Ok. Here is my problem. I am an administrative assistant, and I am
responsible for keeping track of all of my boss’s contacts. He obviously has
both business and personal contacts. However some of the people are both
personal and business related. My dilemma is that I don’t really know how to
use outlook and mail-merging to my advantage in this situation. You see his
contacts can be divided into so many groups, it makes it difficult.
Sometimes he might just want to send out something to people who live in a
certain county or other times by what street they live on. I realize that
when you enter in an address you can put the contact under more than one
category, which I have been doing. This has organized my contacts greatly.
When I look up category “A” it will show all of the people in that category.
When I look up category “B”, it correctly lists every contact in that
category (even duplicates). And so on with “C”, “D”, etc. My dilemma is
that when I open my mail merge, it lists the Name, the Company, the address
and so on, but it does not list the category. Please help.

First, change your view of your Contacts folder to show only the category you
want to mail merge from, then go to Tools | Mail Merge and tell Outlook you
want to merge only the contacts in the current category. In other words,
start the merge from Outlook instead of from Word.

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***


"Didi" wrote:

> Ok. Here is my problem. I am an administrative assistant, and I am
> responsible for keeping track of all of my boss’s contacts. He obviously has
> both business and personal contacts. However some of the people are both
> personal and business related. My dilemma is that I don’t really know how to
> use outlook and mail-merging to my advantage in this situation. You see his
> contacts can be divided into so many groups, it makes it difficult.
> Sometimes he might just want to send out something to people who live in a
> certain county or other times by what street they live on. I realize that
> when you enter in an address you can put the contact under more than one
> category, which I have been doing. This has organized my contacts greatly.
> When I look up category “A” it will show all of the people in that category.
> When I look up category “B”, it correctly lists every contact in that
> category (even duplicates). And so on with “C”, “D”, etc. My dilemma is
> that when I open my mail merge, it lists the Name, the Company, the address
> and so on, but it does not list the category. Please help.

You could also just highlight all the ones you want to merge to and follow
Jocelyn's instructions from there. No need to define a new view. Just use
the Group By Category function or if it's a case of wanting to send to
everyone in a certain state, use the Group By Box (advanced toolbar) and
drag the State field into the Group By Box. You can group by any fields
this way. Even 2 fields, eg Category and then State. Drag both column
headers into the Group By Box.


Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
http://www.acorntraining.com.au/pdfd...ithOutlook.pps

www.acorntraining.com.au/productivit.htm

"Jocelyn Fiorello [MVP - Outlook]"
<(E-Mail Removed)> wrote in message
news56E6027-C6A6-4C15-BC07-(E-Mail Removed)...
> First, change your view of your Contacts folder to show only the category
you
> want to mail merge from, then go to Tools | Mail Merge and tell Outlook
you
> want to merge only the contacts in the current category. In other words,
> start the merge from Outlook instead of from Word.
>
> --
> Jocelyn Fiorello
> MVP - Outlook
>
> *** Messages sent to my e-mail address will NOT be answered -- please
reply
> only to the newsgroup to preserve the message thread. ***
>
>
> "Didi" wrote:
>
> > Ok. Here is my problem. I am an administrative assistant, and I am
> > responsible for keeping track of all of my boss's contacts. He
obviously has
> > both business and personal contacts. However some of the people are
both
> > personal and business related. My dilemma is that I don't really know
how to
> > use outlook and mail-merging to my advantage in this situation. You see
his
> > contacts can be divided into so many groups, it makes it difficult.
> > Sometimes he might just want to send out something to people who live in
a
> > certain county or other times by what street they live on. I realize
that
> > when you enter in an address you can put the contact under more than one
> > category, which I have been doing. This has organized my contacts
greatly.
> > When I look up category "A" it will show all of the people in that
category.
> > When I look up category "B", it correctly lists every contact in that
> > category (even duplicates). And so on with "C", "D", etc. My dilemma
is
> > that when I open my mail merge, it lists the Name, the Company, the
address
> > and so on, but it does not list the category. Please help.

Good point :-)

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***


"Judy Gleeson MVP - Outlook" wrote:

> You could also just highlight all the ones you want to merge to and follow
> Jocelyn's instructions from there. No need to define a new view. Just use
> the Group By Category function or if it's a case of wanting to send to
> everyone in a certain state, use the Group By Box (advanced toolbar) and
> drag the State field into the Group By Box. You can group by any fields
> this way. Even 2 fields, eg Category and then State. Drag both column
> headers into the Group By Box.
>
>
> Judy Gleeson - MVP Outlook
> Acorn Training and Consulting
> Canberra, Australia
>
>
> see what Outlook training can do to improve productivity:
> http://www.acorntraining.com.au/pdfd...ithOutlook.pps
>
> www.acorntraining.com.au/productivit.htm
>
> "Jocelyn Fiorello [MVP - Outlook]"
> <(E-Mail Removed)> wrote in message
> news56E6027-C6A6-4C15-BC07-(E-Mail Removed)...
> > First, change your view of your Contacts folder to show only the category
> you
> > want to mail merge from, then go to Tools | Mail Merge and tell Outlook
> you
> > want to merge only the contacts in the current category. In other words,
> > start the merge from Outlook instead of from Word.
> >
> > --
> > Jocelyn Fiorello
> > MVP - Outlook
> >
> > *** Messages sent to my e-mail address will NOT be answered -- please
> reply
> > only to the newsgroup to preserve the message thread. ***
> >
> >
> > "Didi" wrote:
> >
> > > Ok. Here is my problem. I am an administrative assistant, and I am
> > > responsible for keeping track of all of my boss's contacts. He
> obviously has
> > > both business and personal contacts. However some of the people are
> both
> > > personal and business related. My dilemma is that I don't really know
> how to
> > > use outlook and mail-merging to my advantage in this situation. You see
> his
> > > contacts can be divided into so many groups, it makes it difficult.
> > > Sometimes he might just want to send out something to people who live in
> a
> > > certain county or other times by what street they live on. I realize
> that
> > > when you enter in an address you can put the contact under more than one
> > > category, which I have been doing. This has organized my contacts
> greatly.
> > > When I look up category "A" it will show all of the people in that
> category.
> > > When I look up category "B", it correctly lists every contact in that
> > > category (even duplicates). And so on with "C", "D", etc. My dilemma
> is
> > > that when I open my mail merge, it lists the Name, the Company, the
> address
> > > and so on, but it does not list the category. Please help.
>
>
>

Thank you Jocelyn!! I always wonder what may happen when I add a comment to
an MVP or, heaven forbid, correct one occasionally! [grin] I do it with good
intention though - there are soooooo mnay ways to do the same thing and it's
very hard to teach Outlook -especially when we can't see the user's screen.

Judy Gleeson - MVP Outlook
Acorn Training and Consulting
Canberra, Australia


see what Outlook training can do to improve productivity:
http://www.acorntraining.com.au/pdfd...ithOutlook.pps

www.acorntraining.com.au/productivit.htm
"Jocelyn Fiorello [MVP - Outlook]"
<(E-Mail Removed)> wrote in message
news:5D462E66-92FB-4F08-A485-(E-Mail Removed)...
> Good point :-)
>
> --
> Jocelyn Fiorello
> MVP - Outlook
>
> *** Messages sent to my e-mail address will NOT be answered -- please
reply
> only to the newsgroup to preserve the message thread. ***
>
>
> "Judy Gleeson MVP - Outlook" wrote:
>
> > You could also just highlight all the ones you want to merge to and
follow
> > Jocelyn's instructions from there. No need to define a new view. Just
use
> > the Group By Category function or if it's a case of wanting to send to
> > everyone in a certain state, use the Group By Box (advanced toolbar) and
> > drag the State field into the Group By Box. You can group by any fields
> > this way. Even 2 fields, eg Category and then State. Drag both column
> > headers into the Group By Box.
> >
> >
> > Judy Gleeson - MVP Outlook
> > Acorn Training and Consulting
> > Canberra, Australia
> >
> >
> > see what Outlook training can do to improve productivity:
> > http://www.acorntraining.com.au/pdfd...ithOutlook.pps
> >
> > www.acorntraining.com.au/productivit.htm
> >
> > "Jocelyn Fiorello [MVP - Outlook]"
> > <(E-Mail Removed)> wrote in message
> > news56E6027-C6A6-4C15-BC07-(E-Mail Removed)...
> > > First, change your view of your Contacts folder to show only the
category
> > you
> > > want to mail merge from, then go to Tools | Mail Merge and tell
Outlook
> > you
> > > want to merge only the contacts in the current category. In other
words,
> > > start the merge from Outlook instead of from Word.
> > >
> > > --
> > > Jocelyn Fiorello
> > > MVP - Outlook
> > >
> > > *** Messages sent to my e-mail address will NOT be answered -- please
> > reply
> > > only to the newsgroup to preserve the message thread. ***
> > >
> > >
> > > "Didi" wrote:
> > >
> > > > Ok. Here is my problem. I am an administrative assistant, and I am
> > > > responsible for keeping track of all of my boss's contacts. He
> > obviously has
> > > > both business and personal contacts. However some of the people are
> > both
> > > > personal and business related. My dilemma is that I don't really
know
> > how to
> > > > use outlook and mail-merging to my advantage in this situation. You
see
> > his
> > > > contacts can be divided into so many groups, it makes it difficult.
> > > > Sometimes he might just want to send out something to people who
live in
> > a
> > > > certain county or other times by what street they live on. I
realize
> > that
> > > > when you enter in an address you can put the contact under more than
one
> > > > category, which I have been doing. This has organized my contacts
> > greatly.
> > > > When I look up category "A" it will show all of the people in that
> > category.
> > > > When I look up category "B", it correctly lists every contact in
that
> > > > category (even duplicates). And so on with "C", "D", etc. My
dilemma
> > is
> > > > that when I open my mail merge, it lists the Name, the Company, the
> > address
> > > > and so on, but it does not list the category. Please help.
> >
> >
> >

LOL...as you say in Oz (or was that just in the Crocodile Dundee era???), no
worries ;-) We're all here to help people and I'll be the first one to
admit I'm not even close to the top of the Outlook guru list! Plus, I like
to learn new tricks just like everybody else!

--
Jocelyn Fiorello
MVP - Outlook

*** Messages sent to my e-mail address will NOT be answered -- please reply
only to the newsgroup to preserve the message thread. ***


"Judy Gleeson MVP - Outlook" wrote:

> Thank you Jocelyn!! I always wonder what may happen when I add a comment to
> an MVP or, heaven forbid, correct one occasionally! [grin] I do it with good
> intention though - there are soooooo mnay ways to do the same thing and it's
> very hard to teach Outlook -especially when we can't see the user's screen.
>
> Judy Gleeson - MVP Outlook
> Acorn Training and Consulting
> Canberra, Australia
>
>
> see what Outlook training can do to improve productivity:
> http://www.acorntraining.com.au/pdfd...ithOutlook.pps
>
> www.acorntraining.com.au/productivit.htm
> "Jocelyn Fiorello [MVP - Outlook]"
> <(E-Mail Removed)> wrote in message
> news:5D462E66-92FB-4F08-A485-(E-Mail Removed)...
> > Good point :-)
> >
> > --
> > Jocelyn Fiorello
> > MVP - Outlook
> >
> > *** Messages sent to my e-mail address will NOT be answered -- please
> reply
> > only to the newsgroup to preserve the message thread. ***
> >
> >
> > "Judy Gleeson MVP - Outlook" wrote:
> >
> > > You could also just highlight all the ones you want to merge to and
> follow
> > > Jocelyn's instructions from there. No need to define a new view. Just
> use
> > > the Group By Category function or if it's a case of wanting to send to
> > > everyone in a certain state, use the Group By Box (advanced toolbar) and
> > > drag the State field into the Group By Box. You can group by any fields
> > > this way. Even 2 fields, eg Category and then State. Drag both column
> > > headers into the Group By Box.
> > >
> > >
> > > Judy Gleeson - MVP Outlook
> > > Acorn Training and Consulting
> > > Canberra, Australia
> > >
> > >
> > > see what Outlook training can do to improve productivity:
> > > http://www.acorntraining.com.au/pdfd...ithOutlook.pps
> > >
> > > www.acorntraining.com.au/productivit.htm
> > >
> > > "Jocelyn Fiorello [MVP - Outlook]"
> > > <(E-Mail Removed)> wrote in message
> > > news56E6027-C6A6-4C15-BC07-(E-Mail Removed)...
> > > > First, change your view of your Contacts folder to show only the
> category
> > > you
> > > > want to mail merge from, then go to Tools | Mail Merge and tell
> Outlook
> > > you
> > > > want to merge only the contacts in the current category. In other
> words,
> > > > start the merge from Outlook instead of from Word.
> > > >
> > > > --
> > > > Jocelyn Fiorello
> > > > MVP - Outlook
> > > >
> > > > *** Messages sent to my e-mail address will NOT be answered -- please
> > > reply
> > > > only to the newsgroup to preserve the message thread. ***
> > > >
> > > >
> > > > "Didi" wrote:
> > > >
> > > > > Ok. Here is my problem. I am an administrative assistant, and I am
> > > > > responsible for keeping track of all of my boss's contacts. He
> > > obviously has
> > > > > both business and personal contacts. However some of the people are
> > > both
> > > > > personal and business related. My dilemma is that I don't really
> know
> > > how to
> > > > > use outlook and mail-merging to my advantage in this situation. You
> see
> > > his
> > > > > contacts can be divided into so many groups, it makes it difficult.
> > > > > Sometimes he might just want to send out something to people who
> live in
> > > a
> > > > > certain county or other times by what street they live on. I
> realize
> > > that
> > > > > when you enter in an address you can put the contact under more than
> one
> > > > > category, which I have been doing. This has organized my contacts
> > > greatly.
> > > > > When I look up category "A" it will show all of the people in that
> > > category.
> > > > > When I look up category "B", it correctly lists every contact in
> that
> > > > > category (even duplicates). And so on with "C", "D", etc. My
> dilemma
> > > is
> > > > > that when I open my mail merge, it lists the Name, the Company, the
> > > address
> > > > > and so on, but it does not list the category. Please help.
> > >
> > >
> > >
>
>
>