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MS Office Forum / Outlook / Contacts / January 2004Exporting from Address Book
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.  SignatureRuss 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 [quoted text clipped - 3 lines] > address book contacts. I have checked the MS database, > but found nothing useful. 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 [quoted text clipped - 10 lines] >> address book contacts. I have checked the MS database, >> but found nothing useful. 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. SignatureRuss Valentine [MVP-Outlook] > Russ, > [quoted text clipped - 39 lines] > >> address book contacts. I have checked the MS database, > >> but found nothing useful. 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 [quoted text clipped - 48 lines] > >. 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. SignatureRuss Valentine > I can not find any mention of a Windows Address Book and > everything I have done is within Outlook that came with [quoted text clipped - 68 lines] > > > >. 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. [quoted text clipped - 77 lines] > >. 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. SignatureRuss 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 [quoted text clipped - 111 lines] > > > >. Great! That works! Many thanks! >-----Original Message----- >Still not clear what you mean by "groups." If you mean Distribution Lists, [quoted text clipped - 121 lines] > >. |
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