How to Create an Address List in Microsoft Publisher
It's simple to create an address list in Microsoft Publisher 2007. Essentially, the address list will serve as the input for the mail merge. Mail merge allows the user to import list data, such as an address list, into other documents. For instance, a mail merge address list can be used to create the individual mailing envelopes for all of the recipients. Individualized letters and memos can also be created using a mail merge address list.
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Instructions
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Create the mailing list
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Gather the name and address data.
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Open the Microsoft Publisher program, and click "Tools," then "Mailings and Catalogs."
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3
Click "Create Address List." Customize the address list with the preferred fields. The user has the option to add, delete, or rename the fields on the default list.
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4
Click "OK" after customizing the address list fields.
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5
Enter the information for the first name on the address list in the "New Address List" dialog box. After entering all of the appropriate information, click "New Entry" to enter the next person's information.
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Repeat Step 5 until all of the names and addresses are entered, and then click "OK."
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7
Enter a name for this address list in the "File Name" section of the "Save Address List" dialog box, then click "Save." Note that the list is automatically saved in the "My Data Sources" folder, because this is the default folder in which Publisher searches first when looking for data sources.
Create the mail merge
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Click "Tools," then "Mailings and Catalogs," and select "Mail Merge" from the list. The mail merge task pane will be displayed.
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Click "Use an existing list" from the "Create recipient list" dialog box, and then click "Next."
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Select the previously created address list to use as the data source for the mail merge. To do this, select the name of the address list from the list of data sources in the "Select Data Source" dialog box.
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Click "Open," and select the recipients who should receive the mailing from the list. After selecting the recipients, click "OK."
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Prepare the publication by following the onscreen instructions to complete the mail merge. Depending on the type of document, fill in the required information, such as letter or memo text. The instructions will detail the process for proofing and printing the mail merge. The user also has the option to cancel the mail merge at any point during the process.
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Tips & Warnings
The instructions for different versions of Microsoft Publisher may vary slightly. Check the "Resources" section of this article for the appropriate version. If the version is not listed in this section, follow the link for the Microsoft Publisher home page.
