How Can I Create a Mailing List Database Using MS Word?


Creating a Microsoft Word mailing list database gives you the ability to easily produce form letters, emails and labels. This is a feature that can save you a lot of time because having this database means you don’t have to go through the process of duplicating your form document and addressing every single recipient addressee individually. Instead you create one form document and link it to your mailing list database.

Set Up

  • Begin by opening a new Microsoft Word document. You have to use the “Mail Merge” feature located in the Tools dropdown list on the menu bar to create your database. This will open up an option box that will take you through the six steps of the mail merge process. You only have to go as far as step three to create a database. The first step will ask you to select, “What type of document are you working on,” Letters, Email Messages, Envelops, Labels, or Directory. When creating a database it doesn’t matter which option you choose. Pick any one then select Next to go to step two to “Select starting document.” Choose to use the current document then click Next to go to step three to “Select recipients.” This is the step where your mailing list database is created. Under the options listed for Select Recipients, choose to “Type a new list,” then click Create. This will bring up box title “New Address List.”

Customizing Your Database Entry Fields

  • Before you begin to fill in your recipient information you should customize your information entry fields. The default entry fields are generally listed as: Title, First Name, Last Name, Company Name, Address, City, State, Zip Code, Country, Home Phone, Work Phone, and Email. You can add, delete or rename these fields to suit your needs. Simply click "Customize," perform your modifications, and then click OK.

Creating Your Database

  • You can only enter one mailing list recipient’s information per entry. Fill in your entry fields with the appropriated data for a single recipient then click “New Entry” to fill in the data for a new recipient. After you enter the information for all of your recipients click "Close." This action will trigger the pop up of a “Save as” box. Name your database, choose the folder you want to save your database in, and click "Save." This basically completes the process. The only thing left to do is proofread your database for errors.

Proofing Your Database

  • After saving your database, a box titled “Mail Merge Recipients” will automatically pop up. It will list all of the recipient entries you just made in spreadsheet style. Scroll through the listing, and proofread your entries. If you find an error on an entry, highlight the row of the recipient, click "Edit," make your adjustments, and then click "Close." Once you finish proofing all your entries click "OK" to close the Mail Merge Recipient box. Then close the entire Mail Merge box by clicking the "X" in the top-right corner. Your database is now created, proofed and saved.

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