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#1
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Link addresses from Outlook 2003
Dear friends,
I need to have a dropdown menu in a template in order to select the coutry. In my outllook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
#2
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Link addresses from Outlook 2003
This is tricky because you would need to connect to the contacts folder
programmatically, e.g. using VBA, and as far as I know there is no reliable way to do it. It is perhaps relevant that if you macro record the action of selecting an Outlook contacts folder, the resulting macro is empty (Word 2003) and even in Word 2007 it contains a call to the old Wordbasic object. You /can/ get Word to pop up the connection dialog and allow the user to select a folder using the following VBA, but the selection dialog pops up twice and I have not found a way to prevent that. ActiveDocument.MailMerge.OpenDataSource _ Name:="", _ Subtype:=wdMergeSubTypeOutlook As long as there is an active connection to /an/ Outlook contacts folder, and as long as all the folders you want to use are subfolders of the same main folder as that folder and they are all folders in the Outlook Address Book, then you should be able to change the folder programmatically using VBA. For example, to change to the "UK" folder, use: ActiveDocument.MailMerge.DataSource.QueryString="S ELECT * FROM [UK]" NB, the name UK needs to be the name of the Outlook folder, not the name of the Address Book in the Outlook Address Book, which can in theory be different. if you tend to view your Contact folders using the Contacts button in the navigation pane in Outlook 2003, you won't see the folder hierarchy - you need to switch to the folder view to see it. But again, as far as I know there is no way to use a SELECT to select a folder in a different subfolder than the one that has already been selected. I'd rather not go into the gory details of why I think that is so. Peter Jamieson "George" wrote in message ... Dear friends, I need to have a dropdown menu in a template in order to select the coutry. In my outllook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
#3
Posted to microsoft.public.word.mailmerge.fields
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Link addresses from Outlook 2003
To add to what Peter has said, if your various Outlook contacts lists have
their properties set to be used as e-mail address books, they will all be available from the insert address tool. You can enhance that function with vba in Word to make sure it types the information where you want it and there are several examples of this use at http://www.gmayor.com/Macrobutton.htm . When the address dialog pops up you select the contacts list you want to use and pick the name from that list and the macro does the rest. An alternative, using mail merge would be to create a merge document with the fields already placed then pick the contact in Outlook and merge that one record with the document. http://www.gmayor.com/mailmerge_from_outlook.htm For single letters, the first method is a bit more complex to set up, but once configured is quicker and easier to use. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org George wrote: Dear friends, I need to have a dropdown menu in a template in order to select the country. In my outlook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
#4
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Link addresses from Outlook 2003
Thanks a lot for your help.
Let me re-phrase the question (a simpier one). I want to create a Word template (perhaps using the mail merge), so I can have the mailing address of a single contact (from Outlook). It happens sometimes to change the mailing address of the contact in Outlook. The next time I open my Word template I want to see the new address (derived from Outlook) - Update fields? How can I do that? Thanks a lot again. George Ο χρήστης "Graham Mayor" *γγραψε: To add to what Peter has said, if your various Outlook contacts lists have their properties set to be used as e-mail address books, they will all be available from the insert address tool. You can enhance that function with vba in Word to make sure it types the information where you want it and there are several examples of this use at http://www.gmayor.com/Macrobutton.htm . When the address dialog pops up you select the contacts list you want to use and pick the name from that list and the macro does the rest. An alternative, using mail merge would be to create a merge document with the fields already placed then pick the contact in Outlook and merge that one record with the document. http://www.gmayor.com/mailmerge_from_outlook.htm For single letters, the first method is a bit more complex to set up, but once configured is quicker and easier to use. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org George wrote: Dear friends, I need to have a dropdown menu in a template in order to select the country. In my outlook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
#5
Posted to microsoft.public.word.mailmerge.fields
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Link addresses from Outlook 2003
I don't know a way to do this with mail merge from Outlook. Merges from
Outlook create transient temporary files for the duration. They are not available for re-use, unless you create a permanent data file which would not be updated by any changes to the Outlook contact. If youhave to create a permanent data source then you might as well create an autotext entry in Word. I have already suggested my take on the best way of doing this. It merely requires a couple of extra steps from 'automatic'. You might ask in the vba forum to see if anyone can come up with anything better. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org George wrote: Thanks a lot for your help. Let me re-phrase the question (a simpier one). I want to create a Word template (perhaps using the mail merge), so I can have the mailing address of a single contact (from Outlook). It happens sometimes to change the mailing address of the contact in Outlook. The next time I open my Word template I want to see the new address (derived from Outlook) - Update fields? How can I do that? Thanks a lot again. George ? ??????? "Graham Mayor" ???????: To add to what Peter has said, if your various Outlook contacts lists have their properties set to be used as e-mail address books, they will all be available from the insert address tool. You can enhance that function with vba in Word to make sure it types the information where you want it and there are several examples of this use at http://www.gmayor.com/Macrobutton.htm . When the address dialog pops up you select the contacts list you want to use and pick the name from that list and the macro does the rest. An alternative, using mail merge would be to create a merge document with the fields already placed then pick the contact in Outlook and merge that one record with the document. http://www.gmayor.com/mailmerge_from_outlook.htm For single letters, the first method is a bit more complex to set up, but once configured is quicker and easier to use. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org George wrote: Dear friends, I need to have a dropdown menu in a template in order to select the country. In my outlook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
#6
Posted to microsoft.public.word.mailmerge.fields
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Link addresses from Outlook 2003
Your question may be simpler but an answer probably is not (as usual!)
To do this using a MailMerge approach, you could start as follows. Suppose you make a Word tempalte (or document - I do not think it makes much difference in this case) that uses your Contact's folder as its Mail Merge Data Source. Save the template/document, and re-open it, or create a new document based on the template. At that point you will I think be asked (twice) to select your contacts folder. That's the real problem here, as we shall see Let's suppose you now try to restrict your data source to the one contact you want to use. You will need to have criteria that uniquely identify the contact - e.g. Firstname, lastname may or may not be enough. Open the Mail Merge Recipients dialog box, clcik the drop-down at the top of one of the columns, and seelct Advanced to view the Query Options dialog. You can then specify the conditions needed to select that one record. When you get back into the Mail merge Recipients Dialog box, only one row should be displayed. Incidentally, you could just "clear" all the entries, and select the one you want, but then you would be relying on Word's internal, undocumented mechanism for identifying which records you have selected and I suspect that is best avoided. Now close the recipients dialog box. Show the preview data including the address that you want to see updated. Save the template. Experimentally change the address data for the contact. When you re-open the Word template, and select the correct contacts folder, the new data from the contact should be displayed. However, you have to know which contacts folder to open. If you get the wrong one, Word won't find the record you wanted. There is another way you can go about doing this, which is to use Access to link to a Contacts folder, then use that linked Access table as your data source. It seems to work quite well to me and avoids some of the problems mentioned above. At the moment I can only tell you how it works if you have Access, but a programmatic solution may also be feasible. Peter Jamieson "George" wrote in message ... Thanks a lot for your help. Let me re-phrase the question (a simpier one). I want to create a Word template (perhaps using the mail merge), so I can have the mailing address of a single contact (from Outlook). It happens sometimes to change the mailing address of the contact in Outlook. The next time I open my Word template I want to see the new address (derived from Outlook) - Update fields? How can I do that? Thanks a lot again. George ? ??????? "Graham Mayor" ???????: To add to what Peter has said, if your various Outlook contacts lists have their properties set to be used as e-mail address books, they will all be available from the insert address tool. You can enhance that function with vba in Word to make sure it types the information where you want it and there are several examples of this use at http://www.gmayor.com/Macrobutton.htm . When the address dialog pops up you select the contacts list you want to use and pick the name from that list and the macro does the rest. An alternative, using mail merge would be to create a merge document with the fields already placed then pick the contact in Outlook and merge that one record with the document. http://www.gmayor.com/mailmerge_from_outlook.htm For single letters, the first method is a bit more complex to set up, but once configured is quicker and easier to use. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org George wrote: Dear friends, I need to have a dropdown menu in a template in order to select the country. In my outlook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
#7
Posted to microsoft.public.word.mailmerge.fields
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Link addresses from Outlook 2003
then use that linked Access table as your data source. It seems to work
quite well to me Except you also have to create an Access query that gets all the data from the Access table then use /that/ as the data source. Peter Jamieson "Peter Jamieson" wrote in message ... Your question may be simpler but an answer probably is not (as usual!) To do this using a MailMerge approach, you could start as follows. Suppose you make a Word tempalte (or document - I do not think it makes much difference in this case) that uses your Contact's folder as its Mail Merge Data Source. Save the template/document, and re-open it, or create a new document based on the template. At that point you will I think be asked (twice) to select your contacts folder. That's the real problem here, as we shall see Let's suppose you now try to restrict your data source to the one contact you want to use. You will need to have criteria that uniquely identify the contact - e.g. Firstname, lastname may or may not be enough. Open the Mail Merge Recipients dialog box, clcik the drop-down at the top of one of the columns, and seelct Advanced to view the Query Options dialog. You can then specify the conditions needed to select that one record. When you get back into the Mail merge Recipients Dialog box, only one row should be displayed. Incidentally, you could just "clear" all the entries, and select the one you want, but then you would be relying on Word's internal, undocumented mechanism for identifying which records you have selected and I suspect that is best avoided. Now close the recipients dialog box. Show the preview data including the address that you want to see updated. Save the template. Experimentally change the address data for the contact. When you re-open the Word template, and select the correct contacts folder, the new data from the contact should be displayed. However, you have to know which contacts folder to open. If you get the wrong one, Word won't find the record you wanted. There is another way you can go about doing this, which is to use Access to link to a Contacts folder, then use that linked Access table as your data source. It seems to work quite well to me and avoids some of the problems mentioned above. At the moment I can only tell you how it works if you have Access, but a programmatic solution may also be feasible. Peter Jamieson "George" wrote in message ... Thanks a lot for your help. Let me re-phrase the question (a simpier one). I want to create a Word template (perhaps using the mail merge), so I can have the mailing address of a single contact (from Outlook). It happens sometimes to change the mailing address of the contact in Outlook. The next time I open my Word template I want to see the new address (derived from Outlook) - Update fields? How can I do that? Thanks a lot again. George ? ??????? "Graham Mayor" ???????: To add to what Peter has said, if your various Outlook contacts lists have their properties set to be used as e-mail address books, they will all be available from the insert address tool. You can enhance that function with vba in Word to make sure it types the information where you want it and there are several examples of this use at http://www.gmayor.com/Macrobutton.htm . When the address dialog pops up you select the contacts list you want to use and pick the name from that list and the macro does the rest. An alternative, using mail merge would be to create a merge document with the fields already placed then pick the contact in Outlook and merge that one record with the document. http://www.gmayor.com/mailmerge_from_outlook.htm For single letters, the first method is a bit more complex to set up, but once configured is quicker and easier to use. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org George wrote: Dear friends, I need to have a dropdown menu in a template in order to select the country. In my outlook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
#8
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Link addresses from Outlook 2003
Thanks a lot my friend,
I think I will do it in Access. Ο χρήστης "Peter Jamieson" *γγραψε: then use that linked Access table as your data source. It seems to work quite well to me Except you also have to create an Access query that gets all the data from the Access table then use /that/ as the data source. Peter Jamieson "Peter Jamieson" wrote in message ... Your question may be simpler but an answer probably is not (as usual!) To do this using a MailMerge approach, you could start as follows. Suppose you make a Word tempalte (or document - I do not think it makes much difference in this case) that uses your Contact's folder as its Mail Merge Data Source. Save the template/document, and re-open it, or create a new document based on the template. At that point you will I think be asked (twice) to select your contacts folder. That's the real problem here, as we shall see Let's suppose you now try to restrict your data source to the one contact you want to use. You will need to have criteria that uniquely identify the contact - e.g. Firstname, lastname may or may not be enough. Open the Mail Merge Recipients dialog box, clcik the drop-down at the top of one of the columns, and seelct Advanced to view the Query Options dialog. You can then specify the conditions needed to select that one record. When you get back into the Mail merge Recipients Dialog box, only one row should be displayed. Incidentally, you could just "clear" all the entries, and select the one you want, but then you would be relying on Word's internal, undocumented mechanism for identifying which records you have selected and I suspect that is best avoided. Now close the recipients dialog box. Show the preview data including the address that you want to see updated. Save the template. Experimentally change the address data for the contact. When you re-open the Word template, and select the correct contacts folder, the new data from the contact should be displayed. However, you have to know which contacts folder to open. If you get the wrong one, Word won't find the record you wanted. There is another way you can go about doing this, which is to use Access to link to a Contacts folder, then use that linked Access table as your data source. It seems to work quite well to me and avoids some of the problems mentioned above. At the moment I can only tell you how it works if you have Access, but a programmatic solution may also be feasible. Peter Jamieson "George" wrote in message ... Thanks a lot for your help. Let me re-phrase the question (a simpier one). I want to create a Word template (perhaps using the mail merge), so I can have the mailing address of a single contact (from Outlook). It happens sometimes to change the mailing address of the contact in Outlook. The next time I open my Word template I want to see the new address (derived from Outlook) - Update fields? How can I do that? Thanks a lot again. George ? ??????? "Graham Mayor" ???????: To add to what Peter has said, if your various Outlook contacts lists have their properties set to be used as e-mail address books, they will all be available from the insert address tool. You can enhance that function with vba in Word to make sure it types the information where you want it and there are several examples of this use at http://www.gmayor.com/Macrobutton.htm . When the address dialog pops up you select the contacts list you want to use and pick the name from that list and the macro does the rest. An alternative, using mail merge would be to create a merge document with the fields already placed then pick the contact in Outlook and merge that one record with the document. http://www.gmayor.com/mailmerge_from_outlook.htm For single letters, the first method is a bit more complex to set up, but once configured is quicker and easier to use. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org George wrote: Dear friends, I need to have a dropdown menu in a template in order to select the country. In my outlook 2003 I have my country contacts in separate folders, e.g. contact1 appears in a folder named UK. By selecting the country (UK) from the dropdown menu I would like to insert his contact details in a new document (perhaps using mail merge). I need this to be done automatically. Please advice me. Thanking you in advance. George |
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