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Didi - 13 Sep 2005 22:41 GMT

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.

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Jocelyn Fiorello [MVP - Outlook] - 14 Sep 2005 00:05 GMT

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.

Signature

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
[quoted text clipped - 11 lines]
> 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.

Reply to this Message

Judy Gleeson MVP - Outlook - 14 Sep 2005 01:07 GMT

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

> 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
[quoted text clipped - 10 lines]
> > 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.
[quoted text clipped - 3 lines]
> > 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

> > 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.

Reply to this Message

Jocelyn Fiorello [MVP - Outlook] - 14 Sep 2005 05:09 GMT

Good point :-)

Signature

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
[quoted text clipped - 53 lines]
> address
> > > and so on, but it does not list the category. Please help.

Reply to this Message

Judy Gleeson MVP - Outlook - 14 Sep 2005 05:59 GMT

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

> Good point :-)
>
[quoted text clipped - 62 lines]
> > address
> > > > and so on, but it does not list the category. Please help.

Reply to this Message

Jocelyn Fiorello [MVP - Outlook] - 16 Sep 2005 04:21 GMT

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!

Signature

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
[quoted text clipped - 88 lines]
> > > address
> > > > > and so on, but it does not list the category. Please help.

Reply to this Message