Accessing Public Folder's from Office programs

[SJMP]

Normally when using Word to make labels or mail merges Users access Outlook
contacts to get the data. They only have access to their personal folders. Is
there a way that they could access Public Folder contacts to do the same
thing?

Using Office 2003 sp2

 

[Milly Staples [MVP - Outlook]]

Have they added the PF to their PF Favorites and marked it as an Outlook Address Book?

--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact. All
unsolicited mail sent to my personal account will be deleted without
reading.

After furious head scratching, SJMP asked:

| Normally when using Word to make labels or mail merges Users access
| Outlook contacts to get the data. They only have access to their
| personal folders. Is there a way that they could access Public Folder
| contacts to do the same thing?
|
| Using Office 2003 sp2

 

[Emily Lin]

Hi SJMP,

Follow the steps below to create a mail merge by using shared contacts in Outlook 2003
==============================
Word cannot select an Outlook Shared Contacts folder from within the Mail Merge feature. To perform a mail merge by using Outlook
shared contacts as a data source, initiate the mail merge from within Outlook.

1. In Outlook, switch to the Contacts view.
2. Click the Shared Contacts folder that contains the data that you want to use for the mail merge.
3. On the Tools menu, click Mail Merge. Outlook then exports the contacts, starts Word, and identifies the exported contacts as
the data source.
4. Use Word to complete the mail merge with the shared contacts. You can click "Start Mail Merge" > "Step by Step Mail Merge" >
click Previous or Next in the mail merge wizard to edit the mail merge. By default, it is in the step "select recipient" that the shard
contacts folder has been chose.

If anything is unclear or if you have any other concerns, please don't hesitate to contact me.

Regards,

Emily Lin

Microsoft Online Partner Support
Get Secure! - www.microsoft.com/security
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| Thread-Topic: Accessing Public Folder's from Office programs
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| From: =?Utf-8?B?U0pNUA==?= <[email protected]>
| Subject: Accessing Public Folder's from Office programs
| Date: Tue, 16 Oct 2007 08:38:01 -0700
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| Normally when using Word to make labels or mail merges Users access Outlook
| contacts to get the data. They only have access to their personal folders. Is
| there a way that they could access Public Folder contacts to do the same
| thing?
|
| Using Office 2003 sp2
|

 

[SJMP]

Emily,

Thank you. Is this the same procedure if you want to create labels?

Thanks,

 

[SJMP]

Emily,

I followed you steps below. But after I select Set-up in Word on the Mail
Merge Helper Dialigue I select OK and the page is blank. Nothing at all.

I tried selecting Labels from the Outlook Mail Merge option. I tried
selecting the current view and the manually selected all before starting the
mailmerge to get the "selected contacts" option to see if that would make a
difference.

 

[Emily Lin]

Hi SJMP,

Yes, the page is blank if you started mail merge (or create labels) from Outlook to a new document in Word 2003. It is because that you
didn't insert fields or type the contents in the label. The steps (creating mail merge from Outlook Contacts folder) is just associate the
data source with the document.

Follow the steps below to create the labels.

1. Go to the shared contacts folder in Outlook 2003. click Tools > Mail Merge.
2. In the 'contacts' field, choose which contacts will be used as the data source.
In the Document File field, choose New Document.
In the Merge Options field, chooose 'Mailing labels' as the document type.
Click OK.
3. Word 2003 starts and it prompts you to click the Setup button to set the label type. Click OK. Click Setup to choose the label which
you want. Click Ok, Close.
A blank document with blank labels showing up.
4. Click the Toosl menu > Letters and Mailings > Mail Merge. Thus, the mail merge wizard shows up in the right pane.
Click the link 'Next: arrange your labels'. click 'More items' to insert the contact fields into the label as you want. You can also type
something in the lable.
5. Follow the wizard to finish the mail merge.

What is the result?

If anything is unclear or if you have any other concerns, please don't hesitate to contact me.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security
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[SJMP]

Emily

Do you have the procedure to do this in Office 2007 as well.

Thanks!

 

[Emily Lin]

Hi SJMP,

Yes, I also test it in Office 2007. Following is the key steps.

1. Go to the shared contacts folder in Outlook 2007. click Tools > Mail Merge.
2. In the 'contacts' field, choose which contacts will be used as the data source.
In the Document File field, choose New Document.
In the Merge Options field, chooose 'Mailing labels' as the document type.
Click OK.
3. Word 2007 starts and it prompts you to click the Setup button to set the label type. Click OK. Click Setup to choose the label which
you want. Click Ok, Close.
A blank document with blank labels showing up.
4. In the Mailing ribbon > click Start Mail Merge > Step by Step Mail merge Wizard. Thus, the mail merge wizard shows up in the right
pane.
Click the link 'Next: arrange your labels'. click 'More items' to insert the contact fields into the label as you want. You can also type
something in the lable.
5. Follow the wizard to finish the mail merge.

What is the result?

If anything is unclear or if you have any other concerns, please don't hesitate to contact me.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security
======================================================
When responding to posts, please "Reply to Group" via your newsreader
so that others may learn and benefit from this issue.
======================================================
This posting is provided "AS IS" with no warranties, and confers no rights.
======================================================





--------------------

 

[Emily Lin]

Hi SJMP,

I am just writing to see how everything is going. If you have any updates or need any further assistance on this issue, please feel free
to let me know. I am glad to be of assistance.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security

======================================================
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so that others may learn and benefit from this issue.
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