[ Team LiB ] Using Contacts for Mail Merge Mail merge is possibly the most popular reason

[ Team LiB ] Using Contacts for Mail Merge Mail merge is possibly the most popular reason for accessing Outlook data from Word. Mail merge makes it easy to create address labels, personalized letters, and address books. You can start mail merges from either Outlook or Word, and a number of options are available to you for configuring the mail merge. By opening Word and using the Tools, Letters and Mailings, Mail Merge menu selection to begin the merge, you limit the number of contact fields available for use as merge fields to common mail fields. When you start the...
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[ Team LiB ] Using Contacts for Mail Merge Mail merge is possibly the most popular reason[ Team LiB ]Using Contacts for Mail MergeMail merge is possibly the most popular reason for accessing Outlook data from Word.Mail merge makes it easy to create address labels, personalized letters, and addressbooks. You can start mail merges from either Outlook or Word, and a number of optionsare available to you for configuring the mail merge.By opening Word and using the Tools, Letters and Mailings, Mail Merge menu selectionto begin the merge, you limit the number of contact fields available for use as mergefields to common mail fields. When you start the merge from Outlook, it makes allcontact fields available to use in the merge, although you have the option to include onlythe fields used in the current view.Beginning the merge from Outlook also enables you to select a group of contacts to usein the merge, instead of filtering your contacts using the basic filtering options availablefrom the Mail Merge dialog in Word.Regardless of how you begin the mail merge, you can change the merge type or fieldsused at any time. To avoid the security prompt in Outlook, youll want to merge toHTML-formatted messages.Task: Start a Mail Merge from OutlookWhen you begin your mail merge from Outlook, you can use its filtering capabilities toselect the contacts you want to include in your merge. Use custom views or Find to filteryour contacts, and then select the contacts you want to include in the merge.After the contacts are filtered or selected, youre ready to create your mail merge: 1. Select the contacts youre going to merge and choose Tools, Mail Merge. This opens the Mail Merge Contacts dialog, as shown in Figure 23.1. Figure 23.1. Selecting the contacts to use in Outlook often results in faster merging in Word because the mail merge data file contains only the contacts youre using in your merge.2. If you selected a group of contacts before choosing mail merge, Only Selected Contacts is enabled. Choose All Contacts in Current View if you created a filtered view containing the contacts you want to include in the mail merge. Use Advanced Find to find your contacts meeting specific criteria, choose Select All, and use the Edit, Categories menu selection to add a unique category to the contacts. Next, use the Group by Category view to group by categories and select the category for your mail merge.3.4. By default, all contact fields are included in the merge. However, if youre merging a large number of records, its faster if you include only the fields youre going to use. Create a view containing the fields you plan to use before beginning the merge.5. Select the document you want to merge to. In many cases, youll want to keep the default new document. However, you can merge to a predefined document, such as a fax cover sheet or form letter.6. If you plan to use the contact data another time or need to keep it for reference, add a check to the Permanent File field and enter a filename. When the merge is completed, Outlook will save the file.7. Select the document type to which youre going to merge. Your choices are form letters, mailing labels, envelopes, and catalog. Select the merge format you want to use, choosing from new document, printer, and email. If you change your mind about the document type or merge options you want to use, you can change the merge options after the contact data is loaded into Word.After you choose OK to begin the merge, Outlook processes the contacts and writes themto a file named OMM*.doc, saving it at C:Documents and Settingsusername LocalSettingsTemp. If you want to save the data file, use Windows Explorer to find it. Copy it to your My Documents folder and rename it.Word opens with the OMM document attached as a data source and is on step 3 of theMail Merge Wizard. You can use the Mail Merge toolbar to add merge fields or displaythe wizard by choosing Tools, Letters and Mailings, Mail Merge.Add merge fields to your document and then complete the merge, selecting the Merge Todocument type from the wizard or toolbar. If youre new to mail merge, using the wizard to lead you through the process the first few times is very helpful.Should you realize that you selected contacts you dont want to include in the merge, youdont need to redo it. Uncheck the contacts you dont want included or filter the contactsby selecting the arrows beside the field names, as described in the next section. Mail merging to email triggers security alerts that must to be allowed for each address on your mail merge list if you merge to plain text message format. When you merge usin ...