How to use Outlook contacts with mail merge in Office Word 2003 (827707)

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Verify That Outlook Lists the Contact Files

To use the mail merge feature with an Outlook Contact List, you must click to select the Show this folder as an e-mail Address Book check box in the Outlook Contacts Properties dialog box.

If Outlook does not list the contact files, follow these steps:

1. In Outlook, click Contacts.
2. Right-click the contacts subfolder that does not appear, and then click Properties.
3. On the Outlook Address Book tab, click to select the Show this folder as an e-mail Address Book check box, and then click OK.

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Mail Merge with an Outlook Contact List

To do a mail merge in Word 2003 with an Outlook Contact List, follow these steps:

1. On the Tools menu, point to Letters and Mailings, and then click Mail Merge.
2. In the Mail Merge task pane, click Letters under Select document type.
3. At the bottom of the Mail Merge task pane, click Starting document.
4. Do one of the following steps, depending on what you want the body of the letter to be:
   • If you want the want the body of the letter to be the currently open document, click Use the current document under Select starting document, and then go to step 6.
   • If you want the body of the letter to be an existing template, click Start from a template under Select starting document, and then click Select template.
   • If you want the body of the letter to be an existing document, click Start from existing document under Select starting document, click Open, and then select the file that you want to use as your main document.
5. Click Select recipients.
6. Under Select recipients, click Select from Outlook contacts.
7. Under Select from Outlook contacts, click Choose Contacts Folder.
8. In the Select Contact List Folder dialog box, select the contact list that you want to use, and then click OK.
9. In the Mail Merge Recipients dialog box, make any changes that you want, and then click OK.
10. Click Write your letter, and then type your letter if you have not already done so.
11. Click where you want to insert the first field. In the Mail Merge task pane, under Write your letter, click the field that you want to insert. Alternatively, click More Items to display the Insert Merge Field dialog box, and then insert the field that you want.
12. When you are finished, click Preview your Letter.
13. Click the left arrow or the right arrow to preview the merged document, make any changes that you want, and then click Complete the merge.
14. Click Print.

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