Use Outlook contacts as a data source for a mail merge

You can use Microsoft Word 12 to start a mail- merge operation that uses the Microsoft Outlook 12 Contacts list as a data source .

  1. In Word, on the Mailings tab, in the Start Mail Merge group, click Step by Step Mail Merge Wizard.

The Mail Merge task pane guides you through the mail-merge process.

  1. Under Select document type, click the type of document you want to work on for mail merging.

The active document becomes the main document (main document: In a mail-merge operation in Word, the document that contains the text and graphics that are the same for each version of the merged document, for example, the return address or salutation in a form letter.).

  1. Click Next: Starting document.

Word displays the active document in the document window. If you want to use a different document, click Start from a template or Start from existing document, and then select a different template or document. If you want to change the look of labels, click Change document layout.

  1. Click Next: Select recipients.
  2. Click Select from Outlook contacts, and then click Choose Contacts Folder as your data source.
  3. In the Select Contacts dialog box, select the Contacts folder you want to use, and then click OK.

The list of recipients appears in the Mail Merge Recipients dialog box, where you can refine the list of recipients. For example, you might want to send a form letter to only those customers in your file with a specific postal code.

ShowHow do I refine the list of recipients?

Do one of the following:

ShowUse the check boxes to designate recipients

This method is most useful if your list is short.

  • Select the check boxes next to the recipients you want to include, and clear the ones next to the recipients you want to exclude.

 Tip   If you know you want to include most of the list in your merge, clicking Select All first makes it easy to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records you want.

ShowSort items in the list

This is useful if you want to see items in alphabetical or numeric order.

  • Click the column heading of the item you want to sort by. For example, if you want to display the list alphabetically by last name, click the Last Name column heading.

ShowFilter items in the list

This is useful if the list contains records that you know you don't want to see or include in the merge. Once you have filtered the list, you can use the check boxes to include and exclude records as described in the previous section.

  1. Click the arrow next to the column heading of the item you want to filter by.
  2. Click any of the following:
    • (Blanks) displays all the records in which the corresponding field is blank.
    • (Nonblanks) displays all the records in which the corresponding field contains information.
    • (Advanced) allows advanced sorting and filtering. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query you want. For example, if your data source contains records that share the same information, and there are 10 or fewer unique values in the column, you can filter by specific information. If there are multiple addresses that list Australia as the country/region, you can filter on Australia.

The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click (All).

 Note   If you have installed address validation software, you can click Validate addresses in the Mail Merge Recipients dialog box to validate your recipients' addresses.

  1. To return to the Mail Merge task pane, click OK. Word will use the recipients you designated for the merge.
  2. To go to the next step in the mail merge, click Next: Write your letter.

 Note   The name of this step changes somewhat to reflect what type of document you are working on.

  1. Add items, such as address blocks and greeting lines, to your document. If you don't see the item you want to add, click More items.
  2. The final two steps let you preview and then complete your mail merge.

 Note   If you think you might do a similar merge in the future, it's a good idea to save the main document. Saving the main document also saves the connection between it and the data source. The next time you open the main document, you will see information from the first data source record already merged in. You can quickly complete the merge or connect to a different source.

 
 
Applies to:
Outlook 2003