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MS Office Forum / Word / Mailmerge and Fax / May 2006Editing Mail Merge Recipients
I am using Word 2003 to Mail Merge Outlook folders ( Contacts or Business A/c's) to envelopes. When I get to the "Mail Merge Recipients" window, is there any way of editing the recipients apart from unckecking the box on their row? Also, can the columns be change to hold different info? I am just starting into this venture and antisipate 2000 + addresses eventually. Mail Merges antisipated are:- Country, country and state, post code or geographic region, and Business categoriety. I have removed updates for the period 12-13.04.06 without any noticable change. Thanks Stan W. See http://www.gmayor.com/mailmerge_from_outlook.htm  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I am using Word 2003 to Mail Merge Outlook folders ( Contacts or > Business A/c's) to envelopes. [quoted text clipped - 9 lines] > Thanks > Stan W. O/K........I click on Mail Merge from the Outlook Contacts view. This opens a window "Mail Merge Contacts". In the centre of this window we have "Document File" -- New document or Existing document. What is the meaning of this? Am I suppost to create a file containing ALL accounts in Outlook Contacts or only those that I want to merge. Where do I keep this file? I have been experimenting and when Word takes over I have come up against a window that said something like Word cannot open this Data file. I also have my own envelope, when I inport it, the merge toolbar greys out. Shoud I be printing these separatly then putting them back through to address them? Stan W. > See http://www.gmayor.com/mailmerge_from_outlook.htm > [quoted text clipped - 11 lines] > > Thanks > > Stan W. The document file is the mail merge document that you propose merging the data into. The contact data file is the file used to save the subset of the records you wish to merge. Otherwise the function creates a temporary file for the purpose of this merge.. I take it that you have both Word *and* Outlook 2003? Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > O/K........I click on Mail Merge from the Outlook Contacts view. > This opens a window "Mail Merge Contacts". [quoted text clipped - 35 lines] >>> Thanks >>> Stan W. Yes, both Word and Outlook are 2003. This is getting more and more confusing -- Is there some where that will show you, step by step, how to set this up? I have had data windows open with nothing in them, windows that say data will be moved to some where else and not retained. Word opens with several pages of meaningless fields, and on top of this, people do not answer all questions asked. Stan W. > The document file is the mail merge document that you propose merging the > data into. [quoted text clipped - 42 lines] > >>> Thanks > >>> Stan W. It is difficult to appreciate what you are doing at a distance. It sounds like you are trying to integrate Outlook data with an existing merge document with different field names. If you begin the merge from Word you have a different set of field names and you are essentially back where you started. If you want to merge from Outlook to gain the extra configurability that this provides then you are going to have to edit the merge document to take account of the fieldname changes. The posted link http://www.gmayor.com/mailmerge_from_outlook.htm explains how to get the data. At the end of that page there is another link that explains how to create a (label) merge. Labels are arguably the most complicated of merges, but other merges are similarly conceived. Now you have introduced a further variable "people do not answer all questions asked" ? What people, what questions? None of this is going to be easy to set up for third parties until you have a good grounding in the principles of mail merge. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Yes, both Word and Outlook are 2003. > This is getting more and more confusing -- Is there some where that [quoted text clipped - 59 lines] >>>>> Thanks >>>>> Stan W. Graham Mayor -- Thank you for your reply. Alow me to bring forward several points______ In your last paragraph you made mention of a "third party". What do you mean by this as knowwhere have I made mention of anyone else. On the 1st May I asked a question regarding envelopes. Yesterday I asked about guidance through the setting up of mail merge. These questions are still unanswered, therefore "people do not answer questions asked". I also suspect they do not read the message fully, get an idea in their head and go of on a tangent. I find it hard to believe that a company with the resourses of Microsoft can not come up with something better. I am starting my mail merge in Outlook. During the process, I get various unexplained windows. One that I am looking at now is:- Opening this document will run the following SQL comand: SELECT * From C:\Documents and Settings\Stan W\My Documents\Accounts - Crane Hire.doc WHERE ((Categories = 'Crane Hire')) Data from your database will be placed in the document. Do you want to continue? What does this mean? What do I do here? (Crane hire is one of the categories that I have created). Stan W. > It is difficult to appreciate what you are doing at a distance. It sounds > like you are trying to integrate Outlook data with an existing merge [quoted text clipped - 77 lines] > >>>>> Thanks > >>>>> Stan W. Responses in these forums are not provided by Microsoft, they are provided by volunteers. Please keep that in mind. In what group did you ask your other questions? I do not see them in this group. For your SQL problem, see the following Knowledge Base article: "Opening This Will Run the Following SQL Command" Message When You Open a Word Document - 825765 at: http://support.microsoft.com?kbid=825765 SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Graham Mayor -- Thank you for your reply. > [quoted text clipped - 112 lines] >> >>>>> Thanks >> >>>>> Stan W. > Graham Mayor -- Thank you for your reply. > [quoted text clipped - 6 lines] > questions asked". I also suspect they do not read the message fully, > get an idea in their head and go of on a tangent. Your previous message referred to people not answering questions. I am not psychic. I assumed this to mean that it was something to do with your problem subject of this thread. I did not go trawling through the hundreds of messages that are posted in the Microsoft forums every day on the off chance that you had posted elsewhere. However, I have just had a quick look through all the forums I subscribe to and I see only one other message from you, which I answered on the 17th March - unless of course you posted under a different pseudonym! > I find it hard to believe that a company with the resourses of > Microsoft can not come up with something better. The contributors of these newsgroups have nothing to do with Microsoft. This is peer support. If you want support from Microsoft, they will be happy to take your money. > I am starting my mail merge in Outlook. During the process, I get > various unexplained windows. One that I am looking at now is:- [quoted text clipped - 3 lines] > Data from your database will be placed in the document. Do you want to > continue? You are dripfeeding information with each post. You need to supply all the relevant information. As for the SQL message - see: You receive the "Opening this will run the following SQL command" message when you open a Word mail merge main document that is linked to a data source - http://support.microsoft.com/?kbid=825765 Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > What does this mean? What do I do here? > (Crane hire is one of the categories that I have created). > > Stan W. Frankly I am still no wiser to what you are *actually* doing than when you posted originally. All the information required to produce a mail merge from Outlook data can be found in the links I posted. >> It is difficult to appreciate what you are doing at a distance. It >> sounds like you are trying to integrate Outlook data with an [quoted text clipped - 88 lines] >>>>>>> Thanks >>>>>>> Stan W.
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