Microsoft Office Tutorials and References
In Depth Information
Communicating with a Contact
Communicating with
a Contact
poWer Users’ CliniC
Contacts and Mail Merge
Your Outlook Contacts folder holds tons of information
about the people you communicate with—so it makes
sense to use these contacts when you need to do a mail
merge. Here’s what you need to do:
1. Create a view that shows the contacts for the mailing.
Select Home➝Mail Merge (Alt, H, RG).
2. The Mail Merge Contacts dialog box opens. Make
sure the “All contacts in current view” radio button
is on, and then specify whether you want to use all
contact fields in the merge or only those appearing in
the current view.
3. If you haven’t yet written your form letter, turn on the
“New document” radio button; if your letter is ready
to go, turn on the “Existing document” radio button,
click Browse, and then locate and select the letter.
4. If you want to save these contacts in a separate file
to use later (for a mail merge within Word, perhaps),
turn on the “Permanent file” checkbox and specify a
name for the file.
5. In the “Merge options” section, choose a document
type (form letter, mailing label, or whatever) and a
merge destination (new document, printer, email).
6. Click OK to fire up Word and begin your mail merge.
Page 148 walks you through the process of doing a
mail merge in Word.
Tip: If you turn off the People pane, you can still see what a contact has been up to recently. Open any
contact page and select Contact➝Activities. Click the Show drop-down list and choose the category you
want to see. The Activities button doesn’t show RSS activities or status message updates, but you can find
recent emails, upcoming tasks and appointments, and similar info here.
Communicating with a Contact
They don’t call them contacts for nothing. The reason you’ve collected all these
names, addresses (both virtual and physical), phone numbers, and other info is so
you can get in touch with anyone in your contacts folder. No matter which part of
Outlook you’re working with, it’s easy to click a button and contact a contact.
Start by selecting anyone in the Contacts window, and then use one of these buttons
on the Home tab:
E-mail (Alt, H, E). Click this button, and a message window opens with the
address already filled in.
Meeting (Alt, H, TI). This button opens a new Meeting window, with an email
preaddressed to the person you’ve selected. Now you just need to pick a time
and location, add it to your calendar, and send off the invite. (See page 326 for
more about setting up meetings with Outlook.)
More (Alt, H, J). This button holds these contact options:
Assign Task (T). Outlook opens a Task window that lets you assign a chore
and notify the contact. (Page 339 has full details.)
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