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Using the Address Book

Rory Hamblin wrote recently with a problem and question concerning the address book in Word. When he chose Envelopes and Labels from the Tools menu, and then clicked on the address book icon, Rory would get an error message concerning the MAPI library.

For Word to use an external address book via the Address Book button (such as the one on the Envelopes and Labels dialog box), it needs to access one that is used by a MAPI application (such as Outlook or Schedule+ or the old PAB from Windows Messaging). Word also needs the DLLs that help it read those types of address books.

The error message is popping up because something is not right in the installation of the program responsible for the MAPI library. What program is that? More often than not, it is the e-mail program used on the system. Thus, there are two installation-related actions that can be taken. First, re-install Outlook, Schedule+, or whatever mail program you are using. Second, make sure the optional "Address Book" component of Word is installed. Both of these actions can be taken by again running the setup programs for the applications.

If you are using Outlook Express (in contrast to Outlook), you should understand that the address book it uses cannot be used by Word--even though Outlook Express will work just fine as the e-mail program accessed by Word when you click on Send Mail. Of course, this doesn't stop Word from trying to use Outlook Express' address book, particularly if you are using an older version of Outlook Express. If you use an older version of Outlook Express you can try these steps to see if it fixes the problem:

  1. In Outlook Express, choose Options from the Tools menu.
  2. Make sure the General tab is displayed.
  3. Clear the Make Outlook Express My Default Simple MAPI Client check box.
  4. Click OK.

If you don't see the check box mentioned in step 3, don't worry about it--your version of Outlook Express is probably not old enough to exhibit this address book problem.

Finally, it is possible that if you aren't using a Microsoft-provided e-mail client, that your third-party software is providing it's own MAPI DLL that is incompatible with Word. If this is the case, there is no way around the problem other than to talk with the tech support people that make the e-mail program. (That, or you can ditch the third-party program and use one of those from Microsoft.)

So where are the addresses stored that are accessed through the Address Book button? They are stored in the MAPI-based application's address book; they are not stored in Word. If a Word-based solution is desired, there is another way to have addresses stored for repeated recall and use. This involves installing the Letter Templates & Wizard option. (Again, if it is not already installed, you need to re-run Setup and use the Add/Remove mode.) With this option installed, you can use the letter wizard to create a letter. Creation via the wizard involves inputting (or selecting previously entered) addresses for use in the letter. These addresses are stored in Normal.Dot as AutoText entries under the name of the addressee.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (899) applies to Microsoft Word 97, 2000, 2002, and 2003.

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Comments for this tip:

Krystal Taber    03 Mar 2016, 15:48
My challenge is with the address book in outlook. I am attempting to create single labels and envelopes using MS word. Which I know how to do that but, in my address book my formal names are not loading into Outlook address book correctly. I have tried manually typing and CVC export (export only gives option of "full Name"). I need to know how to save a complete name and then put it into mailings in MS word, e.i. Mr. & Mrs. David T Collins. It keeps saving, exporting out & filing as Mr. Mrs. & David Collins. As you will see it moves the"&" and drops the middle initial. I have also tried changing the "file As" Display name. I have even tried to make part of the name company and changed the "file as" "display as" again. Nothing works!

I use the address book for mailing purpose I need the formal address to be complete. Also my
informal addresses are also dropping the middle initial when in mail merge. I do know the trick if you click on "Name" in Outlook the fields will populate, all fields are completed correctly.

I am so confused. I have read everything I could find for the last 3 weeks. I have exhausted my options. Please help or tell me a different address book I can use and print mailing from MS word with.
Helen    26 Jan 2015, 18:23
I am using Word in mac and I can find the office address book but I can not figure out how to add contacts. It only lets me input one and the there is no add or edit that I can find. to add more contacts to create a data base.
 
 

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