WD2000: Field Differences Between Outlook and Word Mail Merge (197716)


The information in this article applies to:

  • Microsoft Word 2000
  • Microsoft Outlook 2000
This article was previously published under Q197716

SUMMARY

When you use the Microsoft Outlook Address Book as a data source for a mail merge in Microsoft Word, the Outlook Contact records are converted into a file named ~~~_virtual_file_~~~.olk. Some Outlook fields are not available in this file and some field names are a bit different from what they are in Outlook. This article describes the Outlook fields available to Word Mail Merge and lists those that are not available.

MORE INFORMATION

A few fields in the "All Contact Fields" group in Outlook have different names in Word Mail Merge. Most have the same name in both Outlook and Word, but some are not available in Word at all. No user-defined Outlook fields are available in Word.

NOTE: To access more Outlook Contact fields, you can export the Contact folder via a comma, or tab-delimited, file and use that file as the Word Mail Merge data source, rather than the Outlook Address Book.

The following are the Word Merge Fields with their corresponding Outlook fields, as they appear in the Word "Insert Merge Field" list. 
   Word Merge Field Name     Outlook Contact Field Name
   ---------------------     --------------------------
   Courtesy_Title            Title

   First_Name                First Name

   Last_Name                 Last Name

   Generation                Suffix

   Title                     Job Title

   Company                   Company

   Department                Department

   Postal_Address            Mailing Address (complete) -
                             Business, Home, or Other
                             depending upon which is
                             checked in the Contact Record

   Office_Location           Office Location

   Street_Address            Street Address (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   City                      City (only)E>
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   State_or_Province         State (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   Postal_Code               Zip/Postal Code (only)>
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   Country                   Country (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   Business_Phone            Business Phone

   Business_Phone_2          Business Phone 2

   Business_Fax              Business Fax

   Assistant_Name            Assistant's Name

   Assistant_Phone           Assistant's Phone

   Spouse                    Spouse

   Home_Phone                Home Phone

   Home_Phone_2              Home Phone 2

   Home_Fax                  Home Fax

   Home_Street_Address       Home Address Street

   Home_City                 Home Address City

   Home_State_or_Province    Home Address State

   Home_Postal_Code          Home Address Postal Code

   Home_Country              Home Address Country

   Other_Phone               Other Phone

   Primary_Fax               Other Fax

   Other_Street_Address      Other Address Street

   Other_City                Other Address City

   Other_State_or_Province   Other Address State

   Other_Postal_Code         Other Address Postal Code

   Other_Country             Other Address Country

   Mobile_Phone              Mobile Phone

   Pager_Phone               Pager

   Email_Name                Subject

   Email_Type                Not from Contact Record

   Email_Address             E-mail

The following are the Outlook Contact fields NOT available in Word Mail
Merge.

   Account                       Initials
   Anniversary                   ISDN
   Attachment                    Journal
   Billing Information           Language
   Birthday                      Location
   Business Address              Manager's Name
   Business Address City         Message Class
   Business Address Country      Middle Name
   Business Address PO Box       Mileage
   Business Address Street       Modified
   Business Home Page            Nickname
   Callback                      Organizational ID Number
   Car Phone                     Other Address
   Categories                    Other Address PO Box
   Children                      Outlook Internal Version
   Company Main Phone            Outlook Version
   Computer Network Name         Personal Home Page
   Created                       PO Box
   Customer ID                   Primary Phone
   E-mail 2                      Profession
   E-mail 3                      Radio Phone
   File As                       Read
   FTP Site                      Referred By
   Full Name                     Sensitivity
   Gender                        Size
   Government ID Number          Telex
   Hobbies                       TTY/TDD Phone
   Home Address                  User Field 1
   Home Address PO Box           User Field 2
   Icon                          User Field 3
   In Folder                     User Field 4
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Modification Type:MajorLast Reviewed:5/23/2003
Keywords:kbinfo KB197716
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