And no one at MS seems to care.

Yes and to expect that a finished merged label document would be
automatically updated with new names that had been added to outlook? That's
asking too much, seeing as in the dumbed down version of MS office, called MS
works, it is no problem.

Just one more bone as long as i'm venting, when creating labels in word 2007
or any version of word for that matter, after you add lets say the "first"
name field, you would think that all you would have to do is tap the space
bar to add the second field. No such luck. You must first close the fields
window, THEN tap the space bar, THEN open the add fields button if you can
find it, to then add the second field etc.

Again in the much cheaper MS works, any version, you can simply add a field
then tap, space or enter to go to next line.
WHATS WITH THAT?

Any one interested in providing me with a workaround, save it.

I just want my software to work. Apparently thats why that call it MS works.
They should call office Don't Works.

My apologies to the hard working developers out there, I know it must be
hard to be criticized on the hard work that you do, but you must admit, i'm
not asking for much.
PS. MS Access accomplishes many of these task quite simply but, i'd rather
just grab a category from Outlook (instead of importing my list every time)
with the click of a mouse and make labels out of them. (see outlook 2000).

jf
 
Rant noted. Deficiencies with mail merges widely acknowledged. As I've
already posted, most of us have managed to figure out how to work through
this without too much difficulty. Your claim that mail merges aren't
improved in Outlook 2007 have no basis. Get a grip.
 
Grip noted.
I never said Mail Merges weren't improved. I was impressed till I got to the
part where I could select only a certain category to send to. Couldn't find
it.

I gave a list of features that haven't worked in the last 3 major upgrades
of Office.

I'll settle for an answer to one of them.

A step by step on how to make a mailing list to a category of contacts in
Outlook 2007. To make it easy lets just say the home address.

IN outlook 2000 it was simple (from within outlook)
1. choose a category by clicking on it.
2. Tools - mail merge
3. choose labels, label type 5160's
4. create the label by choosing field names.
5. click the merge button

IN outlook 2002,3,and 7 it's 9 clicks to get the merge button that is STILL
greyed out.
I'll settle for a step by step from within Word, even though I don't think I
should have to.
I think that is a perfectly fair criticism.

jf


Russ Valentine said:
Rant noted. Deficiencies with mail merges widely acknowledged. As I've
already posted, most of us have managed to figure out how to work through
this without too much difficulty. Your claim that mail merges aren't
improved in Outlook 2007 have no basis. Get a grip.
--
Russ Valentine
[MVP-Outlook]
jimmy fallon said:
Steve, nobody and I mean nobody knows what your going through better than
myself.

IN outlook 2000, I used to be able to simply select a group of contacts by
category, and then go to the mail merge wizard, which then promptly
brought
up the merge wizard in word, and then there was a very simple MERGE button
that completed the process.

IN outllook 2002, 2003 and 2007 you'll notice that merge button is GREYED
out.

I was at a computer conference in Boston when 2003 came out and pointed
this
out to the guy on the podium. On a 30 foot screen in front of 1500 people,
you can only imagine the laughter.
The guy stepped off the podium and handed me his business card and said he
promised this feature would be fixed.

Imagine my surprise when it was still not fixed in Outlook 2007. Then to
add
insult to injury, try to do a mail merge in word 2007, and try to include
only names from a certain category in outlook. I gave up. I imagine theres
a
way to do it, but in my beta, category was not a choice.

This entire process is so easy using MS works, any version. Outlook is
simply a database, why can't I take my xmas list category and merge it to
a
certain label type in 3 steps? (assuming of course that we're using just
the
home address fields or just the business fields, it should of course take
more steps if you were trying to do both). This has been the most
frustrating
aspect of office for me.
And no one at MS seems to care.

Yes and to expect that a finished merged label document would be
automatically updated with new names that had been added to outlook?
That's
asking too much, seeing as in the dumbed down version of MS office, called
MS
works, it is no problem.

Just one more bone as long as i'm venting, when creating labels in word
2007
or any version of word for that matter, after you add lets say the "first"
name field, you would think that all you would have to do is tap the space
bar to add the second field. No such luck. You must first close the fields
window, THEN tap the space bar, THEN open the add fields button if you can
find it, to then add the second field etc.

Again in the much cheaper MS works, any version, you can simply add a
field
then tap, space or enter to go to next line.
WHATS WITH THAT?

Any one interested in providing me with a workaround, save it.

I just want my software to work. Apparently thats why that call it MS
works.
They should call office Don't Works.

My apologies to the hard working developers out there, I know it must be
hard to be criticized on the hard work that you do, but you must admit,
i'm
not asking for much.
PS. MS Access accomplishes many of these task quite simply but, i'd rather
just grab a category from Outlook (instead of importing my list every
time)
with the click of a mouse and make labels out of them. (see outlook 2000).

jf
Click to expand...
Click to expand...
 
Unclear what you're doing wrong. Just follow the prompts. Outlook/Word 2007
even tells you to dismiss the Mail Merge Helper and use the Ribbon, where
all your merge opions are active and none grayed out.
--
Russ Valentine
[MVP-Outlook]
jimmy fallon said:
Grip noted.
I never said Mail Merges weren't improved. I was impressed till I got to
the
part where I could select only a certain category to send to. Couldn't
find
it.

I gave a list of features that haven't worked in the last 3 major upgrades
of Office.

I'll settle for an answer to one of them.

A step by step on how to make a mailing list to a category of contacts in
Outlook 2007. To make it easy lets just say the home address.

IN outlook 2000 it was simple (from within outlook)
1. choose a category by clicking on it.
2. Tools - mail merge
3. choose labels, label type 5160's
4. create the label by choosing field names.
5. click the merge button

IN outlook 2002,3,and 7 it's 9 clicks to get the merge button that is
STILL
greyed out.
I'll settle for a step by step from within Word, even though I don't think
I
should have to.
I think that is a perfectly fair criticism.

jf


Russ Valentine said:
Rant noted. Deficiencies with mail merges widely acknowledged. As I've
already posted, most of us have managed to figure out how to work through
this without too much difficulty. Your claim that mail merges aren't
improved in Outlook 2007 have no basis. Get a grip.
--
Russ Valentine
[MVP-Outlook]
jimmy fallon said:
Steve, nobody and I mean nobody knows what your going through better
than
myself.

IN outlook 2000, I used to be able to simply select a group of contacts
by
category, and then go to the mail merge wizard, which then promptly
brought
up the merge wizard in word, and then there was a very simple MERGE
button
that completed the process.

IN outllook 2002, 2003 and 2007 you'll notice that merge button is
GREYED
out.

I was at a computer conference in Boston when 2003 came out and pointed
this
out to the guy on the podium. On a 30 foot screen in front of 1500
people,
you can only imagine the laughter.
The guy stepped off the podium and handed me his business card and said
he
promised this feature would be fixed.

Imagine my surprise when it was still not fixed in Outlook 2007. Then
to
add
insult to injury, try to do a mail merge in word 2007, and try to
include
only names from a certain category in outlook. I gave up. I imagine
theres
a
way to do it, but in my beta, category was not a choice.

This entire process is so easy using MS works, any version. Outlook is
simply a database, why can't I take my xmas list category and merge it
to
a
certain label type in 3 steps? (assuming of course that we're using
just
the
home address fields or just the business fields, it should of course
take
more steps if you were trying to do both). This has been the most
frustrating
aspect of office for me.
And no one at MS seems to care.

Yes and to expect that a finished merged label document would be
automatically updated with new names that had been added to outlook?
That's
asking too much, seeing as in the dumbed down version of MS office,
called
MS
works, it is no problem.

Just one more bone as long as i'm venting, when creating labels in word
2007
or any version of word for that matter, after you add lets say the
"first"
name field, you would think that all you would have to do is tap the
space
bar to add the second field. No such luck. You must first close the
fields
window, THEN tap the space bar, THEN open the add fields button if you
can
find it, to then add the second field etc.

Again in the much cheaper MS works, any version, you can simply add a
field
then tap, space or enter to go to next line.
WHATS WITH THAT?

Any one interested in providing me with a workaround, save it.

I just want my software to work. Apparently thats why that call it MS
works.
They should call office Don't Works.

My apologies to the hard working developers out there, I know it must
be
hard to be criticized on the hard work that you do, but you must admit,
i'm
not asking for much.
PS. MS Access accomplishes many of these task quite simply but, i'd
rather
just grab a category from Outlook (instead of importing my list every
time)
with the click of a mouse and make labels out of them. (see outlook
2000).

jf




:

Hi...

I spent most of yesterday figuring out how to make Christmas labels
from
my
Outlook XP Contacts... main concern was selecting records (based on
Home_Address<>" "). However, the same procedure does NOT appear when
trying
to build a "form letter".

The "label" process jumped over to Word XP and displayed the "Mail
Merge
Helper" window... "form letter" simply jumped to a blank document. I
don't
see where I can run a selection query (and I'm not excited about
copping
out
and changing the "view" inside Outlook... yet). Anyone have an
idea???

While talking about "form letters"... anyone know how to build a "form
letter" template... which I can re-use at other times?? I want the
letter
to remain the same but, of course, my Outlook Contact data will be
changing?!!!!

Thanks in advance!
Steve
Click to expand...
Click to expand...
Click to expand...
 
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