How to perform a mail merge with an Outlook Contacts list in Word

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Article ID: 294697 - View products that this article applies to.
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SUMMARY

This article explains how to perform a mail merge with a Microsoft Outlook Contacts list in Microsoft Word.

Verify that contacts are displayed

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

If no contact files are listed in Outlook, follow these steps:
  1. Right-click the contacts subfolder that is not being displayed, and then click Properties.
  2. 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.
For more information about how to start a mail merge from Microsoft Outlook, click the following article number to view the article in the Microsoft Knowledge Base:
287561 How to use the Mail Merge feature with contacts in Outlook 2002 and Outlook 2003

Mail merge with Outlook Contacts list

To perform a mail merge with an Outlook Contacts list in Word, follow these steps, as appropriate for the version of Word that you are running:
  1. Microsoft Word 2002

    On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard.

    Microsoft Office Word 2003

    On the Tools menu, click Letters and Mailings, and then click Mail Merge.

    Microsoft Office Word 2007

    On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.
  2. In the Mail Merge task pane, click Letters under Select document type, and then click Next: Starting document.
  3. Use one of the following procedures:
    • If you want the want the body of the letter to be the document that is currently open, click Use the current document under Select starting document. Go to step 5.
    • If you want the 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 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.
  4. Click Next: Select recipients.
  5. Under Select recipients, click Select from Outlook contacts. Under Select from Outlook contacts, click Choose Contacts Folder.
  6. In the Select Contact List Folder dialog box, select the contact list that you want to use, and then click OK.
  7. In the Mail Merge Recipients dialog box, make any changes that you want, and then click OK.
  8. Click Next: Write your letter. Type your letter, if you have not already done so. Click where you want to insert the first field. In the Mail Merge task pane, click the field that you want to insert under Write your letter.

    Alternatively, click More Items to display the Insert Merge Field dialog box, and then insert the field that you want. When you have finished writing your letter and inserting merge fields, click Next: Preview your Letter.
  9. Click the left arrow or the right arrow to preview the way that the merged document will look for each recipient. Make any changes that you want. When you are finished, click Next: Complete the merge.
  10. Click Print.

REFERENCES

For more information about mail merge, click the following article numbers to view the articles in the Microsoft Knowledge Base:
294684 How to use Mail Merge to create mailing labels in Word 2002
290408 Frequently asked questions about mail merge
294693 How to use mail merge to create a directory in Word 2002 and in later versions of Word
294685 How to use mail merge to create envelopes in Word 2002 and in later versions of Word
294694 How to use mail merge to create e-mail messages in Word 2002 and in later versions of Word
294695 How to use mail merge to create faxes in Word 2002 and in later versions of Word
294683 How to use mail merge to create form letters in Word 2002 and in later versions of Word

Properties

Article ID: 294697 - Last Review: May 7, 2007 - Revision: 3.1
APPLIES TO
  • Microsoft Office Word 2007
  • Microsoft Office Word 2003
  • Microsoft Word 2002 Standard Edition
Keywords: 
kbhowtomaster kbmerge KB294697

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