WD97: How to Modify the Layout of an Address Book Entry

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

The address layout is determined by the AutoText entry "AddressLayout" This entry may contain any predefined address property names between the angle brackets (<>). Note that all of the following property names must be typed in uppercase letters, for example where indicates that you should press ENTER on your keyboard. Also, the brace characters ( { and } ) are typed from the keyboard and are not to be confused with field braces (CTRL+F9). When you use the braces with the address layout fields, if 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.

To Create a New Format

1. In a new Word document, type the predefined address property names (in uppercase letters) in the format you want to set up, for example
   {<PR_GIVEN_NAME>} {<PR_SURNAME>
   }{<PR_COMPANY_NAME>
   }{<PR_STREET_ADDRESS>
   }{<PR_LOCALITY>}, {<PR_STATE_OR_PROVINCE>
   }{<PR_POSTAL_CODE>}
   where indicates that you should press ENTER on your keyboard. Also, the brace characters ( { and } ) are typed from the keyboard and are not to be confused with field braces (CTRL+F9). When you use the braces with the address layout fields, if a field is blank when you import the address, Word automatically suppresses the blank line.
   
2. Select this text.
3. On the Insert menu, point to AutoText and then click New.
4. In the Please name your AutoText entry box, type AddressLayout.
   
   IMPORTANT NOTE: If you use a language-specific version of Microsoft Word, you must use the AddressLayout word that is specific for 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     Adrelayout
      Danish     AdresseLayout
   

5. Click OK.

To Insert an Address Book Entry in Your Document

1. Click the Insert Address button on the Standard toolbar.
   
   NOTE: The Insert Address 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 button to a toolbar see the "How Add the Insert Address Button to the Toolbar" section later in this article.
2. Select a name from the list.
3. Click OK.

The address book entry should be inserted into your document in the format you defined for your AutoText entry. However, if you receive the following error message instead, modify the properties of the name you chose in step 2: 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, first 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 enter the property names for the AutoText entry in lowercase letters. To resolve this problem, change all the property names to uppercase letters.

What Properties are Supported?

For additional information on which properties are supported, including which address books use which properties, click the article number below to view the article in the Microsoft Knowledge Base: For additional information about address layout, please refer to the Microsoft Office 97 Resource Kit, ISBN: 1-57231-329-3, available from Microsoft Press.

The Microsoft Office 97 Resource Kit is also available at the following Microsoft Web site:

How to Add the Insert Address Button to the Toolbar

To add the Insert Address 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 and find Address Book.
4. Drag the Address Book button to the location you want on a 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.