Mail Merge and Outlook Contacts

[Mike Dalton]

I am using Word 2K and Outlook 2K. I am new to Outlook and need some
help. I want to set up some of my contacts in a seperate bunch (group
or list or folder) so that I can access that bunch in a Mail Merge
document. I do not want to seperate these from the main contact list
as some of them may be needed in other bunches. I am sorry that I use
the word 'bunch' but I am not sure what word to use at present. I
tried setting up some of the contacts in a distribution list but Mail
Merge would not let me access the distribution list. I do not want to
go thru the contacts list and select those that I want eachntime I use
them as that would be a bit repetitive. I would like to establish the
bunch when first formed and use it repetitivly.
If I sound confused I am.
Thanks for any and all help.

 

[Russ Valentine [MVP-Outlook]]

Two choices.
1. Create separate Contact subfolders that you can use as a data source in a
merge.
2. Use categories. You can merge to a category if you start the merge from
Outlook, but not if you start it from Word.

 

[Mike Dalton]

OK! I think I am getting there!!
I fooled with Contact sub folders. What I think I learned is as
follows.
If I 'move' contacts to a sub folder they are available in that folder
only. I need to have contacts in multiple sub folders. So it appears
that method is not good for me.
I then 'copied' the contacts into sub folders. This appears to work.
What I do not like about this method is when a change to a contacts
data, TN, address.. is required I would have to find the contacts
record in every sub folder and make the change in each sub folder. I
see myself lousing this up.
I then established a couple of categories. Some contacts were assigned
to several categories and some were assigned to only a single
category. I then did
View > By Category
Selected the category name
Tools > Mail Merge
Only Selected contacts
I received a message 'No Contacts Selected'
Next I did
View > By Category
Selected the individual names under the category heading
Tools > Mail Merge
Only Selected Contacts
I then got into Word and everything seemed to be OK.
This last method seems to work best for me. I wonder is there a way to
select the entire categorywithout having to select each contact in the
category? I envision myself skipping a contact now and then and
creating a faulty document?

Well how much of the above is wrong on my part or am I still
travelling down the path to success.
Thanks

 

[Russ Valentine [MVP-Outlook]]

You got it.
You must do your filtering and selecting in Outlook to use the Categories
method.

 

[Guest]

Russ,

I see that your "work-around" can accomplish what Mike (and I) want to do
however, it seems absurd to have to go through all that trouble to be able to
use your Outlook distribution lists as mail merge data sources. What is the
point in setting up a distribution list in the first place? Shouldn't we
jsut setup Categories? Does Microsoft realize that Outlook can be used for
more than just email?

I should be able to open a distribution list, highlight the names in that
list, and then start a mail merge using "Only the Contacts Selected". Do you
(or I) have the capability to make suggestions to Microsoft to be able to fix
this absurd oversight?

Thanks,
Greg

You got it.
You must do your filtering and selecting in Outlook to use the Categories
method.
--
Russ Valentine
[MVP-Outlook]

OK! I think I am getting there!!
I fooled with Contact sub folders. What I think I learned is as
follows.
If I 'move' contacts to a sub folder they are available in that folder
only. I need to have contacts in multiple sub folders. So it appears
that method is not good for me.
I then 'copied' the contacts into sub folders. This appears to work.
What I do not like about this method is when a change to a contacts
data, TN, address.. is required I would have to find the contacts
record in every sub folder and make the change in each sub folder. I
see myself lousing this up.
I then established a couple of categories. Some contacts were assigned
to several categories and some were assigned to only a single
category. I then did
View > By Category
Selected the category name
Tools > Mail Merge
Only Selected contacts
I received a message 'No Contacts Selected'
Next I did
View > By Category
Selected the individual names under the category heading
Tools > Mail Merge
Only Selected Contacts
I then got into Word and everything seemed to be OK.
This last method seems to work best for me. I wonder is there a way to
select the entire categorywithout having to select each contact in the
category? I envision myself skipping a contact now and then and
creating a faulty document?

Well how much of the above is wrong on my part or am I still
travelling down the path to success.
Thanks

 

[Russ Valentine [MVP-Outlook]]

I think you misunderstand the purpose of DL's. They have one job only: To
present a list of electronic addresses so you can send a message to multiple
recipients easily. Period.
DL's contain only a name and an electronic addresses.
Mail merges require all of the Contacts fields you might need. So for mail
merges you should be using Categories or Contact folders, not DL's.
Most of us avoid DL's completely. They are notoriously unreliable.
--
Russ Valentine
[MVP-Outlook]

Russ,

I see that your "work-around" can accomplish what Mike (and I) want to do
however, it seems absurd to have to go through all that trouble to be able
to
use your Outlook distribution lists as mail merge data sources. What is
the
point in setting up a distribution list in the first place? Shouldn't we
jsut setup Categories? Does Microsoft realize that Outlook can be used
for
more than just email?

I should be able to open a distribution list, highlight the names in that
list, and then start a mail merge using "Only the Contacts Selected". Do
you
(or I) have the capability to make suggestions to Microsoft to be able to
fix
this absurd oversight?

Thanks,
Greg

You got it.
You must do your filtering and selecting in Outlook to use the Categories
method.
--
Russ Valentine
[MVP-Outlook]

OK! I think I am getting there!!
I fooled with Contact sub folders. What I think I learned is as
follows.
If I 'move' contacts to a sub folder they are available in that folder
only. I need to have contacts in multiple sub folders. So it appears
that method is not good for me.
I then 'copied' the contacts into sub folders. This appears to work.
What I do not like about this method is when a change to a contacts
data, TN, address.. is required I would have to find the contacts
record in every sub folder and make the change in each sub folder. I
see myself lousing this up.
I then established a couple of categories. Some contacts were assigned
to several categories and some were assigned to only a single
category. I then did
View > By Category
Selected the category name
Tools > Mail Merge
Only Selected contacts
I received a message 'No Contacts Selected'
Next I did
View > By Category
Selected the individual names under the category heading
Tools > Mail Merge
Only Selected Contacts
I then got into Word and everything seemed to be OK.
This last method seems to work best for me. I wonder is there a way to
select the entire categorywithout having to select each contact in the
category? I envision myself skipping a contact now and then and
creating a faulty document?

Well how much of the above is wrong on my part or am I still
travelling down the path to success.
Thanks

 

[Guest]

Russ,

Thanks for your response. If you avoid them (DL's) altogether, then what do
you use for sending messages to the same group of recipients over and over?

Greg

I think you misunderstand the purpose of DL's. They have one job only: To
present a list of electronic addresses so you can send a message to multiple
recipients easily. Period.
DL's contain only a name and an electronic addresses.
Mail merges require all of the Contacts fields you might need. So for mail
merges you should be using Categories or Contact folders, not DL's.
Most of us avoid DL's completely. They are notoriously unreliable.
--
Russ Valentine
[MVP-Outlook]

Russ,

I see that your "work-around" can accomplish what Mike (and I) want to do
however, it seems absurd to have to go through all that trouble to be able
to
use your Outlook distribution lists as mail merge data sources. What is
the
point in setting up a distribution list in the first place? Shouldn't we
jsut setup Categories? Does Microsoft realize that Outlook can be used
for
more than just email?

I should be able to open a distribution list, highlight the names in that
list, and then start a mail merge using "Only the Contacts Selected". Do
you
(or I) have the capability to make suggestions to Microsoft to be able to
fix
this absurd oversight?

Thanks,
Greg

You got it.
You must do your filtering and selecting in Outlook to use the Categories
method.
--
Russ Valentine
[MVP-Outlook]
OK! I think I am getting there!!
I fooled with Contact sub folders. What I think I learned is as
follows.
If I 'move' contacts to a sub folder they are available in that folder
only. I need to have contacts in multiple sub folders. So it appears
that method is not good for me.
I then 'copied' the contacts into sub folders. This appears to work.
What I do not like about this method is when a change to a contacts
data, TN, address.. is required I would have to find the contacts
record in every sub folder and make the change in each sub folder. I
see myself lousing this up.
I then established a couple of categories. Some contacts were assigned
to several categories and some were assigned to only a single
category. I then did
View > By Category
Selected the category name
Tools > Mail Merge
Only Selected contacts
I received a message 'No Contacts Selected'
Next I did
View > By Category
Selected the individual names under the category heading
Tools > Mail Merge
Only Selected Contacts
I then got into Word and everything seemed to be OK.
This last method seems to work best for me. I wonder is there a way to
select the entire categorywithout having to select each contact in the
category? I envision myself skipping a contact now and then and
creating a faulty document?

Well how much of the above is wrong on my part or am I still
travelling down the path to success.
Thanks

 

[Russ Valentine [MVP-Outlook]]

I also use Categories for that. Others use Separate Contact subfolders.
You can compare the two techniques here:
http://www.slipstick.com/contacts/oloabcat.htm
--
Russ Valentine
[MVP-Outlook]

Russ,

Thanks for your response. If you avoid them (DL's) altogether, then what
do
you use for sending messages to the same group of recipients over and
over?

Greg

I think you misunderstand the purpose of DL's. They have one job only: To
present a list of electronic addresses so you can send a message to
multiple
recipients easily. Period.
DL's contain only a name and an electronic addresses.
Mail merges require all of the Contacts fields you might need. So for
mail
merges you should be using Categories or Contact folders, not DL's.
Most of us avoid DL's completely. They are notoriously unreliable.
--
Russ Valentine
[MVP-Outlook]

Russ,

I see that your "work-around" can accomplish what Mike (and I) want to
do
however, it seems absurd to have to go through all that trouble to be
able
to
use your Outlook distribution lists as mail merge data sources. What
is
the
point in setting up a distribution list in the first place? Shouldn't
we
jsut setup Categories? Does Microsoft realize that Outlook can be used
for
more than just email?

I should be able to open a distribution list, highlight the names in
that
list, and then start a mail merge using "Only the Contacts Selected".
Do
you
(or I) have the capability to make suggestions to Microsoft to be able
to
fix
this absurd oversight?

Thanks,
Greg

:

You got it.
You must do your filtering and selecting in Outlook to use the
Categories
method.
--
Russ Valentine
[MVP-Outlook]
OK! I think I am getting there!!
I fooled with Contact sub folders. What I think I learned is as
follows.
If I 'move' contacts to a sub folder they are available in that
folder
only. I need to have contacts in multiple sub folders. So it appears
that method is not good for me.
I then 'copied' the contacts into sub folders. This appears to work.
What I do not like about this method is when a change to a contacts
data, TN, address.. is required I would have to find the contacts
record in every sub folder and make the change in each sub folder. I
see myself lousing this up.
I then established a couple of categories. Some contacts were
assigned
to several categories and some were assigned to only a single
category. I then did
View > By Category
Selected the category name
Tools > Mail Merge
Only Selected contacts
I received a message 'No Contacts Selected'
Next I did
View > By Category
Selected the individual names under the category heading
Tools > Mail Merge
Only Selected Contacts
I then got into Word and everything seemed to be OK.
This last method seems to work best for me. I wonder is there a way
to
select the entire categorywithout having to select each contact in
the
category? I envision myself skipping a contact now and then and
creating a faulty document?

Well how much of the above is wrong on my part or am I still
travelling down the path to success.
Thanks