WD98: How to Create and Use an Address Book

• Microsoft Word 98 Macintosh Edition

SUMMARY

This article describes how to create a new address book, how to make an address book active, and how to add or delete names in an address book.

Once you have created an address book and added names to it, you need to make sure it is the active address book. You can then use that address book in a mail merge, or by clicking Envelopes and Labels on the Tools menu. To make a particular address book active, see the "Making an Address Book Active" section later in this article.

MORE INFORMATION

Creating a New Address Book

To create a new address book, follow these steps:

1. On the Tools menu, click Envelopes and Labels.

2. On the Envelopes tab (or Labels tab), click the Address Book icon.

3. In the Select Name dialog box, click to select Personal Address Book in the "Show Names from the" box.

   NOTE: You must do this, even if Personal Address Book is already displayed in the "Show Names from the" box, in order to select it.

4. Click Properties.

5. In the Personal Address Book Properties dialog box, click Browse.

6. In the file selection dialog box, click New.

7. Under Save As, type a file name for your new address book. Change to the folder that you want to save your new address book in, and then click Save.

   NOTE: Make sure that the Save File As Type box is set to Address Book.

8. In the Personal Address Book Properties dialog box, click OK.

   NOTE: You can change the name of your new Personal Address Book by typing in the Name box.

Making an Address Book Active

To make an address book active, follow these steps:

NOTE: If you only have one address book on your system, then it is automatically the active address book, and you do not need to follow these steps.

1. On the Tools menu, click Envelopes and Labels.

2. On the Envelopes tab (or Labels tab), click the Address Book icon.

3. In the Select Name dialog box, click to select Personal Address Book in the "Show Names from the" box.

   NOTE: You must do this, even if Personal Address Book is already displayed in the "Show Names from the" box, in order to select it.

4. Click Properties.

5. In the Personal Address Book Properties dialog box, click Browse.

6. In the file selection dialog box, locate and click to select the address book you want to use with Word, and then click Open.

7. In the Personal Address Book Properties dialog box, click OK.

Adding a Name to an Address Book

To add a name to an address book, follow these steps:

1. On the Tools menu, click Envelopes and Labels.

2. On the Envelopes tab (or Labels tab), click the Address Book icon.

   NOTE: If you need to change to a different address book, please see the "Making an Address Book Active" section earlier in this article.

3. In the Select Name dialog box, click New.

4. Type the new information you want.

   NOTE: There are four different tabs to which you can type information: Business, Phone Numbers, Home, and Notes.

5. Click OK when you are finished entering your new information.

   NOTE: You can change any information on these tabs at a later time.

Deleting a Name from an Address Book

1. On the Tools menu, click Envelopes and Labels.

2. On the Envelopes tab (or Labels tab), click the Address Book icon.

   NOTE: If you need to change to a different address book, please see the "Making an Address Book Active" section earlier in this article.

3. In the list of names, hold down CONTROL and click the name you want to delete.

4. On the shortcut menu, click Delete, and then click Yes.

5. Click OK.