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Inserting fields in Word for Outlook Contact data

Posted on 2006-11-29
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Last Modified: 2008-02-01
I see lots of questions re Word and Outlook mail merging but none quite address my issue.

I want to insert Outlook Contact data into Word documents using fields so that if/when the data held in the Contact field changes, so does the Word document (when fields are updated).  (This can be more or less achieved by using the Mail Merge Wizard but it is too cumbersone for one-off letters).  To achieve this you first need to access the Contacts 'database' and I see that Word does this using an SQL query - I know nothing of SQL or JET engines).

Can you tell me how to write a macro to 'open' the Outlook Contacts (these are public contacts held on a MAPI email server) such that I can use the Mail Merge or Database toolbars to insert the fields I want?

This is a tough question but I am sure you are up to the challenge!

Apt-it
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Question by:apt-it
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9 Comments
 

Author Comment

by:apt-it
ID: 18037053
I stupidly forgot to tell you that we are using Office XP (2002) - if it helps the email server is Alt-N's MDaemon!
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LVL 22

Expert Comment

by:Dreamboat
ID: 18039628
Can't you instead:

Create a Word template that includes the toolbar button for the Address Book.
http://www.microsoft.com/enable/training/word2002/customtoolbar.aspx

Click the address book button and choose someone to send it to.
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Author Comment

by:apt-it
ID: 18040520
Dreamboat, thanks for you suggestion but the problem is not to get the Outlook contact data into Word but to get a field that points to the Outlook Contact data in.  Using the Address Book only achieves the former.  While this is fine as a quick way to get the address of a contact, for example, it will not enable this data in the Word document to get automatically updated when the contact changes his/her address.
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Expert Comment

by:Dreamboat
ID: 18040939
Sorry. You said one-off letters. I saw no reason to want to update a one-off letter address.
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Author Comment

by:apt-it
ID: 18059186
This question has now been resolved by Apt-it so I request that all points be refunded and the quesion closed by the Page Editor.
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LVL 22

Expert Comment

by:Dreamboat
ID: 18059690
If you want your points refunded, please tell us how you resolved it. :)
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Author Comment

by:apt-it
ID: 18059874
This problem was solved, avoiding the need to write a macro, by starting the merge from Outlook.  

If you go the the Contacts folder you want to use (important if it is a Public Contacts folder as in my case) and select one or more recipients, you can then select Mail Merge from the Tools menu which throws you into Word at step 3 of a standard mail merge.

You can then insert the fields you want and complete the merge as normal - plus you can save the Master merge document - relevant even if there is only one recipient, see below.

If the recipient's address changes and his contact details updated in Contacts, then when you open the Master Merge document next time (again, starting from the appropriate Outlook Contacts folder, select the recipient and then browse to the Master merge document) you will find, Hey Presto! that the merge fields have been updated!

All this is designed so that you can set up a template for a client with field codes for this contact details.  The firms master contact table is the public Contacts folder in outlook.  Then if the contact details are updated, the next time you write to him, using the template, you don't need to key or even check his address, phone or other details as these will have been updated automatically!

I think you will agree, Dreamboat, that your suggestion does not contribute to the solution.  Hence my request to have points refinded.
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Expert Comment

by:Dreamboat
ID: 18059881
>>I think you will agree, Dreamboat, that your suggestion does not contribute to the solution.  Hence my request to have points refinded.


No problem. It's just EE policy that if you resolve the issue yourself, we want the answer. :)
Thanks for sharing it!
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Accepted Solution

by:
kodiakbear earned 0 total points
ID: 18060394
Closed, 500 points refunded.
kb
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