How to Make an Address List in Microsoft Word

By Amy Dombrower

In Microsoft Word, you can use a feature called Mail Merge to create an address list. Mail Merge allows you to create and print letters and other documents using the address list. Perhaps you are doing a mass mailing of holiday letters. Setting up a Mail Merge will let you customize your letters and envelopes and automatically enter the names and addresses of your recipients onto the documents. This can be a big time-saver, as writing out hundreds of letters by hand would take many hours.

Things You'll Need

  • Recipients' addresses

Step 1

Open a blank document in Microsoft Word.

Step 2

Click the "Mailings" tab. Click "Start Mail Merge." In the drop-down list, select the type of document you want to create. Choose from letters, email messages, envelopes, labels or directory. Select any options to customize the size of your document.

Step 3

On the "Mailings" tab, click "Select Recipients." Click "Type a New List." This will allow you to create a new address list in Microsoft Word. You can also choose to connect the file to an existing file, such as a contact list in Outlook or Excel.

Step 4

In the "New Address List" box, type the information for the first address in your mail merge. Click "Customize Columns" to add more columns and make changes.

Step 5

Click "New Entry" when you are done with the first address. This will bring up the next entry. Continue adding information for each recipient.

Step 6

Click "OK" when the address list is complete. Type a name for your address list and click "Save."

Tips & Warnings

  • Once your address list is edited and ready to go, use the "Write and Insert Fields" section of the "Mailings" tab to add merge fields to a new document. Add all the content to the document that will constant, then insert merge fields to add the names and addresses from your list.