In Outlook 2002, you can merge contacts based on a filtered
view, or you can merge all the contacts that are in your Contacts list. You
still use Microsoft Word to perform the Mail Merge feature, but the set up and
filtering of your contacts occurs in Microsoft Outlook. The following
information gives you a general overview of what is required to use the Mail
Merge feature with Outlook contacts.
How to create a simple mail merge
To create a simple mail merge with Outlook contacts, follow these
Open your Contacts folder, and set up your filtering
criteria. For more information about how to set up your filtering criteria, see
the "Define the criteria" section of this article.
On the Tools menu, click Mail
Merge. If the Mail Merge option is not visible, click
the chevrons at the bottom of the menu to expand the menu, and then click
In Mail Merge dialog box, click to select
the appropriate options for the filtering criteria that you want, and then
For more information about the options
that are available, see the "Description of the features in the Mail Merge
window" section of this article.
At this point, Microsoft Word
starts, and the Word Mail merge toolbar appears. From this point on, you will
be working in Word.
Type your document, and then click the Insert Merge
Fields button to reveal the Outlook contact fields.
Click to select the fields that you want one at a time to put them in your
After the merge fields have been placed in the completed
document, click Letters and Mailing on the
Tools menu, and then click Mail Merge Wizard.
Use the Mail Merge wizard to complete the Mail Merge process.
How to create a mail merge by using shared contacts
Word cannot select an Outlook Shared Contacts folder from within the Mail Merge feature. To perform a mail merge by using Outlook shared contacts as a data source, initiate the mail merge from within Outlook. To do this, follow these steps:
In Outlook, switch to the Contacts view.
Click the Shared Contacts folder that contains the data that you want to use for the mail merge.
On the Tools menu, click Mail Merge. Outlook then exports the contacts, starts Word, and identifies the exported contacts as the data source.
Use Word to complete the mail merge with the shared contacts.
Description of the features in the Mail Merge window
The following information is a description of the different
options that are available in the Mail Merge window.
The All Contacts in Current
View option: This option merges all the Outlook contacts in the
current view. You can create custom views with filters that are applied for
different merge sets. For more information, see the "How to create custom
views" section of this article.
The Only Selected
Contacts option: This option merges only the Outlook contacts that you
have selected. You can hold down the CTRL key to select multiple Outlook
contacts at random instead of a continuous set of items that select individual
Outlook contacts. If you use this option in conjunction with the
Contact Data file option, you can create data documents that
can be merged in the future with Word.
Fields to Merge
The All Contact
Fields option: This option makes all the fields in the Contact folder
The Contact Fields in Current View
option: This option makes only the Outlook contact fields that are visible in
the current view. For more information about how to add fields to the current
view, see the "How to add fields to current view" section of this article. You
can use this option to manage the number of fields that you can insert when you
edit the main document.
The New Document
option: Use this option if you have not prepared a document to merge with your
The Existing Document option: Use
this option if you have a prepared a document to merge with your Outlook
contacts. This document can have the merge fields already in place from a
previous mail merge. Click Browse to locate and then select
the document that you want to merge with your data.
The Contact Data File option: Use this
option to create a permanent file for future mail merges. Click to select the
Permanent file check box, and then type a name for the file.
The file is saved in a Word format.
The Form Letters
option: This option merges Outlook contacts to a form letter. You can customize
each letter by interspersing merge fields in the document.
Mailing Labels option: This option merges your Outlook contact
information to mailing labels.
The Envelopes option:
This option merges your Outlook contact information to envelopes.
Catalog option: This option merges your Outlook contact
information to a bulk list. These formats are no different from what you would
see in Word.
The New Document option:
With this option, you can do the merge and check the document after the merge
is complete to view all the information that was taken from the Outlook
contacts before you print the document. Additionally, you can save the document
for later use.
The Printer option: With this option,
you can merge Outlook contacts directly to the designated printer.
The E-mail option: This option merges Outlook
contacts to e-mail messages. This option creates one e-mail message for every
Outlook contact. This option does not put every name in the To
box of the e-mail message, but creates a new e-mail message for every Outlook
contact that you are merging to.
For more information about how to use the Mail Merge feature in
Word, see the Office Assistant in Word.
Advanced Mail Merge features
If you want to use some of the more advanced features in the Mail
Merge feature, you must know how to do the following tasks:
How to create custom views
How to add fields to the current view
How to create custom views
On the View menu, point to Current
View, click Define Views, and then click
Type a name for your view, and then click
Table in the Type of View area.
Note Click to select the This folder, visible to
everyone check box if you are sharing the Contact folder, and then
To define the elements of the view, click
Fields, click Group By, click
Sort, click Filter, click Other
Settings or click Automatic Formatting, and then
select the choices to define your view settings. In the upper-right corner of
the title bar, there is a question mark (?), if you click the
?, and then click one of the items that are listed, you will
see additional information about the item. The following steps are an example
of using filters in your mail merge. In this example, the
Category field is the field that is using the filter:
On the View menu, point to
Current View, and then click Customize Current
In View Summary, click
On the More Choices tab, click
Click to select the category that you want to view, and
then click OK.
Click OK, and then click
How to add fields to the current view
On the View menu, click Current
View to switch to the Phone List view.
Right-click a field name, such as Full
Name or Company, and then click Field
Click to select the field name in the list, and then drag
the field name from Field Chooser to the header row in
the Phone List view in the Contacts folder. You can change the
order of the field names in the header row by dragging them to appropriate
positions in the current view in the Contacts folder.