How to Create a List of Addresses for Mailing

Making a list of addresses for mailing is easy.

It is easy to create a list of addresses for mailing. All you need is database software, word processing software, a list of addresses and some time for data entry. Although this requires some work at first, updating your list will be easy, and using your data for a mail merge will be even easier.

Things You'll Need

• Microsoft Excel or other database software
• Microsoft Word or other word processing software

Instructions

1. Open database software such as Microsoft Excel. Enter the following in the top row, beginning with cell A1 and moving right: prefix, first name, last name, house number, street, city, state, and ZIP code.

2. Under your header row, enter the names and addresses of those who should be included in your mailing list.

3. Select Column C and sort your data. In Microsoft Excel 2007, select the 'Data' tab and click the image that looks like an A over a Z with a down arrow. Select the option to expand the selection and complete your sort.

4. Look through your list and note any last names with multiple entries. Check these entries to ensure that only one mailing is going to a family's home. Remove any duplicate entries. You can also sort by street name to ensure that there are no multiple addresses, if you would like to further check your entries.

5. Save your document. Open Microsoft Word and select the 'Mailings' tab. Click 'Start Mail Merge' and select 'Step by Step Mail Merge Wizard.' When prompted, select your spreadsheet as the source of the mailing addresses. Test your mailing addresses. Once complete, save your mail merge so you can use it in the future.

References

• Microsoft Excel 2007 Tutorial