If you have Microsoft Outlook you can use the Contacts address book to store names and addresses of clients and contacts and bring them into Word (up to and including 2003) at the click of a button.
Note: this does not work in Outlook Express
In the Envelopes and Labels dialog box from the Tools menu (Tool, Letters and Mailings in Word 2003) click on this icon
If you wish to insert addresses in your letters (or any other document), you can add this icon to your Standard toolbar as follows:
- Right click on your Standard toolbar
- Click on Customise, then Commands
- From the Categories on the left choose Insert
- Scroll down the commands on the right and highlight Address Book
- Drag it on to the Standard toolbar in a position that is convenient for you
You can now use it in any document to bring in addresses from Outlook.
Annoyingly, by default it omits the company field and includes the country. There is a clever little workaround this that specifies precisely the fields that you want to include. You need to create an AutoText entry called AddressLayout that consists of the following:
To do this, follow these steps:
- Type the above three lines exactly in a new blank Word document (you can copy and paste from this web page if you like - be sure to paste as plain text though)
- Select (highlight) the lines, and from the Tools menu choose AutoCorrect,(AutoCorrect Options in Word 2003) AutoText.
- Type the entry AddressLayout (no spaces) in the box "Enter AutoText entries here"
- Click on Add followed by OK
Try it out!