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Getting Rid of Addresses

Summary: Word interfaces easily with other Office programs, such as Outlook. As an example, the Envelopes and Labels dialog box includes a tool that allows you to select an address from your address book for use in Word. Deleting addresses from this list can be troublesome, unless you follow the steps in this tip. (This tip works with Microsoft Word 97, Word 2000, Word 2002, and Word 2003.)

When you are working in the Envelopes and Labels dialog box, there is a small icon located near the top of both the Envelopes and Labels tabs. This icon looks like a small, open book, and is called the Insert Address tool. It is used to insert an address from your Outlook address book into the fields of the dialog box. John is running into a problem because many of the addresses accessed through the tool are outdated, and they need to be deleted. He tried to delete them in both Word and in Outlook, but without success.

In order to fully delete an address from this tool, you need to follow these steps:

  1. Display the Envelopes and Labels dialog box. (Click here to see a related figure.)
  2. Click on the Insert Address tool.
  3. Word may display the Choose Profile dialog box. (Click here to see a related figure.) If so, choose the communications profile you want Word to use, and then click OK.
  4. Word displays the Select Name dialog box. (Click here to see a related figure.) In the list of contacts, right-click the name you want to delete. Word displays a Context menu.
  5. Do not choose Delete from the Context menu; this won't permanently delete the name.
  6. Select the Properties option from the Context menu. Word displays the full contact information for the selected contact name.
  7. Choose Delete from the File menu. The contact is deleted and removed from the Select Name dialog box.
  8. Repeat steps 4 thorough 7 if you want to delete any additional contacts.
  9. Close the Select Name dialog box when you are through deleting.

Tip #294 applies to Microsoft Word versions: 97 | 2000 | 2002 | 2003

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