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[Guest]

Ok. Here is my problem. I am an administrative assistant, and I am
responsible for keeping track of all of my boss’s contacts. He obviously has
both business and personal contacts. However some of the people are both
personal and business related. My dilemma is that I don’t really know how to
use outlook and mail-merging to my advantage in this situation. You see his
contacts can be divided into so many groups, it makes it difficult.
Sometimes he might just want to send out something to people who live in a
certain county or other times by what street they live on. I realize that
when you enter in an address you can put the contact under more than one
category, which I have been doing. This has organized my contacts greatly.
When I look up category “A†it will show all of the people in that category.
When I look up category “Bâ€, it correctly lists every contact in that
category (even duplicates). And so on with “Câ€, “Dâ€, etc. My dilemma is
that when I open my mail merge, it lists the Name, the Company, the address
and so on, but it does not list the category. Please help.

 

[Guest]

First, change your view of your Contacts folder to show only the category you
want to mail merge from, then go to Tools | Mail Merge and tell Outlook you
want to merge only the contacts in the current category. In other words,
start the merge from Outlook instead of from Word.

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

 

[Judy Gleeson MVP - Outlook]

You could also just highlight all the ones you want to merge to and follow
Jocelyn's instructions from there. No need to define a new view. Just use
the Group By Category function or if it's a case of wanting to send to
everyone in a certain state, use the Group By Box (advanced toolbar) and
drag the State field into the Group By Box. You can group by any fields
this way. Even 2 fields, eg Category and then State. Drag both column
headers into the Group By Box.


Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm

"Jocelyn Fiorello [MVP - Outlook]"

 

[Guest]

Good point

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

You could also just highlight all the ones you want to merge to and follow
Jocelyn's instructions from there. No need to define a new view. Just use
the Group By Category function or if it's a case of wanting to send to
everyone in a certain state, use the Group By Box (advanced toolbar) and
drag the State field into the Group By Box. You can group by any fields
this way. Even 2 fields, eg Category and then State. Drag both column
headers into the Group By Box.


Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm

"Jocelyn Fiorello [MVP - Outlook]"

First, change your view of your Contacts folder to show only the category you
want to mail merge from, then go to Tools | Mail Merge and tell Outlook you
want to merge only the contacts in the current category. In other words,
start the merge from Outlook instead of from Word.

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

 

[Judy Gleeson MVP - Outlook]

Thank you Jocelyn!! I always wonder what may happen when I add a comment to
an MVP or, heaven forbid, correct one occasionally! [grin] I do it with good
intention though - there are soooooo mnay ways to do the same thing and it's
very hard to teach Outlook -especially when we can't see the user's screen.

Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm
"Jocelyn Fiorello [MVP - Outlook]"

Good point

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

You could also just highlight all the ones you want to merge to and follow
Jocelyn's instructions from there. No need to define a new view. Just use
the Group By Category function or if it's a case of wanting to send to
everyone in a certain state, use the Group By Box (advanced toolbar) and
drag the State field into the Group By Box. You can group by any fields
this way. Even 2 fields, eg Category and then State. Drag both column
headers into the Group By Box.


Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm

"Jocelyn Fiorello [MVP - Outlook]"

First, change your view of your Contacts folder to show only the

category
you

want to mail merge from, then go to Tools | Mail Merge and tell

Outlook
you

want to merge only the contacts in the current category. In other words,
start the merge from Outlook instead of from Word.

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***


:

Ok. Here is my problem. I am an administrative assistant, and I am
responsible for keeping track of all of my boss's contacts. He obviously has
both business and personal contacts. However some of the people are both
personal and business related. My dilemma is that I don't really

know
how to

use outlook and mail-merging to my advantage in this situation. You

see
his

contacts can be divided into so many groups, it makes it difficult.
Sometimes he might just want to send out something to people who

live in
a

certain county or other times by what street they live on. I

realize
that

when you enter in an address you can put the contact under more than one
category, which I have been doing. This has organized my contacts greatly.
When I look up category "A" it will show all of the people in that category.
When I look up category "B", it correctly lists every contact in that
category (even duplicates). And so on with "C", "D", etc. My

dilemma
is

that when I open my mail merge, it lists the Name, the Company, the address
and so on, but it does not list the category. Please help.

 

[Guest]

LOL...as you say in Oz (or was that just in the Crocodile Dundee era???), no
worries ;-) We're all here to help people and I'll be the first one to
admit I'm not even close to the top of the Outlook guru list! Plus, I like
to learn new tricks just like everybody else!

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

Thank you Jocelyn!! I always wonder what may happen when I add a comment to
an MVP or, heaven forbid, correct one occasionally! [grin] I do it with good
intention though - there are soooooo mnay ways to do the same thing and it's
very hard to teach Outlook -especially when we can't see the user's screen.

Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm
"Jocelyn Fiorello [MVP - Outlook]"

Good point

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***

You could also just highlight all the ones you want to merge to and follow
Jocelyn's instructions from there. No need to define a new view. Just use
the Group By Category function or if it's a case of wanting to send to
everyone in a certain state, use the Group By Box (advanced toolbar) and
drag the State field into the Group By Box. You can group by any fields
this way. Even 2 fields, eg Category and then State. Drag both column
headers into the Group By Box.


Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
www.acorntraining.com.au/pdfdocs/ProductivITwithOutlook.pps

www.acorntraining.com.au/productivit.htm

"Jocelyn Fiorello [MVP - Outlook]"
First, change your view of your Contacts folder to show only the category
you
want to mail merge from, then go to Tools | Mail Merge and tell Outlook
you
want to merge only the contacts in the current category. In other words,
start the merge from Outlook instead of from Word.

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please
reply
only to the newsgroup to preserve the message thread. ***


:

Ok. Here is my problem. I am an administrative assistant, and I am
responsible for keeping track of all of my boss's contacts. He
obviously has
both business and personal contacts. However some of the people are
both
personal and business related. My dilemma is that I don't really know
how to
use outlook and mail-merging to my advantage in this situation. You see
his
contacts can be divided into so many groups, it makes it difficult.
Sometimes he might just want to send out something to people who live in
a
certain county or other times by what street they live on. I realize
that
when you enter in an address you can put the contact under more than one
category, which I have been doing. This has organized my contacts
greatly.
When I look up category "A" it will show all of the people in that
category.
When I look up category "B", it correctly lists every contact in that
category (even duplicates). And so on with "C", "D", etc. My dilemma
is
that when I open my mail merge, it lists the Name, the Company, the
address
and so on, but it does not list the category. Please help.