Using a sub Contact Folder in Word Mail Merge

[BobRob]

Advise please.

I use Outlook 2003 as part of my Office Suite 2003. I have Windows XP Home
with Service Pack 2.

One of my Contact categories is Christmas Card and I have copied all
contacts who fall into this category in a contact sub folder called Christmas
Card.

To print off labels to all those getting a Christmas Card I go to Word /
Tools / Mail Merge and set up the labels. However, when I click the “Select
from Outlook Contacts†and “choose Contacts Folder†I only see the folder
containing all my contacts. The Christmas Card sub folder is not shown.

Therefore, my question is “how do I obtain my sub folder called Christmas
Card?â€

 

[Russ Valentine [MVP-Outlook]]

Start the merge from Outlook instead and perform the merge to the Contacts
in that folder.

 

[BobRob]

Russ,

Thanks a lot. Life is always simple when you know how. It is a good job we
have "know how" people like you about.

Start the merge from Outlook instead and perform the merge to the Contacts
in that folder.
--
Russ Valentine
[MVP-Outlook]

Advise please.

I use Outlook 2003 as part of my Office Suite 2003. I have Windows XP Home
with Service Pack 2.

One of my Contact categories is Christmas Card and I have copied all
contacts who fall into this category in a contact sub folder called
Christmas
Card.

To print off labels to all those getting a Christmas Card I go to Word /
Tools / Mail Merge and set up the labels. However, when I click the
“Select
from Outlook Contacts†and “choose Contacts Folder†I only see the folder
containing all my contacts. The Christmas Card sub folder is not shown.

Therefore, my question is “how do I obtain my sub folder called Christmas
Card?â€

 

[Russ Valentine [MVP-Outlook]]

Rather hard to say since you didn't tell us what you did.
It's hard to provide much more detail. Here it is:
1. Select the Contacts to which you want to merge
2. Tools > Mail Merge...
3. Follow the prompts
--
Russ Valentine
[MVP-Outlook]

more detailed explanation please? i tried doing a merge from outlook just
on
the holiday cards category, but it exported all contacts. what did i
miss?

Start the merge from Outlook instead and perform the merge to the
Contacts
in that folder.
--
Russ Valentine
[MVP-Outlook]

Advise please.

I use Outlook 2003 as part of my Office Suite 2003. I have Windows XP
Home
with Service Pack 2.

One of my Contact categories is Christmas Card and I have copied all
contacts who fall into this category in a contact sub folder called
Christmas
Card.

To print off labels to all those getting a Christmas Card I go to Word
/
Tools / Mail Merge and set up the labels. However, when I click the
“Select
from Outlook Contacts†and “choose Contacts Folder†I only see the
folder
containing all my contacts. The Christmas Card sub folder is not shown.

Therefore, my question is “how do I obtain my sub folder called
Christmas
Card?â€

 

[Russ Valentine [MVP-Outlook]]

Using Categories is easier. No need to create a second subfolder.

--
Russ Valentine
[MVP-Outlook]

Catherine,

What I do is this:

1 Create a sub folder in Contacts called Holiday Cards
2 In my main Contacts folder go to View / Arrange / Customise Current
View
/ Filter / More Choices / Tick Holiday Cards. This should result in only
your
Contacts in the Holiday Card category being shown
3 Select one of your Holiday Card contacts and the press CtrA to
highlight
them all
4 In Edit select "copy to folder" and then place all in your sub folder
called Holiday Cards.
5 Repeat 2 above and at the Filter stage select Clear All so that all
your
Contacts are shown. Many forget this resetting stage and months later
wonder
why all their contacts are not shown.

Now you are ready to slect your Holiday Card sub folder and follow the
procedure that Rus told me about.

Have fun!!

more detailed explanation please? i tried doing a merge from outlook just
on
the holiday cards category, but it exported all contacts. what did i
miss?

Start the merge from Outlook instead and perform the merge to the
Contacts
in that folder.
--
Russ Valentine
[MVP-Outlook]
Advise please.

I use Outlook 2003 as part of my Office Suite 2003. I have Windows XP
Home
with Service Pack 2.

One of my Contact categories is Christmas Card and I have copied all
contacts who fall into this category in a contact sub folder called
Christmas
Card.

To print off labels to all those getting a Christmas Card I go to
Word /
Tools / Mail Merge and set up the labels. However, when I click the
“Select
from Outlook Contacts†and “choose Contacts Folder†I only see the
folder
containing all my contacts. The Christmas Card sub folder is not
shown.

Therefore, my question is “how do I obtain my sub folder called
Christmas
Card?â€

 

[jeff sobieraj]

Russ - I have all of my holiday card categories selected in the Contact
list. I use categories all the time to manage my contacts. When i try to do
the mail merge in Outlook, i choose the selected contacts and the mail label
button, but when it goes to open Word to finish the mail merge, and asks me
to select the data source, id have no idea what or where the COntacts source
file is.

help!

Rather hard to say since you didn't tell us what you did.
It's hard to provide much more detail. Here it is:
1. Select the Contacts to which you want to merge
2. Tools > Mail Merge...
3. Follow the prompts
--
Russ Valentine
[MVP-Outlook]

more detailed explanation please? i tried doing a merge from outlook just
on
the holiday cards category, but it exported all contacts. what did i
miss?

Start the merge from Outlook instead and perform the merge to the
Contacts
in that folder.
--
Russ Valentine
[MVP-Outlook]
Advise please.

I use Outlook 2003 as part of my Office Suite 2003. I have Windows XP
Home
with Service Pack 2.

One of my Contact categories is Christmas Card and I have copied all
contacts who fall into this category in a contact sub folder called
Christmas
Card.

To print off labels to all those getting a Christmas Card I go to Word
/
Tools / Mail Merge and set up the labels. However, when I click the
“Select
from Outlook Contacts†and “choose Contacts Folder†I only see the
folder
containing all my contacts. The Christmas Card sub folder is not shown.

Therefore, my question is “how do I obtain my sub folder called
Christmas
Card?â€

 

[Russ Valentine [MVP-Outlook]]

It would be helpful to know your version.
Many versions of Word make merging to labels unnecessarily difficult. Two
things it might help you to know:
1. Word should not ask you for your data source. You have already selected
your data source. If Word appears to be asking you for your data source, it
is because Word must first open an obsolete, outdated dialog box so that you
can setup your label type. As soon as you do select your label type, you
must dismiss that dialog box immediately and take no further actions in it.
Instead you should return to Word's mail merge toolbar to complete your
merge by inserting your merge fields.
2. There is an additional step you must take when making labels in Word,
even though you will not be prompted to do so. Apparently Word expects us to
be clairvoyant. Instructions here:
http://support.microsoft.com/?kbid=284401
--
Russ Valentine
[MVP-Outlook]

Russ - I have all of my holiday card categories selected in the Contact
list. I use categories all the time to manage my contacts. When i try to
do
the mail merge in Outlook, i choose the selected contacts and the mail
label
button, but when it goes to open Word to finish the mail merge, and asks
me
to select the data source, id have no idea what or where the COntacts
source
file is.

help!

Rather hard to say since you didn't tell us what you did.
It's hard to provide much more detail. Here it is:
1. Select the Contacts to which you want to merge
2. Tools > Mail Merge...
3. Follow the prompts
--
Russ Valentine
[MVP-Outlook]

more detailed explanation please? i tried doing a merge from outlook
just
on
the holiday cards category, but it exported all contacts. what did i
miss?

:

Start the merge from Outlook instead and perform the merge to the
Contacts
in that folder.
--
Russ Valentine
[MVP-Outlook]
Advise please.

I use Outlook 2003 as part of my Office Suite 2003. I have Windows
XP
Home
with Service Pack 2.

One of my Contact categories is Christmas Card and I have copied all
contacts who fall into this category in a contact sub folder called
Christmas
Card.

To print off labels to all those getting a Christmas Card I go to
Word
/
Tools / Mail Merge and set up the labels. However, when I click the
"Select
from Outlook Contacts" and "choose Contacts Folder" I only see the
folder
containing all my contacts. The Christmas Card sub folder is not
shown.

Therefore, my question is "how do I obtain my sub folder called
Christmas
Card?"