| Word
includes a default AddressLayout entry that you can't see
or edit directly. Test it by using the Insert Address
button to insert an address from your Address Book.
To add, remove or rearrange fields, create a new layout
in a Word document, then save it as a new AutoText entry
named AddressLayout. (If you have a non-English version of
Word, see Non-English Word below.)
The following table lists each field you can use,
indicates whether it applies to addresses from the
Personal Address Book (PAB) or Outlook Contacts (OAB) and
lists the corresponding field name in the OAB and PAB.
Fields marked with an asterisk (*) may work only in Word 2000.
An example is the easiest way to show how to create a
new layout. If you want to add the job title and company
name to the layout and remove the country name, type (or copy and
paste) this
into Word, with a carriage return after each line:
<PR_GIVEN_NAME> <PR_SURNAME>
<PR_TITLE>
<PR_COMPANY_NAME>
<PR_STREET_ADDRESS>
<PR_LOCALITY>, <PR_STATE_OR_PROVINCE> <PR_POSTAL_CODE>
Make sure you include spaces and punctuation where you
want them to appear in the address. Now, select the entire
layout, and save it as an AutoText entry with the name
"AddressLayout," taking care to use exactly that
spelling and capitalization.
To save an AutoText entry in Word 7.0, choose Edit
| AutoText, enter the Name as "AddressLayout,"
then click Add.
To save an AutoText entry in Word 97 or Word 2000/2002/2003,
choose Insert | AutoText | New, enter
"AddressLayout" as the name, then click OK.
You can now use the Insert Address button to test your
new AddressLayout. The above example should give you an
address that looks like this:
Bill GatesCEOMicrosoft CorporationOne Microsoft WayRedmond, WA 98052
You might notice, though, that if a person has no
title, you get a blank line. To suppress blank lines and
make use of different fields that display the same data,
depending on whether the source is a PAB or OAB entry, try
this variation from the Office
97 Resource Kit, omitting the carriage returns:
{{<PR_GIVEN_NAME> <PR_SURNAME> | <PR_DISPLAY_NAME>}\r}
{{<PR_STREET_ADDRESS>\r}{{<PR_LOCALITY>}
{, <PR_STATE_OR_PROVINCE> <PR_POSTAL_CODE>}\r}
{<PR_COUNTRY>\r}| <PR_POSTAL_ADDRESS>\r}
The curly braces ( {} ) are used to ensure that a
particular line does not print if it is empty, for
example, if the person does not have a title. The vertical
bar ( | ) means OR. And the \r switch substitutes for the
carriage return. (Omit the \r in Word 2000 and just put a carriage
return or soft return after each line; the \r switch doesn't work in
Word 2000.) You are limited to a total of 12 fields,
according to WD2000:
How to Modify the Layout of an Address Book Entry.
For
Office XP, this turns out to be a pretty good AddressLayout entry to
include both company and country. I suspect it might also work well
in Office 2000. You should put a carriage return or soft return at
the end of each line shown here:
{{<PR_GIVEN_NAME> <PR_SURNAME> | <PR_DISPLAY_NAME>}
}{<PR_COMPANY_NAME>}
{{<PR_STREET_ADDRESS>
}{{<PR_LOCALITY>}{, <PR_STATE_OR_PROVINCE> <PR_POSTAL_CODE>}}
{<PR_COUNTRY>
}| <PR_POSTAL_ADDRESS>}
If the address doesn't work the way you think it
should, check the field names for spelling mistakes and
make sure that you actually have information entered in
the corresponding Contacts or PAB fields. Also, if the
addresses were imported, you may need to follow the
instructions in MSKB article
Address
Displays Incorrectly on Imported Contacts.
Another approach is to simply make sure that the Address
field contains whatever you want printed after the name,
repeating the company name or other information as needed. |
Contacts Issues
The clipboard clears when you open a Contact form
The Insert Address button makes it
easy to add an address to any document.
Name
Fields