Show Me. Microsoft Office Word 2003. See it Done, Do It Yourself

If you are already using Outlook to manage your contact database, you can import your Outlook contact records into the Mail Merge Wizard quickly and easily. For example, a contact record for a person or company might contain an address, telephone, e-mail address, and so forth. An item record might contain the part number, description, quantity on hand, and so on. The information in each record is organized by fields. The fields of the database correspond to the merge fields you specify in the Form Letter. Additional fields other than the ones to be used by the merge can exist, and will be ignored by the Mail Merge Wizard. For example, a direct mail piece would use the address field in a record as a merge field and ignore the e-mail address field for that record, whereas an e-mail merge would do exactly the opposite .

Import Data from Outlook

On Step 3 of 6 in the Mail Merge task pane, click Select From Outlook Contacts.

Click Choose Contacts Folder.

If an Outlook profile dialog box opens, select a profile, and then click OK.

The Select Contact List Folder dialog box opens.

Select the contacts list you want to use.

Click OK.

The Mail Merge Recipients dialog box opens, displaying the data source for the merge.

Edit the recipient data (if necessary), and then click OK.

Click Next: Write Your Letter on the task pane to display Step 4 of 6.