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

• Microsoft Word for Windows 95, versions 7.0, 7.0a
• 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, 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 the ENTER key on your keyboard.

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

1. 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 the ENTER key on your keyboard.

2. Select this text.

3. Word 97:

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

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

            NOTE: You must use the name "AddressLayout" or the layout
            will not work.
   
         c. Click OK.
   
      Word 7.x
   
         a. On the Edit menu, click AutoText.
   
         b. For the name, type "AddressLayout" (without the quotation marks).
   
            NOTE: You must use the name "AddressLayout" or the layout
            will not work.
   
         c. Click Add.
   
   

To Insert an Address Book Entry in Your Document

1. Click the Insert Address button on the Standard toolbar.

   NOTE: In Word 97, the insert address button no longer appears by default on the standard toolbar. It is found, 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 in Microsoft Word 97, see the section entitled, "To add the Insert Adddress Button to the Toolbar" later in this article.

2. Select a name from the list.

3. Click OK.

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

The above 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:

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

The Microsoft Office 97 Resource Kit is also available on the Internet at the following address:

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

To Add the Insert Adddress Button to the Toolbar

In Word 97, if you want to add the Insert Address button to a toolbar, follow these steps:

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

2. Click the Commands tab. Under Categories, select Insert.

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

4. Scroll through the list of categories and find Address Book.

5. Click the Address Book button and drag it to the location you want on a toolbar.