OL97: Field Differences Between Outlook and Word's Mail Merge

• Microsoft Outlook 97
• Microsoft Word 97 for Windows

SUMMARY

When you use the Outlook Address Book as a data source for a mail merge in Microsoft Word 97, the Outlook 97 Contact records are converted into a file named, ~~~_virtual_file_~~~.olk. Some Outlook fields are not available in this file and some field names are a bit different from what they are in Outlook. This article describes the Outlook fields available to Word Mail Merge and lists those that are not available.

MORE INFORMATION

A few fields in the "All Contact Fields" group in Outlook have different names in Word Mail Merge. Most have the same name in both Outlook and Word but 63 are not available in Word at all. No user-defined Outlook fields are available in Word.

NOTE: To access more Outlook Contact fields you can export the Contact folder via a comma or tab delimited file, and use that file as the Word Mail Merge data source, rather than the Outlook Address Book.

The following are the Word Merge Fields with their corresponding Outlook fields, as they appear in the Word "Insert Merge Field" list.

   Word Merge Field Name     Outlook Contact Field Name
   ---------------------     --------------------------

   Courtesy_Title            Title

   First_Name                First Name

   Last_Name                 Last Name

   Generation                Suffix

   Title                     Job Title

   Company                   Company

   Department                Department

   Postal_Address            Mailing Address (complete) -
                             Business, Home, or Other
                             depending upon which is
                             checked in the Contact Record

   Office_Location           Office Location

   Street_Address            Street Address (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   City                      City (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   State_or_Province         State (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   Postal_Code               Zip/Postal Code (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   Country                   Country (only)
                             Business, Home or Other
                             depending upon which is
                             checked in the Contact Record

   Business_Phone            Business Phone

   Business_Phone_2          Business Phone 2

   Business_Fax              Business Fax

   Assistant_Name            Assistant's Name

   Assistant_Phone           Assistant's Phone

   Spouse                    Spouse

   Home_Phone                Home Phone

   Home_Phone_2              Home Phone 2

   Home_Fax                  Home Fax

   Home_Street_Address       Home Address Street

   Home_City                 Home Address City

   Home_State_or_Province    Home Address State

   Home_Postal_Code          Home Address Postal Code

   Home_Country              Home Address Country

   Other_Phone               Other Phone

   Primary_Fax               Other Fax

   Other_Street_Address      Other Address Street

   Other_City                Other Address City

   Other_State_or_Province   Other Address State

   Other_Postal_Code         Other Address Postal Code

   Other_Country             Other Address Country

   Mobile_Phone              Mobile Phone

   Pager_Phone               Pager

   Email_Name                Subject

   Email_Type                Not from Contact Record

   Email_Address             E-mail

   Outlook Contact Field Name
   --------------------------
   Account
   Anniversary
   Attachment
   Biling Information
   Birthday
   Business Address
   Business Address City
   Business Address Country
   Business Address PO Box
   Business Address Street
   Business Home Page
   Callback
   Car Phone
   Categories
   Children
   Company Main Phone
   Computer Network Name
   Created
   Customer ID
   E-mail 2
   E-mail 3
   File As
   FTP Site
   Full Name
   Gender
   Government ID Number
   Hobbies
   Home Address
   Home Address PO Box
   Icon
   In Folder
   Initials
   ISDN
   Journal
   Language
   Location
   Manager's Name
   Message Class
   Middle Name
   Mileage
   Modified
   Nickname
   Organizational ID Number
   Other Address
   Other Address PO Box
   Outlook Internal Version
   Outlook Version
   Personal Home Page
   PO Box
   Primary Phone
   Profession
   Radio Phone
   Read
   Referred By
   Sensitivity
   Size
   Telex
   TTY/TDD Phone
   User Field 1
   User Field 2
   User Field 3
   User Field 4
   Web Page

REFERENCES

For more information on using Outlook contacts with Word Mail Merge, please see the following articles in the Microsoft Knowledge Base:

   ARTICLE-ID:  Q141874
   TITLE     :  WD: Some Contact List Fields Not Available to Word

   ARTICLE-ID:  Q153668
   TITLE     :  WD: Mail Merge Main Document Cannot Find Data Source

   ARTICLE-ID:  Q159719
   TITLE     :  WD97: Error Merging with Outlook CSV, TSV File

   ARTICLE-ID:  Q155942
   TITLE     :  WD97: Unable to Attach Outlook Address Book for Mail Merge

   ARTICLE-ID:  Q160521
   TITLE     :  OL97: Categories Unavailable in Mail Merge to Word

Keywords          : IntpOff kbinterop
Version           : WINDOWS:97
Platform          : WINDOWS
Issue type        : kbhowto