Set up a new mail merge list with Word

If you don't have a mailing list as a source for names and addresses in a mail merge, you can create one in Word.

Create a new mail merge list

  1. Go to File > New > Blank Document.

  2. Choose Select Recipients > Type a New List.

    Type a New List command

  3. In the New Address List dialog box type recipient information in each column as appropriate. For more info on using the dialog box, see New Address List dialog.

  4. For each new record, select Add New.

  5. If you need more columns, such as for an order number, follow these steps:

    1. In the New Address List dialog box choose Customize Columns.

      To add custom columns to your mail list, click the Customize columns button.
    2. Choose Add.

      Customize Address List dialog box
    3. Type a field name and then select OK.

      Use the Add Field dialog box to add custom fields to your mail merge list
    4. Repeat steps b and c for each column or field to add.

  6. When you're done adding all the people you want to your list, choose OK.

  7. In the Save Address List dialog box, give your new file a name, and then choose Save.

You can now insert mail merge fields in your document. For more information, see Insert mail merge fields.

Create a mailing list in Word

A mailing list can be created within Word for sending bulk mail during mail merge process.

  1. Go to File > New > New Document.

  2. Go to Mailings > Select Recipients > Create a New List.

  3. In the Edit List Fields, you'll see a set of automatic fields that Word supplies. If you want a new field, type a name into New Field name to add it to the list.

  4. Use the Up Move Up button and Down Move Down button buttons to reposition fields

  5. Select Create.

  6. In the Save dialog, give the list a name and save it.

  7. In Edit List Entries, type the data in each column for the mailing list.

  8. For each new record, select the + button. To remove a record, go to the record and press the - button

  9. When you're done adding all the people you want to your list, choose OK.

To later modify the list, follow these steps:

  1. Go to Mailings > Select Recipients.

  2. Select Use an existing list, choose the list you previously created and select Open.

  3. Add or edit records in the Edit List Entries dialog box.

Create a mailing list in Word

A mailing list can be created within Word for sending bulk mail during mail merge process.

  1. On the View menu, choose Print Layout.

  2. On the Standard toolbar, choose New  New Document button .

    You use this blank document to create a data source.

  3. On the Tools menu, choose Mail Merge Manager.

  4. Under 1. Select Document Type, choose Create New, and then select Form Letters.

  5. Under 2. Select Recipients List, choose Get List, and then select New Data Source.

  6. In the Field names in header row box, click any field names that you don't want to include in your data source, choose Remove Field Name, and then selectOK.

  7. Type a name and choose a location for your data source, and then choose Save.

    Remember where you save the data source. You will need to know the location later.

  8. In the Data Form dialog box, type the data for one data record (for example, a recipient's first name in FirstName, last name in LastName, street address in Address1, and so on).

    Note: Do not enter spaces in boxes that you want to leave blank.

  9. After you finish filling in the boxes for one record, choose Add New.

  10. Repeat steps 8 and 9 for each record that you want to enter.

  11. After you add all the records that you want, choose OK.

    Tip: To return to the Data Form dialog box later, in the Mail Merge Manager, under 2. Select Recipients List, select Edit Data Source  Edit Data Source button .

  12. On the File menu, choose Close.

  13. To save the data source, choose Save.

  14. To discard the blank open document, choose Don't Save.

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