mail merge to Publisher

[james]

Hello,
Can you tell me how to merge a Microsoft Outlook list (a separate sub-list of 10 names culled from a master list of 200) into a Publisher document? This list has its own folder and its own name and is located in my My Shortcuts.
The error messatge says it can't find the data base.
Thank you.

 

[Brian Kvalheim - [MS MVP]]

Hi james ([email protected]),
in the Microsoft® newsgroups
you posted:

|| Can you tell me how to merge a Microsoft Outlook list (a separate
|| sub-list of 10 names culled from a master list of 200) into a
|| Publisher document? This list has its own folder and its own name
|| and is located in my My Shortcuts. The error messatge says it can't
|| find the data base.
|| Thank you.

Which version of Microsoft Publisher and Microsoft Outlook are you using?

(btw, never link to a shortuct in your my shortcuts folder)

--
Brian Kvalheim
Microsoft Office Publisher MVP
Official Publisher MVP Site:
http://www.kvalheim.org

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[james]

Hi Brian,
Publisher 2003 and Outlook 2000.
Thank you.

 

[Brian Kvalheim - [MS MVP]]

Hi james ([email protected]),
in the Microsoft® newsgroups
you posted:

|| Hi Brian,
|| Publisher 2003 and Outlook 2000.
|| Thank you.

In Microsoft Publisher 2003, be sure to go to Tools > Mail and Catalog Merge

Mail and Catalog Merge Wizard.

Step 1: Choose Mail Merge > Next: Select data source
Step 2: Select from Outlook Contacts > Choose Contacts Folder > When
prompted, choose the contacts folder that your recipients are listed in from
the "Select Contact List Folder". Click OK. When you get the Mail Merge
Recipients Dialog, put a check next to the recipients you would like to
address your publication to then click OK. Then Next: Create your
Publication

Follow steps 3 and on. If you have any questions please post back. I have a
full tutorial on this at my website:

http://www.kvalheim.org

--
Brian Kvalheim
Microsoft Office Publisher MVP
Official Publisher MVP Site:
http://www.kvalheim.org

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[james]

Hi Brian,
I tried what you said ands got the following message:
"Unable to obtain tables from the data source."
Any suggestions?
Thank you.
Best,
James

 

[Brian Kvalheim - [MS MVP]]

Hi james ([email protected]),
in the Microsoft® newsgroups
you posted:

|| Hi Brian,
|| I tried what you said ands got the following message:
|| "Unable to obtain tables from the data source."
|| Any suggestions?
|| Thank you.
|| Best,
|| James

Try the following kb article:

http://support.microsoft.com/default.aspx?scid=kb;en-us;224056

Also, make sure you are running Service Pack 3 for your Outlook 2000.

--
Brian Kvalheim
Microsoft Office Publisher MVP
Official Publisher MVP Site:
http://www.kvalheim.org

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[james]

Hi Brian
I downloaded the service patch 3 and have scanned your web site and those of other mvp (and non-mvps)
I still can't figure out what's going on which leads me to believe that it's something very elementary that I'm overlooking
So, once again..
I have a Contacts folder. From that, in My Shortcuts, I have created a couple of sub-folders, to better organize the contacts
As per your note, I'm not requesting any of the contacts from My Shortcuts
I go into Publisher 2003, open mail merge, choose the wizard
I choose from Outlook
Then, when I choose from the list, I get the error message
So, I tried choose existing list. I went to Browse and I ended up in My Data Sources
I got "+ Connect to New Data Source" and ""+New SQL Server Connection.
What are those and is mail merge to a Publisher newsletter even possible
Thank you.

 

[Brian Kvalheim - [MS MVP]]

Hi james ([email protected]),
in the Microsoft® newsgroups
you posted:

|| Hi Brian,
|| I downloaded the service patch 3 and have scanned your web site and
|| those of other mvp (and non-mvps).
|| I still can't figure out what's going on which leads me to believe
|| that it's something very elementary that I'm overlooking. So, once
|| again...
|| I have a Contacts folder. From that, in My Shortcuts, I have created
|| a couple of sub-folders, to better organize the contacts. As per
|| your note, I'm not requesting any of the contacts from My Shortcuts.
|| I go into Publisher 2003, open mail merge, choose the wizard.
|| I choose from Outlook.
|| Then, when I choose from the list, I get the error message.
|| So, I tried choose existing list. I went to Browse and I ended up in
|| My Data Sources.
|| I got "+ Connect to New Data Source" and ""+New SQL Server
|| Connection."
|| What are those and is mail merge to a Publisher newsletter even
|| possible?
|| Thank you.

James, what happens if you open Outlook, go to your File > Export menu and
export your contact database in csv format (comma sep) then use that list
for your merge.

--
Brian Kvalheim
Microsoft Office Publisher MVP
Official Publisher MVP Site:
http://www.kvalheim.org

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[james]

I think we're onto something
I created a csv file of comma separated values, as you suggested. Then I go and try to merge that into the Publisher text box
When I print it out I only get partial information, say, a last name and the name of the company
But something's definitely working here
I poked around a bit. What does "Match Field" mean
I think there has to be a way to coordinate the Outlook addresses in my .csv file with the format that Publisher's mail merge requires
Please advise
Thank you.

 

[Ed Bennett]

After managing to set up OE-QuoteFix on his new PC, Ed reads a message

When I print it out I only get partial information, say, a last name
and the name of the company.

In this case, I would suggest that the problem is that you have not inserted
the right fields.
To get the first name, there will be one field. One for the last name, one
for each address line, etc.
Try merging everything to start off with, with labels, to see what's what...
e.g. Field1: <<Field1>> (merge field)
Field2: <<Field2>>
etc.

 

[Brian Kvalheim - [MS MVP]]

Hi james ([email protected]),
in the Microsoft® newsgroups
you posted:

|| I think we're onto something!
|| I created a csv file of comma separated values, as you suggested.
|| Then I go and try to merge that into the Publisher text box.
|| When I print it out I only get partial information, say, a last name
|| and the name of the company.
|| But something's definitely working here!
|| I poked around a bit. What does "Match Field" mean?
|| I think there has to be a way to coordinate the Outlook addresses in
|| my .csv file with the format that Publisher's mail merge requires.
|| Please advise.
|| Thank you.

Match Field should solve your problem. Use it to match your CSV fields so
that last name matches last name, city matches city, etc.

--
Brian Kvalheim
Microsoft Office Publisher MVP
Official Publisher MVP Site:
http://www.kvalheim.org

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[james]

Okay, gentlemen, we're almost there
I get to "Match Fields" easily enough
But the pull down menu only goes from F1 - F4
I tried using F4 for all the address components but when I previewed the merge it listed the full address - including "United States of America" two times
If indeed each component of the address - first name, last name, job title, etc. - is a field, I run out of F-fields
So now what
Thank you.

 

[Brian Kvalheim - [MS MVP]]

Hi james ([email protected]),
in the Microsoft® newsgroups
you posted:

|| Okay, gentlemen, we're almost there!
|| I get to "Match Fields" easily enough.
|| But the pull down menu only goes from F1 - F4.
|| I tried using F4 for all the address components but when I previewed
|| the merge it listed the full address - including "United States of
|| America" two times. If indeed each component of the address - first
|| name, last name, job title, etc. - is a field, I run out of
|| F-fields.
|| So now what?
|| Thank you.

Can you email the csv file to me?

--
Brian Kvalheim
Microsoft Office Publisher MVP
Official Publisher MVP Site:
http://www.kvalheim.org

This posting is provided "AS IS" with no warranties, and
confers no rights.

 

[james]

Sure
What's your address
Best wishes.

 

[Brian Kvalheim - [MS MVP]]

Hi james ([email protected]),
in the Microsoft® newsgroups
you posted:

|| Sure.
|| What's your address?
|| Best wishes.

(e-mail address removed)

--
Brian Kvalheim
Microsoft Office Publisher MVP
Official Publisher MVP Site:
http://www.kvalheim.org

This posting is provided "AS IS" with no warranties, and
confers no rights.