Create a Mailing List in Word

by Scott Shpak

There may be as many ways to create mailing lists as there are to use them. Using Word for your list puts your data right where it's needed to fill form letters and create mailing labels. You can create a mailing list from scratch or, if you have a solid contact base already entered in Outlook, import that data instead.

Creating a Mailing List

Open a new Word document and click the Mailings tab on the ribbon, then Select Recipients and then Type a New List.

Entering Mailing List Data

Enter data into each field of the New Address List box. The standard Word address list contains these 13 fields:

  • Title
  • First Name
  • Last Name
  • Company Name
  • Address Line 1
  • Address Line 2
  • City
  • State
  • ZIP Code
  • Country or Region
  • Home Phone
  • Work Phone
  • E-mail Address

You can add, delete and rename fields as well as change the order by clicking the Customize Columns button and clicking OK when your changes are made.

Saving the Mailing List

Create a name for your address list in the Save Address List box that appears after clicking OK in the previous step, and click Save. You can now edit the current document to produce form letters or address labels for merging, or simply exit Word and use the mailing list data another time.

Using the Mailing List

Selecting the Mailing List

Open a new Word document and access your mailing lists by selecting the Mailings tab on the ribbon, clicking Select Recipients and Use an Existing List. Click on your mailing list in the Select Data Source window and click Open.

You can now create your form letter or mailing label document or you can add or update your mailing list by clicking Edit Recipient List on the ribbon.

Building a Mailing List in Word Using Outlook

Open a new Word document and click the Mailings tab on the ribbon, then Select Recipients and then Choose from Outlook Contacts.

Choosing Outlook Contacts

Select an Outlook contact list if you are presented with an option and click OK. This screen may not appear if you have only one compatible contact list.

Selecting Outlook Contacts

Select people to include on your mailing list by managing check marks in the Mail Merge Recipients box. When you're finished, click OK. You can now create your form letter or mailing labels document.

Tip

  • When using the Outlook method, updating and maintaining the master data for the mailing list occurs in Outlook. Recipients can't be edited within the Word document.

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About the Author

As an operations and technical projects manager in the photofinishing industry, Scott Shpak is also an experienced audio engineer and musician, as well as Editor-in-chief, feature writer and photographer for Your Magazines Canada.