How to Import Mailing Addresses From Excel Into MS Word

Word offers at least two options for importing mailing addresses from Excel. One is through its “Open” command, and the other is through its set of tools for mail merges. Whichever method you choose, prepare the Excel mailing list by assigning to it a range name. This will make the addresses easier to locate when you import them with Word. The ability to import Excel mailing addresses into Word means you don’t have to rely solely on Word tables in other files to provide addresses for your mail merges.

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Copying Excel mailing addresses, then pasting into Word, imports addresses.

Open Command

Step

Open Word, then click the Office button. Click the “Open” button, then click the “Excel” item from the “Type” drop-down list. This tells Word to filter the list of files to display only Excel files.

Step

Go to the folder containing the Excel file with the mailing addresses.

Step

Double-click the Excel file. Word will prompt you for which spreadsheets within that file you’d like to import.

Step

Click the item in the “Open” drop-down list indicating the spreadsheet containing the mailing addresses. For example, if the addresses are on the first spreadsheet, click “Sheet1.”

Step

Click the name of the range containing the mailing addresses in the drop-down list labeled “Name.” If the addresses have no range name, click “Entire worksheet.”

Step

Click the “OK” button to import the mailing addresses. Word will display them as a new table.

Mail Merge

Step

Open Word, then click the “Mailings” tab.

Step

Click the “Mail merge” button, then click the “Wizard” item to start the mail merge wizard. This wizard will prompt you to enter addresses.

Step

Click the “Next” link at the bottom of the navigation pane the wizard opens up. Repeat this step to proceed to the third merge step, which lets you specify data for importing.

Step

Click the navigation pane’s “Browse” button, then go to and double-click the Excel file containing the mailing addresses. Excel will display a box prompting you to choose which spreadsheet in the Excel workbook contains the mailing addresses.

Step

Click the sheet containing the mailing addresses, then click “OK.” Word will display the records it found on the spreadsheet you specified in the previous step.

Step

Click the checkboxes for the mailing addresses you don’t want Word to import, then click “OK” to import the remaining addresses.

Step

Click the “Next” link at the bottom of the navigation pane, then click the “More” link in the next wizard screen. This tells Word that you’ll insert field codes into the document. The merge wizard will fill those field codes with the imported addresses.

Step

Click the item with the name of one of the fields in your mailing address list. For example, click the field labeled “Address” if that’s the field containing the mailing addresses. Click “Insert” to insert the field into your document, then click “Close” to dismiss the dialog box.

Step

Click the navigation pane’s “Next” link, then click the “<<” and “>>” arrows on the screen that follows. Word will scroll through the mailing addresses you imported earlier.