HOW TO: Modify the Layout of an Address Book Entry in Word 2000 (212345)

SUMMARY

This article explains how to modify the layout of an address that you insert when you use the Personal Address Book (PAB), Schedule+, or the Microsoft Outlook Contact list.

The address layout is determined by the AutoText entry "AddressLayout". This entry can contain any predefined address property names between the angle brackets (<>). Note that all of the following property names must be typed in uppercase letters, as follows

{<PR_GIVEN_NAME>} {<PR_SURNAME>}<ENTER>
{<PR_COMPANY_NAME>}<ENTER>
{<PR_STREET_ADDRESS>}<ENTER>
{<PR_LOCALITY>}, {<PR_STATE_OR_PROVINCE>}
{<PR_POSTAL_CODE>}<ENTER>

where <ENTER> indicates that you should press ENTER. Also, type the brace characters ({ and }) on the keyboard and do not confuse them with field braces (CTRL+F9). If you use the braces with the address layout fields and a field is blank when you import the address, Word automatically suppresses the blank line.

NOTE: The "AddressLayout" format is limited to a maximum of 12 fields from a Personal Address Book (PAB), Schedule+, or Microsoft Outlook Contact list.

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To Create a New Format

To create a new address format, follow these steps:

In a new Word document, type the predefined address property names (in uppercase letters) in the format that you want to set up. For example, type the following
{<PR_GIVEN_NAME>} {<PR_SURNAME>}<ENTER>
{<PR_COMPANY_NAME>}<ENTER>
{<PR_STREET_ADDRESS>}<ENTER>
{<PR_LOCALITY>}, {<PR_STATE_OR_PROVINCE>}
{<PR_POSTAL_CODE>}<ENTER>
-or-
{<PR_GIVEN_NAME>} {<PR_SURNAME>}<ENTER>
{<PR_COMPANY_NAME>}<ENTER>
{<PR_POSTAL_ADDRESS>}<ENTER>
where <ENTER> indicates that you should press ENTER. Also, type the brace characters ({ and }) on the keyboard and do not confuse them with field braces (CTRL+F9). When you use the braces with the address layout fields and a field is blank when you import the address, Word automatically suppresses the blank line.
Select this text.
On the Insert menu, point to AutoText, and then click New.

For the name, type AddressLayout.

NOTE: If you use a language-specific version of Word, you must use the AddressLayout word that is specific to your language. The following are a few examples for some specific languages:

   Language   AutoText entry name
   ------------------------------

   English    AddressLayout
   Dutch      AdresIndeling
   French     MiseEnPageAdresse
   Italian    IndirizzoLayout
   German     Adreßlayout
   Danish     AdresseLayout

Click OK.

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To Insert an Address Book Entry in Your Document

To insert an address book entry in your document, follow these steps:

Add the Address Book button to a menu or toolbar.

NOTE: The Address Book button does not appear by default on the standard toolbar. It does appear in the Envelopes, Labels, and Mail Merge dialog boxes. It is also included in several wizards, such as the Letter Wizard.

To add the Address Book button to a toolbar, follow these steps:
1. On the View menu, point to Toolbars, and then click Customize.
2. Click the Commands tab. Under Categories, click Insert.
  
  The available built-in buttons for the selected category are displayed to the right of the list, under Commands.
3. Scroll through the list of categories to locate Address Book.
4. Drag the Address Book button to the location that you want on a menu or toolbar.
  
  NOTE: To see a short description of any built-in button's function while in the Customize dialog box, click the button, and then click Description.
Click the Address Book button to select a name from your list.
Click OK.

The address book entry should be inserted into your document in the format that you defined for your AutoText entry. However, if you receive the following error message instead, modify the properties of the name that you selected in step 2:

There are no address fields in this address book. Pick the desired address book and try again.

NOTE: The properties are set incorrectly if both the first and last names appear in the First box on the Business tab. (To access this option, click the Insert Address button, select the name, and then click Properties in the Select Name dialog box.)

The error message also occurs if you type the property names for the AutoText entry in lowercase letters. To resolve this issue, change all the property names to uppercase letters.

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What Properties Are Supported?

The following table lists the supported properties, including which address books they can be used with. A maximum of 12 properties can be used at one time.

                                                          Which address
                                                          book these
                                                          properties are
Property                     Explanation                  used with
--------------------------------------------------------------------------

PR_ADDRTYPE                  Addressee's electronic mail  PAB, Schedule+,
                             address type                 Outlook

PR_BEEPER_TELEPHONE_NUMBER   Addressee's beeper           PAB, Schedule+,
                             telephone number             Outlook

PR_BUSINESS_FAX_NUMBER       Addressee's business fax     Schedule+,
                             number                       Outlook

PR_CAR_TELEPHONE_NUMBER      Addressee's car telephone    Outlook
                             number

PR_CELLULAR_TELEPHONE_NUMBER Addressee's cellular         PAB, Schedule+,
                             telephone number             Outlook

PR_COMMENT                   Text included on the Notes   PAB, Schedule+
                             tab for the address entry

PR_COMPANY_NAME              Name of the addressee's      PAB, Schedule+,
                             company                      Outlook

PR_COUNTRY                   Addressee's country          PAB, Schedule+,
                                                          Outlook

PR_DEPARTMENT_NAME           Name of addressee's          PAB, Schedule+,
                             department within the        Outlook
                             company

PR_DISPLAY_NAME              The name displayed in the    PAB, Schedule+,
                             Address Book dialog box      Outlook

PR_EMAIL_ADDRESS             Addressee's electronic mail  PAB, Schedule+,
                             address                      Outlook

PR_GIVEN_NAME                Addressee's given name, or   PAB, Schedule+,
                             first name                   Outlook

PR_HOME_FAX_NUMBER           Addressee's home fax number  Outlook

PR_HOME_TELEPHONE_NUMBER     Addressee's home telephone   PAB, Schedule+,
                             number                       Outlook

PR_INITIALS                  Addressee's initials         Not Available

PR_LOCALITY                  Addressee's city or          PAB, Schedule+,
                             locality                     Outlook

PR_LOCATION                  Addressee's location.        Schedule+
                             Example: "16/3000", room
                             3000 in building 16

PR_OFFICE_LOCATION           Addressee's office location  PAB, Schedule+,
                                                          Outlook

PR_OFFICE_TELEPHONE_NUMBER   Addressee's office           PAB, Schedule+,
                             telephone number             Outlook

PR_OFFICE2_TELEPHONE_NUMBER  Addressee's second office    PAB, Schedule+,
                             telephone number             Outlook

PR_OTHER_TELEPHONE_NUMBER    Addressee's  alternate       Outlook
                             telephone number (other
                             than home or office)

PR_POSTAL_ADDRESS            Addressee's postal address   Outlook IMO Mode

PR_POSTAL_CODE               Addressee's postal code      PAB, Schedule+,
                                                          Outlook

PR_PRIMARY_FAX_NUMBER        Addressee's primary fax      PAB, Outlook
                             number

PR_PRIMARY_TELEPHONE_NUMBER  Addressee's primary          PAB, Schedule+
                             telephone number

PR_RADIO_TELEPHONE_NUMBER    Addressee's radio telephone  Outlook
                             number

PR_STATE_OR_PROVINCE         Addressee's state or         PAB, Schedule+,
                             province                     Outlook

PR_STREET_ADDRESS            Addressee's street address   PAB, Schedule+,
                                                          Outlook

PR_SURNAME                   Addressee's surname, or      PAB, Schedule+,
                             last name                    Outlook

PR_TITLE                     Addressee's job title        PAB, Schedule+,
                                                          Outlook