Editing Mail Merge Recipients

[Stan W.]

I am using Word 2003 to Mail Merge Outlook folders ( Contacts or Business
A/c's) to envelopes.
When I get to the "Mail Merge Recipients" window, is there any way of
editing the recipients apart from unckecking the box on their row?
Also, can the columns be change to hold different info?
I am just starting into this venture and antisipate 2000 + addresses
eventually.
Mail Merges antisipated are:- Country, country and state, post code or
geographic region, and Business categoriety.
I have removed updates for the period 12-13.04.06 without any noticable
change.
Thanks
Stan W.

 

[Graham Mayor]

See http://www.gmayor.com/mailmerge_from_outlook.htm

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Graham Mayor - Word MVP


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[Stan W.]

O/K........I click on Mail Merge from the Outlook Contacts view.
This opens a window "Mail Merge Contacts".
In the centre of this window we have "Document File" -- New document or
Existing document.
What is the meaning of this? Am I suppost to create a file containing ALL
accounts in Outlook Contacts or only those that I want to merge. Where do I
keep this file?
I have been experimenting and when Word takes over I have come up against a
window that said something like Word cannot open this Data file.
I also have my own envelope, when I inport it, the merge toolbar greys out.
Shoud I be printing these separatly then putting them back through to address
them?

Stan W.

 

[Graham Mayor]

The document file is the mail merge document that you propose merging the
data into.
The contact data file is the file used to save the subset of the records you
wish to merge. Otherwise the function creates a temporary file for the
purpose of this merge..
I take it that you have both Word *and* Outlook 2003?

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Graham Mayor - Word MVP


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[Stan W.]

Yes, both Word and Outlook are 2003.
This is getting more and more confusing -- Is there some where that will
show you, step by step, how to set this up?
I have had data windows open with nothing in them, windows that say data
will be moved to some where else and not retained. Word opens with several
pages of meaningless fields, and on top of this, people do not answer all
questions asked.
Stan W.

 

[Graham Mayor]

It is difficult to appreciate what you are doing at a distance. It sounds
like you are trying to integrate Outlook data with an existing merge
document with different field names. If you begin the merge from Word you
have a different set of field names and you are essentially back where you
started. If you want to merge from Outlook to gain the extra configurability
that this provides then you are going to have to edit the merge document to
take account of the fieldname changes.

The posted link http://www.gmayor.com/mailmerge_from_outlook.htm explains
how to get the data. At the end of that page there is another link that
explains how to create a (label) merge. Labels are arguably the most
complicated of merges, but other merges are similarly conceived.

Now you have introduced a further variable "people do not answer all
questions asked" ? What people, what questions? None of this is going to be
easy to set up for third parties until you have a good grounding in the
principles of mail merge.

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Graham Mayor - Word MVP


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[Stan W.]

Graham Mayor -- Thank you for your reply.

Alow me to bring forward several points______
In your last paragraph you made mention of a "third party". What do you mean
by this as knowwhere have I made mention of anyone else.
On the 1st May I asked a question regarding envelopes. Yesterday I asked
about guidance through the setting up of mail merge. These questions are
still unanswered, therefore "people do not answer questions asked". I also
suspect they do not read the message fully, get an idea in their head and go
of on a tangent.

I find it hard to believe that a company with the resourses of Microsoft can
not come up with something better.

I am starting my mail merge in Outlook. During the process, I get various
unexplained windows. One that I am looking at now is:-
Opening this document will run the following SQL comand:
SELECT * From C:\Documents and Settings\Stan W\My Documents\Accounts - Crane
Hire.doc WHERE ((Categories = 'Crane Hire'))
Data from your database will be placed in the document. Do you want to
continue?

What does this mean? What do I do here?
(Crane hire is one of the categories that I have created).

Stan W.

 

[Doug Robbins - Word MVP]

Responses in these forums are not provided by Microsoft, they are provided
by volunteers. Please keep that in mind.

In what group did you ask your other questions? I do not see them in this
group.

For your SQL problem, see the following Knowledge Base article:

"Opening This Will Run the Following SQL Command" Message When You Open a
Word Document - 825765 at:

http://support.microsoft.com?kbid=825765

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Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Graham Mayor]

Graham Mayor -- Thank you for your reply.

Alow me to bring forward several points______
In your last paragraph you made mention of a "third party". What do
you mean by this as knowwhere have I made mention of anyone else.
On the 1st May I asked a question regarding envelopes. Yesterday I
asked about guidance through the setting up of mail merge. These
questions are still unanswered, therefore "people do not answer
questions asked". I also suspect they do not read the message fully,
get an idea in their head and go of on a tangent.

Your previous message referred to people not answering questions. I am not
psychic. I assumed this to mean that it was something to do with your
problem subject of this thread. I did not go trawling through the hundreds
of messages that are posted in the Microsoft forums every day on the off
chance that you had posted elsewhere. However, I have just had a quick look
through all the forums I subscribe to and I see only one other message from
you, which I answered on the 17th March - unless of course you posted under
a different pseudonym!

I find it hard to believe that a company with the resourses of
Microsoft can not come up with something better.

The contributors of these newsgroups have nothing to do with Microsoft. This
is peer support. If you want support from Microsoft, they will be happy to
take your money.

I am starting my mail merge in Outlook. During the process, I get
various unexplained windows. One that I am looking at now is:-
Opening this document will run the following SQL comand:
SELECT * From C:\Documents and Settings\Stan W\My Documents\Accounts
- Crane Hire.doc WHERE ((Categories = 'Crane Hire'))
Data from your database will be placed in the document. Do you want to
continue?

You are dripfeeding information with each post. You need to supply all the
relevant information. As for the SQL message - see: You receive the "Opening
this will run the following SQL command" message when you open a Word mail
merge main document that is linked to a data source -
http://support.microsoft.com/?kbid=825765


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Graham Mayor - Word MVP

What does this mean? What do I do here?
(Crane hire is one of the categories that I have created).

Stan W.

Frankly I am still no wiser to what you are *actually* doing than when you
posted originally. All the information required to produce a mail merge from
Outlook data can be found in the links I posted.