Is there a way to make ms outlook export contact information into a per-made company standard form in ms word?

Question

I have a huge data base of contacts that I use and I frequently have to sent transmittal letters to groups of them. As of now I have to cut and paste their names and addresses into the forms. Is there a way to program it to do that on its own when I send a letter to a contact?

Answer 1

Mail Merge in MS Word is the appropriate tool.



Start with either a blank document or your basic form letter.



Tools > Letters and Malings > Mail Merge.



This will begin the Mail Merge wizard. Select Receipients is Step 3 of 6 and gives you the option to "Select from Outlook Contacts." At this point you can select your Outlook Contacts folder and specify which contacts you want to receive your letter.



Step 4 - is Write your Letter -- and provides you the opportunity to insert an Address Block, Greeting, Etc., using the information contained in your Outlook Contacts.



After you have completed the merge -- I highly recommend that you select "Edit Individual Letters" -- This will create a new document containing all copies of your form letter. This way you can confirm that it is going to the right people, that information is contained in the proper location, and that your document generally looks good before you print it. It can save a ton of paper!



After you have done this process many times, and are comfortable with your original form letter, you may feel comfortable just printing your document without saving and reviewing it first.

Answer 2

I'm not sure, I haven't use outlook. But knowing how microsoft products work, I doubt you can take it from outlook to Word. But you could maybe take it from outlook to Excel and then to work. Obviously this would be a sperate file (so if you changed things in outlook it is not going to change in Excel you would have to export it again).



I know you can take things from excel in word. See if you can take outlook to excel.

Answer 3

What about Mail Merge?



You can insert field names into parts of your letter e.g. name, address and when you run the mail merge, it will automatically add contacts names and addresses to the page.



http://wordprocessing.about.com/od/usingmailmerg1/l/blOutlookmerge.htm



http://office.microsoft.com/en-us/outlook/HA011866951033.aspx



http://www.emailaddressmanager.com/tips/word-mail-merge.html



HTH