WD97: How to Modify the Layout of an Address Book Entry

ID: Q134901

The information in this article applies to:

Microsoft Word 97 for Windows

SUMMARY

This article describes how to modify the layout of an address that you insert when you use the Personal Address Book (PAB), Schedule+, or Outlook Contact List.

The address layout is determined by the AutoText entry "AddressLayout" This entry may contain any predefined address property names between the angle brackets (<>). Note that all of the following property names must be typed in uppercase letters, for example:

{<PR_GIVEN_NAME>} {<PR_SURNAME><ENTER>
}{<PR_COMPANY_NAME><ENTER>
}{<PR_STREET_ADDRESS><ENTER>
}{<PR_LOCALITY>}, {<PR_STATE_OR_PROVINCE>
}{<PR_POSTAL_CODE><ENTER>}

where <ENTER> indicates that you should press ENTER on your keyboard. Also, the brace characters ( { and } ) are typed from the keyboard and are not to be confused with field braces (CTRL+F9). When you use the braces with the address layout fields, if a field is blank when you import the address, Word automatically suppresses the blank line.

NOTE: The "AddressLayout" format is limited to a maximum of 12 fields from a PAB, Microsoft Schedule Plus for Windows, or Microsoft Outlook for Windows.

MORE INFORMATION

To Create a New Format

In a new Word document, type the predefined address property names (in uppercase letters) in the format you want to set up, for example
{<PR_GIVEN_NAME>} {<PR_SURNAME><ENTER>
}{<PR_COMPANY_NAME><ENTER>
}{<PR_STREET_ADDRESS><ENTER>
}{<PR_LOCALITY>}, {<PR_STATE_OR_PROVINCE>
}{<PR_POSTAL_CODE><ENTER>}
where <ENTER> indicates that you should press ENTER on your keyboard. Also, the brace characters ( { and } ) are typed from the keyboard and are not to be confused with field braces (CTRL+F9). When you use the braces with the address layout fields, if a field is blank when you import the address, Word automatically suppresses the blank line.

Select this text.

On the Insert menu, point to AutoText. Click New.

For the name, type "AddressLayout" (without the quotation marks).

NOTE: You must use the name "AddressLayout" or the layout will not work.

Click OK.

To Insert an Address Book Entry in Your Document

Click the Insert Address button on the Standard toolbar.

NOTE: In Word 97, the Insert Address button does not appear by default on the Standard toolbar. It does appear however, on the Envelopes, Labels, and Mail Merge dialog boxes. It is also included in several wizards such as the Letter Wizard. To add the button to a toolbar see the section "Adding the Insert Adddress Button to the Toolbar" later in this article.

Select a name from the list.

Click OK.

The address book entry should be inserted into your document in the format you defined for your AutoText entry. However, if you receive the following error message instead, modify the properties of the name you chose in step 2:

There are no address fields in this address book. Pick the desired address book and try again.

NOTE: The properties are set incorrectly if both the first and last names appear in the First box on the Business tab. (To access this option, first click the Insert Address button, select the name, and then click Properties on the Select Name dialog box.)

The error message will also occur if you enter the property names for the AutoText entry in lowercase letters. To resolve this problem, change all the property names to uppercase letters.

What Properties are Supported?

For additional information on which properties are supported, including which address books use which properties, please see the following article in the Microsoft Knowledge Base:

Q141874 WD97: Some Contact List Fields Not Available to Word

For additional information on address layout, please refer to the Microsoft Office 97 Resource Kit, ISBN: 1-57231-329-3, available from Microsoft Press.

The Microsoft Office 97 Resource Kit is also available at the following Microsoft World Wide Web site:

http://www.microsoft.com/office/ork/default.htm

Adding the Insert Adddress Button to the Toolbar

To add the Insert Address button to a toolbar, follow these steps:

On the View menu, point to Toolbars, and then click Customize.

Click the Commands tab. Under Categories, click Insert.

The available built-in buttons for the selected category are displayed to the right of the list, under Commands.

Scroll through the list of categories and find Address Book.

Drag the Address Book button to the location you want on a toolbar.

NOTE: To see a short description of any built-in button's function while in the Customize dialog box, click the button, and then click Description.

Additional query words: addresslayout address layout AutoText pab schedule all cap

Keywords : kbdta kbautotext word97 kblayout
Version : WINDOWS:97
Platform : WINDOWS
Issue type : kbhowto