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Printing Address Books

The following methods are marked to indicate whether they are appropriate for the Personal Address Book (PAB), Contacts folders in the Outlook Address Book (OAB) or Microsoft Exchange Server Global Address List (GAL). In many cases, the techniques used for printing can also be adapted to exporting.

Outlook Contacts Folder | Personal Address Book | Global Address List | More Information

Outlook Contacts Folder

  • Use Microsoft Access 2000 to link to an Outlook table, and use Access as the report designer. Unfortunately, this method does not support all fields. 

  • Arrange a Contacts folder view showing the fields you want to print, then directly from the folder. Disappointing if you want the exact e-mail address, since Outlook shows the display name instead.

  • Use the Address Book as the data source for a mail merge in Microsoft Word, selecting your Contacts folder. The catalog format works well for the merge document. This method will not print details of distribution lists, though, and you'll get only the first e-mail address from a contact item. The main advantage of this method is that you do get the actual e-mail address, not just the display name that the Outlook view shows.

  • Print each Outlook distribution list individually.

  • Sue Mosher's book, Microsoft Outlook Programming - Jumpstart for Administrators, Developers, and Power Users, includes a routine to export an Outlook 2000 distribution list to Excel, where you an save it as .csv file. Source code available for download from the above URL.

  • Extract The Members Of An Outlook Distribution List To A Word Document (code sample)

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    Personal Address Book

  • Import a Personal Address Book into an Outlook Contacts folder and print from there. In Outlook 2000, distribution lists import just fine. In earlier versions, each entry in the distribution list imports as a separate contact item.

  • Import a Personal Address Book into Outlook Express, which has a print function. You won't get distribution lists, though.

  • Use the PAB  as the data source for a mail merge in Microsoft Word. The catalog format works well for the merge document. This method will not print details of distribution lists, though.

  • Use the Export Client Extension to export distribution lists from a PAB into mail messages.

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    Global Address List

  • In the Microsoft Exchange 5.5 Administrator program, use the Tools | Directory Export command. The Microsoft BackOffice Resource Kit has a Header.exe tool to control which fields are exported. You may want to clean the data up in Excel. See:

  • XADM: Bulk Import/Export FAQ
  • Super Export and Import Tools
  • Export and Import Mission Possible
  • Also see:

  • To print an Exchange 5.5 distribution list

  • Making the Exchange Server GAL Portable

  • XADM How to Print Out Members of a DL from Exchange

  • Tools

    Active Groups   Use query-based rules to automate the creation and maintenance of Exchange Server and Windows 2000 Active Directory distribution lists and security groups, either on demand or with the integrated scheduler. Also includes HTML reports on membership and ownership of DLs and the ability to monitor DL usage, such as the last date of use.
    Export Client Extension   Exports distribution list and mailbox details to messages in the Inbox. No support available.
    IMI GAL Exporter   IMI GAL Exporter for Microsoft Exchange Server is small utility for Exchange Admin to export GAL (Global Access List) to a Microsoft Access 2000 table. Also available is IMI Distribution List Content Exporter, a small add-in used to export the contents of Distribution Lists to an Access 2000 table. Now supports custom attributes and multi-value entries for phone entries. Version 3.
    SmartDL   Build distribution lists based on queries against the Exchange 5.5 directory or Active Directory, either with or without Exchange Server, or from files, databases, or other external sources. Also provides tools for managing all types of DLs and groups and printing DL lists.
    SmartR   Run reports on distribution lists, users and more, pulling data from Exchange 5.5, Active Directory, or Exchange 2000. List all distribution lists and their members or just the number of members and present the report in XML, HTM, or Excel format. Free.
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    More Information

  • Printing Custom Outlook Forms and Reports
  • OL2000 (CW) How to Export Your Personal Address Book to a Text File
  • OL2000 (IMO) How to Export Your Personal Address Book to a Text File
  • Creating a list of Users and their e-mail addresses in Exchange 2000
  • Creating a list of Users and their e-mail addresses in Exchange 2000 (2)
  • Updated Apr 09 2008

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