Outlook contact to Word Mail Merge result blank line before City, State, Zip

[Randy]

Here is the problem.

1. Create an Outlook Contact like this:
Full Name: John Smith
Business:
Suite B
123 Main St.
Anywhere, CA 90210

2. Select the newly created contact and go to Tools -> Mail Merge.
Choose "Only selected contacts", Document Type Envelopes, click Ok.
3. Once Word starts Complete the setup, click setup, choose the default
Size 10 envelope, click OK, click Close.
4. In the envelope add the default <<Address Block>>.
5. Click "View merged data" button.

Here is the output:

John Smith
Suite B
123 Main St.

Anywhere, CA 90210


Notice the blank line before the City,State Zip line.

Now start over and start from Word.
1. New document.
2. Click Tools->Letters and Mailings->Mail Merge
3. Select Envelopes for document type.
4. Click Next: Starting document
5. Click Envelope Options, click OK.
6. Click Next: Select Recipients.
7. Choose "Select from Outlook contacts.
8. Click "Choose Contacts Folder"
9. Select your Contact folder that has the above entry.
10. Only select the entry above.
11. Click Next: Arrange your envelope
12. Select the address area of the envelope and click Address block,
just accept the default.
13. Click Next: Preview your envelope

Notice it looks like this:

John Smith
Suite B
123 Main St.
Anywhere, CA 90210

Just like you want it without the extra blank line. So why doesn't it
work this way when Mail Merge is started from Outlook? It does not
matter how you arrange the address street information if you have
multiple lines, you end up with this blank line if you start the mail
merge from Outlook, but you don't have the extra line if the mail merge
is started from Word, even though the data source is the same.

 

[Randy]

BTW, this is Outlook and Word 2003 fully patched/updated from Office
Small Business Edition 2003.

 

[Info]

Please help,

I am trying to do an address label mail merge by categories in Outlook.
When I select the category then Tools, Mail Merge. I choose only selected
contacts, then Mailing labels. On the Mail Merge helper when I select my
Outlook Contacts for the Data Source, my computer immediately runs a virus
scan and the merge doesn't go through. Any idea what is going on?

 

[Russ Valentine [MVP-Outlook]]

This is a Word question. It would probably be worth your reading how to
control how addresses are inserted into Word:
http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

If you need more help, I'd suggest a Word group.

 

[Russ Valentine [MVP-Outlook]]

I think you may be confused. Why would you ever need to select your data
source when you already specified it in advance? --
Russ Valentine
[MVP-Outlook]

 

[Info]

Russ,
Here is my real issue:
In Outlook Contacts, I begin in By Category View then I select my Category,
go to Tools, Mail Merge, then I click on "Only Selected Contacts" & "Contact
field in current view", select Mailing Labels, then Hit OK, this initiates
Outlook brings up the Mail Merge Helper but the Merge Tab is light gray and I
am not able to click it. How can I fix this?

Thanks,
Mike

I think you may be confused. Why would you ever need to select your data
source when you already specified it in advance? --
Russ Valentine
[MVP-Outlook]

Please help,

I am trying to do an address label mail merge by categories in Outlook.
When I select the category then Tools, Mail Merge. I choose only selected
contacts, then Mailing labels. On the Mail Merge helper when I select my
Outlook Contacts for the Data Source, my computer immediately runs a virus
scan and the merge doesn't go through. Any idea what is going on?

 

[Russ Valentine [MVP-Outlook]]

Well you jumped into this thread without specifying your Outlook and Word
version. No current versions even use the Mail Merge Helper. They all use
the Mail Merge Task Pane or Mail Merge Toolbar. I suspect you are yet
another victim of Microsoft's stunning incompetence when it comes to
integration between its Office applications. Some versions still throw the
Mail Merge dialog even though it is now obsolete.
--
Russ Valentine
[MVP-Outlook]

Russ,
Here is my real issue:
In Outlook Contacts, I begin in By Category View then I select my
Category,
go to Tools, Mail Merge, then I click on "Only Selected Contacts" &
"Contact
field in current view", select Mailing Labels, then Hit OK, this initiates
Outlook brings up the Mail Merge Helper but the Merge Tab is light gray
and I
am not able to click it. How can I fix this?

Thanks,
Mike

I think you may be confused. Why would you ever need to select your data
source when you already specified it in advance? --
Russ Valentine
[MVP-Outlook]

Please help,

I am trying to do an address label mail merge by categories in Outlook.
When I select the category then Tools, Mail Merge. I choose only
selected
contacts, then Mailing labels. On the Mail Merge helper when I select
my
Outlook Contacts for the Data Source, my computer immediately runs a
virus
scan and the merge doesn't go through. Any idea what is going on?

:

Here is the problem.

1. Create an Outlook Contact like this:
Full Name: John Smith
Business:
Suite B
123 Main St.
Anywhere, CA 90210

2. Select the newly created contact and go to Tools -> Mail Merge.
Choose "Only selected contacts", Document Type Envelopes, click Ok.
3. Once Word starts Complete the setup, click setup, choose the
default
Size 10 envelope, click OK, click Close.
4. In the envelope add the default <<Address Block>>.
5. Click "View merged data" button.

Here is the output:

John Smith
Suite B
123 Main St.

Anywhere, CA 90210


Notice the blank line before the City,State Zip line.

Now start over and start from Word.
1. New document.
2. Click Tools->Letters and Mailings->Mail Merge
3. Select Envelopes for document type.
4. Click Next: Starting document
5. Click Envelope Options, click OK.
6. Click Next: Select Recipients.
7. Choose "Select from Outlook contacts.
8. Click "Choose Contacts Folder"
9. Select your Contact folder that has the above entry.
10. Only select the entry above.
11. Click Next: Arrange your envelope
12. Select the address area of the envelope and click Address block,
just accept the default.
13. Click Next: Preview your envelope

Notice it looks like this:

John Smith
Suite B
123 Main St.
Anywhere, CA 90210

Just like you want it without the extra blank line. So why doesn't it
work this way when Mail Merge is started from Outlook? It does not
matter how you arrange the address street information if you have
multiple lines, you end up with this blank line if you start the mail
merge from Outlook, but you don't have the extra line if the mail
merge
is started from Word, even though the data source is the same.