How to Make a Mailing List in Word 2007

The process of creating a mailing list database in Microsoft Word has been simplified in the 2007 edition. To create a mail database you have to use the Mail Merge feature in Microsoft Word. In the older editions you are made to go through two prior steps of the mail-merging process before you're given the option to create a database. The 2007 edition of Microsoft Word allows you to skip these two steps and go right into creating your database. You can use this database to create form letters and emails, and to address labels and envelopes.

Things You'll Need

• Computer
• Microsoft Word 2007

Instructions

Creating the Database

1. Open a new Microsoft Word document. Click on the "Mailings" tab in the menu bar to open the task options. Go to the "Start Mail Merge" section and click on "Select Recipient". This opens a sub-menu. Highlight and select "Type a new list". A new window will pop up titled "New Address List". This window is where you enter your recipient information.

2. Modify your entry fields before you actually enter any recipient information. The default entry fields are listed as: Title, First Name, Last Name, Company Name, Address 1, Address 2, City, State, Zip Code, Country, Home Phone, Work Phone and Email Address. Click the "Customize" button to delete, add or rename these fields. Click "OK" after you finish your modifications.

3. Fill in the information for your first database addressee. You can either click on each entry field in order to enter the appropriate information, or you can press the tab key on your keyboard to automatically jump to the next entry field. When you've finished filling in all the fields for one addressee, click "New Entry" and fill in the next recipient's information. Continue to follow this pattern until you've created an entry for all of the people you want to include in your database.

4. Click "OK" after completing all of your recipient entries. This prompts the "Save As" window to pop up. Type the name you want your database to have in the file name bar and select the location you want to save your database to. Click "Save". Your mailing list database is now created and saved.

Performing a Mail Merge

1. Click on the "Mailings" tab in the menu bar to open the task options. Go to the "Start Mail Merge" section and click on the option to "Start Mail Merge". This opens a sub-menu. Highlight and select the type of form document you would like to create--a letter, email message, envelops, labels or directory.

2. Type your form document. Insert the appropriate merge field in the places in your document where you want to enter specific recipient information (such as first name). Click on the "Mailings" tab in the menu bar. Go to the "Write & Insert Fields" section. Click on "Insert Merge Field". This opens a sub-menu. Select the particular entry field you would like to place at that location.

3. Click on the "Mailings" tab in the menu bar. Go to the "Start Mail Merge" section and click on the option to "Select Recipients". Highlight and select "Use Existing List". This will prompt the Open window to pop up. Open the database you created in the Creating the Database section. This will link your form document to your mailing list database.

4. Click on the "Mailings" tab in the menu bar. Go to "Preview Result" to proofread your merge. Click on the "Mailings" tab in the menu bar. Go to "Finish" to complete your mail merge.

References

• Microsoft Support: Creating Form Letters
• Microsoft Support: Creating a Directory
• Microsoft Support: Mail Merge FAQS