Microsoft KB Archive/212345

= HOW TO: Modify the Layout of an Address Book Entry in Word 2000 =

Article ID: 212345

Article Last Modified on 12/12/2002

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APPLIES TO


 * Microsoft Word 2000 Standard Edition

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This article was previously published under Q212345



IN THIS TASK
SUMMARY
 * To Create a New Format


 * To Insert an Address Book Entry in Your Document


 * What Properties Are Supported?

REFERENCES



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

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

{} {}

{}

{}

{}, {}

{}

where  indicates that you should press ENTER. Also, type the brace characters ({ and }) on the keyboard and do not confuse them with field braces (CTRL+F9). If you use the braces with the address layout fields and 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 Personal Address Book (PAB), Schedule+, or Microsoft Outlook Contact list.

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To Create a New Format
To create a new address format, follow these steps:  <li>In a new Word document, type the predefined address property names (in uppercase letters) in the format that you want to set up. For example, type the following

{<PR_GIVEN_NAME>} {<PR_SURNAME>}<ENTER>

{<PR_COMPANY_NAME>}<ENTER>

{<PR_STREET_ADDRESS>}<ENTER>

{<PR_LOCALITY>}, {<PR_STATE_OR_PROVINCE>}

{<PR_POSTAL_CODE>}<ENTER>

-or-

{<PR_GIVEN_NAME>} {<PR_SURNAME>}<ENTER>

{<PR_COMPANY_NAME>}<ENTER>

{<PR_POSTAL_ADDRESS>}<ENTER>

where <ENTER> indicates that you should press ENTER. Also, type the brace characters ({ and }) on the keyboard and do not confuse them with field braces (CTRL+F9). When you use the braces with the address layout fields and a field is blank when you import the address, Word automatically suppresses the blank line.</li> <li>Select this text.</li> <li>On the Insert menu, point to AutoText, and then click New.</li> <li> For the name, type AddressLayout.

NOTE: If you use a language-specific version of Word, you must use the AddressLayout word that is specific to your language. The following are a few examples for some specific languages: Language  AutoText entry name --

English   AddressLayout Dutch     AdresIndeling French    MiseEnPageAdresse Italian   IndirizzoLayout German    Adreßlayout Danish    AdresseLayout </li> <li>Click OK.</li></ol>

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To Insert an Address Book Entry in Your Document
To insert an address book entry in your document, follow these steps: <ol> <li>Add the Address Book button to a menu or toolbar.

NOTE: The Address Book 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 Address Book button to a toolbar, follow these steps: <ol style="list-style-type: lower-alpha;"> <li>On the View menu, point to Toolbars, and then click Customize.</li> <li>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.</li> <li>Scroll through the list of categories to locate Address Book.</li> <li>Drag the Address Book button to the location that you want on a menu or 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.</li></ol> </li> <li>Click the Address Book button to select a name from your list.</li> <li>Click OK.</li></ol>

The address book entry should be inserted into your document in the format that you defined for your AutoText entry. However, if you receive the following error message instead, modify the properties of the name that you selected 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, click the Insert Address button, select the name, and then click Properties in the Select Name dialog box.)

The error message also occurs if you type the property names for the AutoText entry in lowercase letters. To resolve this issue, change all the property names to uppercase letters.

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What Properties Are Supported?
The following table lists the supported properties, including which address books they can be used with. A maximum of 12 properties can be used at one time.

<pre class="fixed_text">                                                         Which address book these properties are Property                    Explanation                  used with --

PR_ADDRTYPE                 Addressee's electronic mail  PAB, Schedule+, address type                Outlook

PR_BEEPER_TELEPHONE_NUMBER  Addressee's beeper           PAB, Schedule+, telephone number            Outlook

PR_BUSINESS_FAX_NUMBER      Addressee's business fax     Schedule+, number                      Outlook

PR_CAR_TELEPHONE_NUMBER     Addressee's car telephone    Outlook number

PR_CELLULAR_TELEPHONE_NUMBER Addressee's cellular        PAB, Schedule+, telephone number            Outlook

PR_COMMENT                  Text included on the Notes   PAB, Schedule+ tab for the address entry

PR_COMPANY_NAME             Name of the addressee's      PAB, Schedule+, company                     Outlook

PR_COUNTRY                  Addressee's country          PAB, Schedule+, Outlook

PR_DEPARTMENT_NAME          Name of addressee's          PAB, Schedule+, department within the       Outlook company

PR_DISPLAY_NAME             The name displayed in the    PAB, Schedule+, Address Book dialog box     Outlook

PR_EMAIL_ADDRESS            Addressee's electronic mail  PAB, Schedule+, address                     Outlook

PR_GIVEN_NAME               Addressee's given name, or   PAB, Schedule+, first name                  Outlook

PR_HOME_FAX_NUMBER          Addressee's home fax number  Outlook

PR_HOME_TELEPHONE_NUMBER    Addressee's home telephone   PAB, Schedule+, number                      Outlook

PR_INITIALS                 Addressee's initials         Not Available

PR_LOCALITY                 Addressee's city or          PAB, Schedule+, locality                    Outlook

PR_LOCATION                 Addressee's location. Schedule+ Example: "16/3000", room 3000 in building 16

PR_OFFICE_LOCATION          Addressee's office location  PAB, Schedule+, Outlook

PR_OFFICE_TELEPHONE_NUMBER  Addressee's office           PAB, Schedule+, telephone number            Outlook

PR_OFFICE2_TELEPHONE_NUMBER Addressee's second office    PAB, Schedule+, telephone number            Outlook

PR_OTHER_TELEPHONE_NUMBER   Addressee's  alternate       Outlook telephone number (other                            than home or office)

PR_POSTAL_ADDRESS           Addressee's postal address   Outlook IMO Mode

PR_POSTAL_CODE              Addressee's postal code      PAB, Schedule+, Outlook

PR_PRIMARY_FAX_NUMBER       Addressee's primary fax      PAB, Outlook number

PR_PRIMARY_TELEPHONE_NUMBER Addressee's primary          PAB, Schedule+ telephone number

PR_RADIO_TELEPHONE_NUMBER   Addressee's radio telephone  Outlook number

PR_STATE_OR_PROVINCE        Addressee's state or         PAB, Schedule+, province                    Outlook

PR_STREET_ADDRESS           Addressee's street address   PAB, Schedule+, Outlook

PR_SURNAME                  Addressee's surname, or      PAB, Schedule+, last name                   Outlook

PR_TITLE                    Addressee's job title        PAB, Schedule+, Outlook

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