Question

Exporting your Outlook Address Book

Asked by: dopyiii

I need a little help with a question over in the word forum (http://www.experts-exchange.com/Applications/MS_Office/Word/Q_21600912.html).  Really, we need to know how to do a mail merge using the entire outlook address book as the data source.  I don't have a machine setup to do that, but I think I can handle the actual merging part once we get the data source problem fixed!

Can anyone offer a little help?  The biggest thing we need is to know how, if possible, to use or to export the entire outlook address book for the purposes of doing a mail merge.

Thanks!

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Asked On
2005-10-24 at 21:15:36ID21606330
Tags

export

,

outlook

,

address

,

book

Topic

Outlook Groupware Software

Participating Experts
3
Points
500
Comments
9

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Answers

 

by: LuckyLuke57Posted on 2005-10-25 at 00:47:10ID: 15152603

Hi dopyiii,

First of all, I always tell the users to use Excel spreadsheets for mailmerge in Word. It is an easy dataformat, but you can always use the power of Excel to do particular jobs on the data.

This said, I would export the adressbook to an Excel spreadsheet.

In Outlook 2003 do the following:

- In your folder list, select the contacts
- File / Import and Export / Export to a file / Next
- Microsoft Excel / Next
- Select folder to export from: Contacts / Next
- Choose a destination and a name for your xls file / Next
- With "map custom fields" you can do some finetuning, this is not necessarry.
- Finish

Now you have an Excel file which is usable as mail merge data in Word.

Lucky Luke

 

by: dopyiiiPosted on 2005-10-25 at 04:25:38ID: 15153349

Lucky Luke,

Thanks for the info.  I agree that an excel worksheet makes a good data source.  However, we're not just trying to use his contacts, but rather the entire address book.  Can we do that?

 

by: LuckyLuke57Posted on 2005-10-25 at 07:43:11ID: 15154621

dopyiii,

Hmm, I'll look for that, but our new policies are to convert the classical "addressbooks" to "contacts".

Lucky Luke

 

by: dopyiiiPosted on 2005-10-25 at 08:00:51ID: 15154816

Interesting.  You know what I mean, right?  We want to use the entire address book  (the global address book) as the data source, not just the individual person's contacts.

Thanks for looking into this for me.  When I did Word support, I always hated trying to deal with the outlook side of mail merges.  Just seemed like witchcraft to me ;)

 

by: LuckyLuke57Posted on 2005-10-25 at 08:30:34ID: 15155133

dopyiii,

I can't do the test for you because we have thousands and thousands of people in our global address book, but perhaps this gives you a good soluiton:

Tools / Send|Receive / download address book

Then you choose the global address book

Here I don't like to go further in my test, but I think that he will ask you "where to put these addresses" or something like that. Suggestion: prepare in advance an empty contactfolder, where you can put away these addresses.

After that, you can use my instructions of this morning (in my timezone ;-)

Lucky Luke

 

by: bsanmiguelPosted on 2005-10-25 at 11:29:29ID: 15156829

If you have access to Exchange Administrator you can export the addressbook from within that to a CSV file.  

You will have to do some doctoring up to add your domain name to the end of the SMTP addresses but that will get you everybody.

I get asked from time to time to provide a list of everyone's email address and thats how I do it.

 

by: jskfanPosted on 2005-10-26 at 08:56:24ID: 15163762

LuckyLuke57 ,

I tried this and don't after that where I can go.
Tools / Send|Receive / download address book

bsanmiguel
<<If you have access to Exchange Administrator you can export the addressbook from within that to a CSV file.  >>>
can you show me how to do it?

thanks


 

by: dopyiiiPosted on 2005-11-02 at 09:22:44ID: 15209859

We're still waiting for some help on this one...

 

by: LuckyLuke57Posted on 2005-11-02 at 11:26:51ID: 15211008

<<
I tried this and don't after that where I can go.
Tools / Send|Receive / download address book
>>

I don't understand what you mean with the above.

Lucky Luke

20120131-EE-VQP-002

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