Microsoft Office Tutorials and References
In Depth Information
Make entries in this dialog box as described in the following list.
Click OK to open Word to complete the merge.
The options in the Mail Merge dialog box are as follows:
n Contacts: Select All Contacts in Current View to include all displayed contacts in the
merge. Select Only Selected Contacts to select contacts to include later.
n Fields to Merge: Specifies whether only visible contact fields or all contact fields will be
available for the merge. These options may or may not be available depending on the
current Contacts view.
n Document File: Specifies whether the merge will use a new or an existing Word document.
If you choose the latter option, use the Browse button to locate the document to use.
n Contact Data File: You can select this option to save the merge contact data in a separate
Word document. Typically this option is used to create a record of the people who were
included in the mailing.
n Document Type: You can merge to form letters, mailing labels, envelopes, or a catalog.
n Merge To: Specify whether the merge output goes to a Word document, to the printer, or
to email:
n New Document: Merge creates a Word document that you can edit as needed before
creating the final output.
n Printer: The merged document is created and sent directly to the default printer.
n E-mail: The merged documents are created as email messages and placed in your
In most situations the remainder of the merge process is carried out in Word. Please consult your
Word documentation for information on how to do this.
Working with Multiple Address Books
The majority of Outlook users will have only a single address book. This is all that most people
need, in fact. In some situations you may have two or more address books. This can happen if you
create more than one Outlook data file. Each data file will have its own address book, and you will
have access to the one in whichever Outlook data file is open. You might want to use more than
one Outlook data file if you want to keep your personal email completely separate from your work
email. You learn more about working with Outlook data files in Chapter 18.
Another situation where you will have more than one address book is if you have both a regular
(that is, SMTP/POP) email account and a Microsoft Exchange account set up in Outlook. The
regular account will have its own address book and the Exchange account will have another, separate
one. You will have both available to you at the same time in Outlook — they will be listed at the
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