Address book Select Name dialog shows only Contacts with email add

[RobbieM]

To put addresses in Word 2000 documents I have used the address book feature
to insert addresses from the Outlook Contacts folder using a modified
AddressLayout autotext entry as follows:

{{<PR_GIVEN_NAME> <PR_SURNAME>}
}{{<PR_COMPANY_NAME>}
}{{<PR_STREET_ADDRESS>}
}{{<PR_LOCALITY>}{, <PR_STATE_OR_PROVINCE> <PR_POSTAL_CODE>}}

When I clicked on the address book icon that I put on the toolbar my
contacts list would pop up and I could select the recipient to be inserted in
the letter. I am using Office 2000 Professional, and this approach worked
fine until Outlook 2000 needed to be upgraded to Outlook 2002 SP3 in order to
allow me to synchronize a new cell phone with Outlook.

Since that change, every time I attempt to use the address book icon in
Word, I get a Select Name dialog that seems to be keying on the email
address. It lists only contacts that have email addresses. That is if the
Contact does not have an email address defined, it does not show up in the
select name dialog. Also the contacts are sorted by the actual email address
with no name listed making it hard in some cases to figure out who the
contact is.

Maybe I'm unusual, but I use Outlook to send email and Word to generate
snail mail. My Outlook Contacts folder contains addresses for both. The
Contacts that I send snail mail to have no email addresses defined (since I
don't need them). In the instances where I have both an email address and
snail mail address the address retrieval works fine putting the name, company
name, address, etc. in the letter just as specified in the address layout.

How can I get the Word address book feature to look at the Outlook Contact
name (instead of the email address) and allow me to see in the Select Name
dialog the Contacts that do not have an email address defined?

 

[Graham Mayor]

Given that this is a compatibility issue relating to Outlook's address book,
you may have better luck posting to an Outlook forum and to that end I have
cross posted this reply, with your original message, there. While Word 2003
works with Outlook 2007 in this respect, I do not know to what extent Word
2000 is compatible with Outlook 2002.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Brian Tillman [MVP - Outlook]]

Given that this is a compatibility issue relating to Outlook's address book,
you may have better luck posting to an Outlook forum and to that end I have
cross posted this reply, with your original message, there. While Word 2003
works with Outlook 2007 in this respect, I do not know to what extent Word
2000 is compatible with Outlook 2002.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

The address book function's sole purpose is to translate names to electronic
addresses via resolution with contact folder entries. It has no facility to
work with contacts that have no e-mail or fax addresses.

 

[Suzanne S. Barnhill]

This is actually not true in Word. In Word it can be used to provide
physical addresses for envelopes and labels.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Brian Tillman [MVP - Outlook]]

This is actually not true in Word. In Word it can be used to provide
physical addresses for envelopes and labels.

Aren't you then using the Contacts folder as the data source? You're not
resolving names.

 

[Suzanne S. Barnhill]

The Address Book does access the Contacts folder, yes.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Russ Valentine [MVP-Outlook]]

Brian, we're not dealing with the address book view in Outlook here. We're
dealing with the address book view in Word--different animal entirely
although based on the same MAPI transport. In Word, the address book shows
_all_ Contacts just as it should since in Word you have use for postal
addresses, not just electronic addresses. However, to make the connection
between Word and Outlook Contacts, versions must match and you must jump
through the same hoops to configure the Outlook address book service as you
do in Outlook. When the address book view in Word shows only electronic
addresses, it means that version don't match or that the Outlook Address
Book service is corrupt.
OP needs to follow the steps I posted. I didn't cross post those steps to
the Word group but will now since that's where the thread is continuing:
--Outlook and Word versions must match to support mail merge and the insert
address functions. There is an outside chance that if you upgrade Outlook
correctly (clean install of Outlook, completely new profile and correct data
migration), you could start a merge from Outlook, not Word. Try it. The
error message will tell you very clearly if it won't work.--

 

[RobbieM]

Brian,

I'm not sure which "address book" your responding about. As I understand
it, the address book toolbar icon in Word is used to provide a way to link to
the Microsoft Outlook profile and gain access to the Outlook Contacts folder
for the purpose of loading physical addresses into letters and/or envelopes
created in Word. My problem, as outlined in my original post, is that
instead of listing all the names in my Outlook Contacts folder when I click
on the Word Address Book icon, I get only a list of the email addresses for
contacts that have email addresses defined.

It seems like there ought to be a way to get Word to look at and list the
Names in the Contacts folder. That is the way this function worked when I
was using Outlook 2000 SP3. The problem only occurred when I was forced to
upgrade to Outlook 2002 to be able to sync my cell phone.

 

[Russ Valentine [MVP-Outlook]]

Read the redirected posts or my new one.