Choose from Outlook Contacts

If you use Outlook to manage contact information, you can import that data and use it for mail merge.

Steps

To use Outlook contact information as a data source

  1. Click Mailings > Select Recipients > Choose from Outlook Contacts to open the Select Contacts dialog box.
  2. If the contacts folder you want to import is listed, select the folder you want and click OK.
  3. When the Mail Merge Recipients dialog box appears, check if the records (in this case, name, company, email address, address and so on) are displayed correctly in the list, and then click OK.
  4. Write a letter.

To write a letter and insert a merge field

  1. Write a letter to send to multiple people.
  2. In the Mailings > Insert Merge Field list, select the merge field that will be changed to the actual information of the recipient and insert it in the appropriate location.
    To distinguish between body text and merge fields, click Highlight Merge Fields in the Mailings tab.
  3. Click Preview Result in the Mailings tab. The merge fields are displayed as actual information.
  4. In the Mailings tab, click Next Record or Previous Record to check if all records from the data source are displayed.
  5. Perform Finish and Merge.

More Information

Select Contacts Dialog Box

Select a contact folder to import

If you are using multiple contact folders in Outlook, the name of each contact folder and the number of contacts stored in that folder are displayed. Select the contact folder you want to use as a data source here.

Mail Merge Recipients Dialog Box

Mail Merge Recipients List

Display the individual field data of the selected data source. The name of each entry follows the field component name used in the data source.

Sort Button

Open the Sort Records dialog box to sort the records.

Sort Records Dialog Box

Sort by, then by, and then by

When sorting the records in the imported data source, reorder the recipients according to certain criteria without affecting the data source.

Note

Profile selection is required

If you run Choose from Outlook Contacts when Outlook is not running, you may see a dialog box to select the profile to use. Select the profile to use the feature normally.

See Also

Select Recipients, Open an Existing List, Insert Merge Field, Highlight Merge Fields, Preview Results

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