KB180872 - WD98: How to Modify the Layout of an Address Book Entry

Article ID: 180872

Article Last Modified on 10/4/2002

Microsoft Word 98 for Macintosh

This article was previously published under Q180872

SUMMARY

This article describes how to modify the layout of an address that you insert when you use the Personal Address Book (PAB) or Outlook Express 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). The following is an example of the AddressLayout AutoText entry:

<PR_GIVEN_NAME> <PR_SURNAME>
<PR_COMPANY_NAME>
<PR_STREET_ADDRESS>
<PR_LOCALITY>, <PR_STATE_OR_PROVINCE> <PR_POSTAL_CODE>

NOTE: The "AddressLayout" format is limited to a maximum of 12 fields from a PAB or Outlook Express Contact List.

MORE INFORMATION

How to Create a New Address Book Layout

Use the following steps to create a new format for the address book layout:

In a new Word document, type the predefined address property names in the format you want to set up. For example:
<PR_GIVEN_NAME> <PR_SURNAME>
<PR_COMPANY_NAME>
<PR_STREET_ADDRESS>
<PR_LOCALITY>, <PR_STATE_OR_PROVINCE>
<PR_POSTAL_CODE>
Select this text.
On the Insert menu, point to AutoText. Click New.
For the name, type AddressLayout. This name must be used, or the format will not be modified.
Click OK.

For additional information about which properties are supported, includingthe properties that the different address books use, click the article number below to view the article in the Microsoft Knowledge Base:

222891 WD98: Some Contact List Fields Not Available to Word

How to Insert an Address Book Entry into Your Document

Click Insert Address on the Standard toolbar.
Select a name from the list.
Click OK.

NOTE: In Word 98 Macintosh Edition, the Insert Address button does not appear by default on the Standard toolbar. It does appear in 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 "How to Add the Insert Address Button to the Toolbar" section later in this article.

How to Add the Insert Address 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 All Commands.
Scroll through the list of commands and find Insert Address.
Drag the Insert Address button to the location you want on a toolbar.

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

Keywords: kbhowto kbautotext kblayout KB180872