How to Make a Mailing List on Microsoft Word
If you're running a small business or a independent publication, mailing list information is crucial to keeping the operation running. Microsoft Office contains a number of extremely useful applications for keeping, maintaining and operating mailing lists--and Word's Mail Merge feature makes turning that mailing list into form letters or envelopes a breeze.
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Instructions
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Creating a Mailing List
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Open a new document in Microsoft Word.
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Click the Table menu, and select "Insert" to insert a table into the document.
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3
Select the number of rows and columns. For columns, use the number of items each person's mail data has--things like Name, Address, City, State, ZIP, etc. For rows, input at least the number of people on your mailing list--if you plan to expand, add extra rows for now.
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Follow the other on-screen commands to set the behavior and formatting of your table.
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Input the information you have for each person on your mailing list. If you need to make a line break within a cell, press "Alt" and "Enter."
Using the Mailing List
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6
Add a new person to your mailing list by right-clicking on the list where you want to add the new entry, and select "Insert New Row." Input the details.
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Organize your data by selecting the entire table and either clicking the Sort toolbar button or the Sort dialog under the Table menu. Use the dialog box to select the type of sort and click "OK."
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Delete a Record by right clicking the row of the entry you want to remove, and selecting "Remove Row" to delete it. If you make a mistake, you can either "Undo" (Ctrl Z) or revert to the last saved version of your document.
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Create a Mail Merge by opening the "Tools" menu to the "Letters and Mailings" option and select "Mail Merge" or "Mail Merge Wizard" (if you've got Word 2002). Follow the on-screen instructions, or see References for more information.
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Tips & Warnings
Use "Tab" to move between cells, it makes typing faster.
Use "Ctrl" and "F" to search for people in the mailing list. This is useful if you need to edit a person's name or to make sure you haven't already input them in your list.
