Word 2000 Mail Merge with Outlook

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willadene

Thread Starter
Joined
Aug 24, 2003
Messages
105
We started by creating a Mailing Label template using the Mailing Label
Wizard in Word. The fields we set up were:
First Name
Last Name
Company
Street Address
City
State/Province
Postal Code


Then we went to Outlook and chose View by Category. We then highlighted all names in the category we wanted to merge. Then we tried to merge using
these commands:

Tools
Mail Merge
Only Selected Contacts
All Contact Fields
Existing Document - (We browsed to the Word template we had set up)
OK

This opened up a Word screen as asked us if we wanted to Merge now which we clicked on and selected Merge in the next screen too.
Upon selecting Merge the second time, an "Invalid Merge Field" screen opened
up with these options:

This merge field is used in the main document, but it does not exist in the
data source: State/Province
Postal Code

Options were to Remove Field (which we don't want to do) or
Replace with a valid merge field from data source.

If we selected the second option we could enter State and ZIPPostal Code but had to do this for EVERY label (30 times) and then it would work, but we
couldn't figure out how to change our template to read this way, because
when we tried to do that it reverted back to the standard fields in Word
which are not recognized in Outlook.

In other words when we did step 2 and entered the fields in the create labels template box and editing the fields in that step they converted back to standard fields.
Any ideas appreciated. Thanks.
 

Anne Troy

Anne
Joined
Feb 14, 1999
Messages
11,746
Easiest when merging with Outlook:
Copy all your contacts to a new contacts folder.
Expert the contacts to an Excel file.
Merge to the Excel file.
 

willadene

Thread Starter
Joined
Aug 24, 2003
Messages
105
Not familiar with the process of copying all the contacts to a new contacts folder. I am assuming that this is a word file that is exported to excel. Thanks.
 

Anne Troy

Anne
Joined
Feb 14, 1999
Messages
11,746
No. In Outlook, hit File-New and choose a folder that contains Contacts (call it Merge).
In your main contacts folder, select all the recipients of the mail merge, and Ctrl+C to copy. Go to the Merge contact folder you created. Hit Ctrl+V (paste).

Click on the Merge contact folder.
Hit File-Import and export.
To an Excel file...

Now, go open your Word mail merge.
Change the data source to the excel file you created.
 
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